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PAR (Problem [or Opportunity]/Action/Results): Get to the Bottom Line
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When the outcome is the most signi cant part of your message, the PAR organizational structure is the form to use to highlight your results PAR is an effective organizational structure in r sum s and sales letters R sum s By focusing on your bottom-line accomplishments, ie, the impact your actions had on your employer, you help your reader see why employing you is in his or her best interest Marianne wanted a new job When I began the process of looking for a new job, I was completely frustrated My company was in terrible shape We d been downsized to within an inch of our lives, we were all doing the jobs that used to be done by two, even three people, and I was fed up But I recognized that my frustration was of no interest to potential employers What I did was focus on my accomplishments, and I stated them in the context of solving problems or taking advantage of opportunities For example, instead of responsible for supervising three outside gardening staff, I wrote, reduced replacement shrubbery cost by 11 percent by adjusting the schedule of three outside gardeners to provide better coverage The bottom line is that I got a great new job!
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Q&A: Position News and Information
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Using a Q&A organizational structure allows you to control how news and information will be perceived Word questions so that they stress a bene t or highlight how to avoid a negative outcome It s an effective approach in newsletter articles and procedure manuals Newsletter Articles It s not uncommon to have to publish bad news in a newsletter Don explained that he s the newsletter editor for a chemical distributor Last month, for instance, I had to write an article telling the independent distributors who are part of our consortium that if they cross a state line, they re liable for damages under new federal statutes It s important that
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Create a Draft on Paper (or on Your Computer)
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they know this information But I also know human nature If I ran an article about a new law that increases their exposure, they d toss the newsletter aside not because they don t want to know, but because they d hope to avoid it a little bit longer So what I did was position the information in a positive way I used a headline that read Five Strategies You Can Use Now The introductory paragraph read The ve strategies detailed below can help protect you from liability It s under your control Then I began with a Q&A Instead of asking Do you want to know your liability I phrased it as What can I do to avoid liability Every question was worded as a positive or neutral statement Procedure Manuals Procedure manuals often force employees to read through long-winded narratives lled with legalese Consider using a Q&A organizational structure instead Amy, director of computer services for an entertainment conglomerate, said, I organized the entire procedure manual using a category organizational structure Within each category, I used a Q&A organizational structure It worked well In fact, it was so effective that, during a recent revision, I added an index that listed all the questions covered in the manual by category I made sure that all the questions were positive I wanted to highlight certain policies, and I positioned those questions rst For example, in the section that detailed our policy against sending jokes or cartoons, I wanted to highlight that our concern is to protect against viruses, not to sti e humor or imply that cartoons are a waste of time After all, we re an entertainment company Instead of Why can t I send jokes or cartoons via E-mail I phrased it as How can I help protect the company against viruses Note how important it is to choose words carefully Simply avoiding a negative word ( can t ) and using positive words ( help protect ) conveys an upbeat message
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