Keep explanations of a subject together in one block
A simple rule will help you organize so readers can follow you easily: Always keep explanations of a concept together. If you separate the explanations, you must have an unusually good reason to do so. As you check your message for its organization, look for the key terms that describe each concept. If you see them appearing in two places, it may be because you need to present something about the concept in both places. However, look at the two explanations carefully to see whether you need to combine them.Example:
We need to change the way we monitor our inventory so we don't run out of components. We'll need enough motors, tested and ready, to keep going even if our supplier runs out again. We also will run through 250 unit doors in two days, meaning we really should have at least 500 doors in inventory at any time. We also need enough unit casings to have 250 in enamel, 250 drying, and 250 ready to use every two days. But the problem with the motors is most pressing. If we run out of motors, our production stops.
The author is writing as she thinks. She explains all of the inventory problems, then comes back to the motors to emphasize that they are the component most critical to the process. That may seem logical, but it is confusing and uses verbal real estate. The motors information should be combined:
We need to change the way we monitor our inventory so we don't run out of components. The most important component we must have is enough motors, tested and ready, to keep the process from stopping even if our supplier runs out again. We also will run through 250 unit doors in two days, meaning we really should have at least 500 doors in inventory at any time. Finally, we need enough unit casings to have 250 in enamel, 250 drying, and 250 ready to use every two days.
The writer has lost no meaning and has put the thoughts about the motors together so the reader can follow and remember the message more easily.
As an important note, always break lists out into numbered or bulleted points. They are much easier to read, understand, and remember because they create blocks for each of the items. You'll see how breaking the list into separate blocks makes the points much clearer in this same letter with bullets:
We need to change the way we monitor our inventory so we don't run out of components.
The most important component we must have is enough motors, tested and ready, to keep the process from stopping even if our supplier runs out again.
We also will run through 250 unit doors in two days, meaning we really should have at least 500 doors in inventory at any time.
Finally, we need enough unit casings to have 250 in enamel, 250 drying, and 250 ready to use every two days.
Example
To see an example of a memo that does not keep explanations of the subject in discrete blocks and a revision that improves it, click on the "Example" button below. The information will appear in a new window. Close the new window when you're finished looking at the examples.