1.Thinking Vs Structuring
1.Thinking Vs Structuring
Thinking andstructuringaretwoessential components of
theprocessof, generating and creating the message. It is essential
to undertake thesetwosteps in sequence. Thinking must occur first,
where ideas are created. This should be followed by the next step
ofstructuringthe ideas appropriately. in practice, however, we
mostly tend to perform thinking andstructuringat the same time.
This leads to inefficient and ineffective message design and
ultimately to ineffective communication.
1ThinkingThinking by its very nature is random and haphazard. In
the thinkingprocesswe deal with facts, data, assumptions, details,
ideas and y information. The thinkingprocessinvolves collection,
assimilation, analysis, interpretation, and synthesis of these
parameters. More often, thinking is where new ideas are created,
solutions to problems are found and new" dimensions are discovered.
Once again, the thinkingprocessis haphazard and random. Given a
timeconstraint, the thinkingprocessmust end at certain point. At
this time, major theme ormainpoint of the message has been
discovered and its supporting points identified.StructuringOnce
thinking is concluded themainpoint of the message and underlying
supporting points are organized in a logical manner, this is
calledstructuringthemainpoint is the apex from where itbranchesout
to the first level of supporting points, each supporting points may
have its own sequence of lower level supporting points.
2.Guidelines for Thinking
2.1.Be aware of AssumptionsIn any thinking situation, it is
critically important to be aware of the assumptions involved. Our
tendency generally is to take thinking and its assumptions as
granted. In an effective thinking process, however, we must
identify clearly and specify the underlying criteria that will be
used to come to a conclusion. Assumptions from the basis for the
entire thinkingprocess.
2.2.Draw Valid Conclusions
Through the thinkingprocess, we must draw not only correct but
valid conclusions. There aretwo methods for drawing valid
conclusions:
Deduction In the method of deduction, a general principle is
applied to a given situation and a conclusion is drawn.
Themainprinciple must be correct and must also be directly relevant
to the situation to which it is going to be applied. When a
conclusion is drawn by such application, it is a valid
conclusion.
General Principle-- >Situation--> Conclusion
InductionIn the method of induction, relevant general principle
is not available. Therefore, you startwith specifics (data,
observations, assumptions) that lead to a generalization which when
applied to a situation, gives a valid conclusion.
2.3.Avoid logical DefectsAs human beings we tend to go astray
when thinking while thinking is creative and leads to new ideas it
can cause logical defects in forming our opinions and ideas in most
situations an idea appears to be correct on the face of it, however
a deeper thought may reveal an inherent logical problem or defect.
Logical defects are also known as fallacies there are three areas
on which we must focus in order to avoid logical defects or
fallacies.
Dont jump too fast to conclusionswe have a tendency, especially
in familiar situation to jump to a conclusion without paying much
attention to detail. These include hasty generalizations relating
to false causes picking up unrelated ideas,Dont hide behind false
ideasWe may attempt to hide assumptions that are questionable, at
other items we may tend to skirt around themainissue, or take a
false analogy, or exaggerate a point beyond its logical validity,
or resort to making a popular appeal.
Dont OversimplifyHere the tendency is to restrict alternatives
to justtwo, that is, an either/or situation. At other times we may
tend to use a catchall explanation, when a single factor is taking
out of content and treated as the only factor affecting a
situation.3.Guidelines For Structuring
After the thinkingprocesshas been concluded, the next step is to
structure your message. This hastwoguidelines. 3.1.Provide
Hierarchy to IdeasThe first guideline is to arrange your ideas in
at hierarchy, starting with n top-level idea and then arranging the
subsequent levels of ideas.Stress the Conclusion or Top-Level
Idea:The first and the foremost is themainconclusion. Place your
conclusion or themainpoint at the top. This is the first level of
the hierarchy of ideas. See the idea Chart.Divide into Second-Level
Points:At the second level we include points or ideas that support
the mainpoint. Each of these points may require further supporting
arguments, for which we go the next level in the hierarchy.Divide
into Lower level Points: Depending on the depth and extent of
communication or message, wemay goto several levels of lower
points, all of this organized in a hierarchicalformas the idea
chart.
3.2.Put Ideas In Order
once the idea chart is prepared the next step is to determine in
what sequence to present the ideas in the actual message the
sequence may not be the same as in the hierarchy following
guidelines are relevant.For Explanatory Ideas:For ideas requiring
explanation of aprocessor sharing of information, the points or
ideas may be sequenced according to the "following
criteria:TimeComponentsImportanceFor Action Ideas:For certain kind
of messages, where you want your audience to act in a certain way,
one of the followingtwoapproaches is used:Direct Approach: in this
approach, themainpoint is presented first, followed by successive
lower level points.Indirect Approach: In this approach, the lowest
level ideas are presented first, then next higher level points, and
so on, until themainpoint is presented at the very end of the
message.
According to the Audience Memory Curve, the attention spanand
theretention(memory) of the audience is highest in the beginning
and at the end ofa presentationor message, Thus themain) point
should be presented (i) in the beginning and then reinforced at the
end, or (ii) at the end only.