Key Structural Elements for All Assessments in the Management Communication Unit I. Introduction (Please note: Points A, B, and C are REQUIRED for all assessments; Points D and E are optional based on your purpose and the needs of your audience). A. The purpose of the communication HAS in clearly stated in the FIRST sentence keeping in mind that most of the time in management communication there has been a prompt (such as a request from your boss). For example: As requested, I we have completed the interview process for the accountant position. B. If your audience is either or positive about the subject matter, you need to clearly state your thesis (main point/conclusion/recommendation). It can either be combined in the first sentence with the purpose of the communication or it HAS to be in the SECOND sentence. For example: Based on our evaluation of the three candidates’ abilities and experience, we recommend that we hire …. C. Your Blueprint or Preview (the main topics that you will cover and ONLY the main topics) needs to be clearly stated in the Third sentence. For example: We have selected Joe Schmoe on the basis of his previous accounting experience, his education, and his excellent interpersonal skills. You HAVE to follow the same order within the body of the document. How do you choose what order? If your audience is positive or neutral about the subject matter, use Direct Order format. Put the MOST IMPORTANT point first. If your audience is negative about the subject matter, put the MOST IMPORTANT point last as you have to make a case to arrive at your thesis (which will be stated in the conclusion). D. Methodology: what information did you use to arrive at your thesis? For example: We engaged in a thorough interview process and spoke to three of Joe’s referees to arrive at this recommendation. E. Credibility: What makes you credible on this matter? For example: Based on my twenty years in this department, I believe Joe will be a great addition to our team. II. Body A. Internal Heading Identifying Point 1 (same order as blueprint!). a. Clear topic sentence. For example: Joe Schmoe has had over twenty years of previous work experience in the accounting industry. b. Supporting sentences (3-4 sentences). Only cover one topic in each paragraph and then move on to next topic. c. Insert direct quotes and reference appropriately if required (as in Assessment One). B. Internal Heading Identifying Point 2 (same order as blueprint!). a. Clear transition topic sentence. For example: In addition to hi excellent previous work experience, Joe Schmoe’s education clearly prepares for this role. b. Supporting sentences (3-4 sentences). Only cover one topic in each paragraph and then move on to next topic. c. Insert direct quotes and reference appropriately if required (as in Assessment One). C. Internal Heading Identifying Point 3 (same order as blueprint!). a. Clear transition topic sentence. For example: Lastly, Joe Schmoe’s interpersonal skills appear to well suited for this managerial role. b. Supporting sentences (3-4 sentences). Only cover one topic in each paragraph and then move on to next topic. c. Insert direct quotes and reference appropriately if required (as in Assessment One). D. And so on for longer documents……. III. Conclusion a. Clear topic transition sentence. b. Clearly reiterate thesis and blueprint c. Polite closure d. For example: In summary, based on Joe Schmoe’s previous work experience, education, and excellent interpersonal skills, we recommend he be appointed. I am happy to discuss this with you at your convenience should you have any questions or concerns. e. No new information in conclusion. KEY elements of effective business documents: 1. Conciseness (not necessarily short) 2. Preciseness 3. Adequate information based on needs of audience (expert/non-expert continuum) 4. Accuracy of information 5. Stylistically correct (format/structure/sentence structure/punctuation/grammar/word choice) Here is the BEAUTY of this model: you can use it for a one page memo or a ninety page report!! If you follow this structure, your audience will know clearly understand the purpose, your thesis, and the points that you want to cover in this document. Internal headings allow the reader to skim the document for salient points based on his/her needs. If they are highly knowledgeable about the subject (or very busy), they will merely skim the document seeking salient information. Make it easy for them to find it!!!