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How to Structure What You Write

BY RICHARD BIERCK

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 similar to his own failed to diversify,

How to Structure bringing fiscal ruin. The memo could

close by exhorting colleagues to
explore specific diversification paths. If
What You Write the writer launched into hortatory prose
at the outset, readers wouldn’t have any
reason to care. By contrast, the chrono-
Barbara Minto’s Pyramid Principle has received wide logical structure—in this case, a narra-
tive of missed opportunities—com-
recognition as a good guide to structuring business writing. mands attention by pointing out
What follows is a quick refresher on Minto and a new take parallels between the two companies.
Thus it sets up the reader for a call
on some alternative approaches. to action.
By Richard Bierck Without a compelling story to tell,
however, the chronological structure
W R I T E R S O F T E N fixate on difference between bringing your becomes a conduit for prose so tedious
style to the exclusion of structure. This points home convincingly and watch- that it begs to be folded and sent
is like concentrating on a building’s ar- ing them sink in a quagmire of confu- airborne. In such instances, the prob-
chitectural flourishes while ignoring sion or an abyss of apathy. lem-solution structure is a good
the foundation. Structure is what holds choice. Sim-
a composition together, ensuring that
each group of thoughts flows logically
Before choosing a structure, writers
must decide what points they want to
ply state the
problem,
“Structure is
and naturally to the next. Without it, make, part of the mental undertaking then follow what holds a
any edifice of prose will collapse like a that English teachers call “prewriting.” with your
cheap parking garage. This may sound like a “duh,” but it’s proposal composition
remarkable how many people routinely for solving
In The Minto Pyramid Principle, Bar- set about a composition with no idea it. Hence: together….
bara Minto offers a prescription for where they’re headed. If you know “Problem:
avoiding structural failures in business your topic well, you can prewrite while Diversifying Without it, any
writing. Minto advises corporate you’re showering, jogging, or watching too rapidly
scriveners to begin their compositions television. spreads edifice of prose
by stating a condition that is generally resources
agreed upon—e.g., “The goal of diver- One alternate structure worth consider- thin, drain- will collapse like
sification is to protect profits from ing is the chronological, best used— ing manage-
down cycles”—and then to introduce obviously—if events can be shaped into ment time a cheap parking
the complication that is prompting the a narrative that shows cause-and-effect and increas-
piece. This could be something along relationships. The chronological narra- ing R&D garage.”
the lines of: “But diversifying too tive’s strength lies in the opportunities it costs greatly
rapidly may reduce earnings.” The rest affords to wrap vivid detail around the without any foreseeable return on this
of the composition deals with resolving basic facts to bring the reader along investment. Solution: Devise a method-
the complication—in this case, dis- vicariously. Without it, Stephen King ology for determining which areas of
cussing affordable diversification would be out of business, for this is, expansion are most appropriate, given
moves. after all, the way people naturally tell— our current market and existing
and listen to—stories. research,” etc. This format is well
This structure is useful for easing read- suited to compositions that address a
ers into letters, memoranda, and reports Chronological structure is most effec- series of problems, each affecting a
by focusing their attention on the big tive when one anecdote compellingly wide audience within the company.
picture. And it gets to the point without illustrates a problem or situation, or
loading too much freight up front. when a complex series of events or iso- Some of the same effect—a creation
lated incidents leads to a present condi- and release of tension—can be
Still, whether you’re gearing up to tion. For example, a salesman wants to achieved using a question-answer for-
write an organizational strategy state- explain a downturn in business. He mat, which is most appropriate when
ment or composing a memo on a might begin, “Let me tell you about readers are already basically informed
decrease in last quarter’s sales, many how I lost a $50,000 sale. One Friday on a subject but need details. In this
other structures are possible. Choosing afternoon…” Or an executive might structure, known on the World Wide
the most appropriate one can make the craft a memo showing how a company Web as FAQ (frequently asked ques-

This document is authorized for use only in Dr. Shailja Agarwal's PG/IMTG/2022-23/28 (F) at Institute of Management Technology - Ghaziabad (IMT) from Jul 2022 to Jan 2023.
Copyright © 1998 by the President and Fellows of Harvard College. All rights reserved. 3
 Structure, continued

tions), writers simply pose and answer This kind of composition doesn’t have
questions. The benefit is that readers to start with a paragraph that answers Further Reading:
who are unclear on certain points can the questions: who, what, when, where,
identify with others who may be won- why, and how. But it does mean you’ll The Allyn & Bacon Guide to Writing by John D.Ramage and
John C.Bean (1996,Allyn & Bacon,736 pp.,$37.95,
dering about the same thing. For exam- have to be conscious of the needs of Tel.800-666-9433 or 515-284-6751)
ple, a company facing a merger might readers new to the situation. Assume
issue a memo of FAQs as a way to let they know nothing about the subject Business English:A Complete Guide to Developing an
employees know the ins and outs of the but can grasp anything if you present it Effective Business Writing Style by Andrea Geffner
action. Because the general situation is clearly and coherently. If the main mes- (1998,Barron’s Educational Series,340 pp.,
$13.95, Tel.800-645-3476 )
well understood, a pyramid approach is sage is a new wave of plant moderniza-
neither necessary nor called for. tion across the company, don’t worry Elements of Style by William Strunk Jr.and E.B.White
about discussing its effect on any one (1995,Allyn & Bacon,85 pp.,$5.95,
When the goal is one of informing division too early in the piece. Instead, Tel.800-666-9433 or 515-284-6751)
colleagues of a situation rather than get all the important issues right up
The Minto Pyramid Principle:Logic in Writing,Thinking
spurring them to action, an approach to front, in the opening. This approach is and Problem Solving,by Barbara Minto
consider is to pretend that you’re a jour- focused and respects your readers’ need (1996,Minto International,254 pp.,
nalist. This doesn’t mean that you for a quick, easily grasped overview of $80.00, Tel.757-624-1711)
should start wearing wrinkled clothing the basic facts.
and asking politicians about their extra- Style:Toward Clarity and Grace by Joseph M.Williams
(1995,University of Chicago Press,226 pp.,$9.95,
marital sex lives. Rather, try structuring When deciding on the structure of Tel.800-621-2736 or 773-568-1550)
your piece to enlighten those com- your composition, sit back, relax for a
pletely unaware of the topic without minute, and place yourself in the shoes 10 Minute Guide to Business Communication by Raymond M.
boring those who are already some- of your readers. What are their inter- Olderman (1997,Macmillan Books,144 pp.,
what familiar with it. The journalistic ests? What do they need to know first? $10.95,Tel.800-223-2348)
approach usually means using the How might they be alienated? Only
21st Century Guide to Improving Your Writing edited by Diane
inverted pyramid structure: putting the after considering these needs will Zahler,Ellen Lichtenstein,and Claudia H.C.Q.Sorsby,
most important information at the you be ready to choose a structure that (1995,Dell,251 pp.,$5.99,Tel.800-323-9872)
beginning, then moving on to the sup- solidly supports your composition’s
porting details. goals.

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