6.3: Outlining the Body: Pick a Pattern

Your next step is to select a pattern that enables you and your readers to move systematically and logically through your ideas from a beginning to a conclusion. Some of the most common organizational patterns are listed below. Your purpose, the needs of your audience and the nature of your material will influence your choice of pattern.

Topical or Classification Pattern

Use this format to present groups of ideas, objects or events by categories. This is a commonly used pattern to present general statements followed by numbered listings of subtopics to support, explain or expand the statements. A topical pattern usually follows some logical order that reflects the nature of the material and the purpose of the communication. For example, if you are giving a briefing on helicopters, you might separate them into light, medium and heavy lift capabilities and briefly describe the weight limits for each category. You could begin with the lightest capability and move to the heaviest or begin with the heaviest and move to the lightest.

Tip: 

To help your readers absorb complex or unfamiliar material, consider organizing your material to move from the most familiar to the unfamiliar or from the simplest category to the most complex. When using this pattern, experiment to find the arrangement that will be most comfortable for your audience.

Comparison and Contrast Pattern

Use this style when you need to discuss similarities and/or differences between topics, concepts or ideas. When you are describing similarities and differences, it often helps the reader to see a point-by-point comparison of the two items. For example, if you were writing a document that compares and contrasts certain characteristics of the F-22 and the F-16, you might go item by item, discussing similarities and differences between the two as you go.

Chronological Pattern

When you use this pattern, you discuss events, problems or processes in the sequence of time in which they take place or should take place (past to present or present to future). This pattern is commonly used in writing histories, tracing the evolution of processes, recording problem conditions, and documenting situations that evolve over time. This approach is also used in official biographies, which are written in chronological order because they serve as a history of the member’s professional career.

This pattern is simple to use, but judgment is required when deciding what events to leave in and what events to leave out. For example, if you were preparing a short biography to introduce a distinguished guest speaker, you may decide to emphasize experiences that demonstrate his subject matter expertise and leave out other important but less relevant details. When unsure what to include, think back to your purpose and audience.

Tip:

You may want to consider a chronological approach to your topic when it is known to be controversial. Many writers and speakers will announce, "First let’s take a look at the history of the problem.” This starts the sender and audience out on neutral ground instead of just launching into the issue at hand. This is a type of inductive approach, and again, should be used with caution.

Sequential Pattern

The sequential or step-by-step approach is similar to the chronological pattern. Use this approach to describe a sequence of steps necessary to complete a technical procedure or process. Usually the timing of steps is not as important as the specific order in which they are performed. The outline on the first page of this chapter ("Seven Steps to Effective Communication") is an example of a sequential approach. The sequential approach is often used in manuals and other instruction books. For example, a Security Forces noncommissioned officer (NCO) in charge of small arms training might use this pattern when rewriting the teaching manual on how to safely inspect, load, fire, disassemble and clean weapons. Since safety is paramount, the process must be written in a precise, stepwise fashion to ensure that nothing is overlooked.

Tip:

When describing a procedure, explain the importance of sequence so your audience is mentally prepared to pay close attention to the order, not just the content, of the information.

Spatial or Geographical Pattern

When using this pattern, you’ll start at some point in space and proceed in sequence to other points. The pattern is based on a directional strategy-north to south, east to west, clockwise or counterclockwise, bottom to top, above and below, etc. Let’s say you are a weather officer briefing pilots about current and anticipated conditions in the geographic region where they will be flying a mission. You would most likely describe conditions in reference to the terrain and describe weather systems that will affect their mission on a map.

Tip:

Make sure to use appropriate transitions to indicate spatial relationships: to the left, farther to the left, still farthermost to the left; adjacent to, a short distance away, etc. These signal the flow of the communication; if missing, your audience is easily confused.

Problem and Solution Pattern

You can use this pattern to identify and describe a problem and one or more possible solutions, or an issue and possible techniques for resolving the issue. Discuss all facets of the problem-its origin, its characteristics and its impact. When describing the proposed solution, include enough support to convince your readers the solution is practical and cost effective. After presenting your solution, you may want to identify immediate actions required to implement the solution. The problem and solution pattern may be used in several variations:

• One Solution: Discuss the problem and follow with the single, most logical solution.
• Multiple Solutions: Discuss the problem, several possible solutions, the effects of each and your recommendation.
• Multiple Solutions, Pro-Con: This popular format includes a discussion of the advantages ("Pros") and disadvantages ("Cons") of each solution.

Remember that a problem-solution pattern is not a format for a personal attack on an adversary; it’s simply a systematic approach to use in persuading people either to accept your ideas or to modify their own ideas. Note that this example uses the same paragraph headings (purpose, background, discussion, views of others and recommendation) as used in the electronic staff summary sheet (eSSS) discussed later in this handbook.

Problem and Solution Example: The Staff Study

The Staff Study format described in chapter 17 is a classic example of a problem and solution pattern. Within this format, you can present several possible solutions or just the one you recommend. A staff study with three options might have an outline that looks like this:

1. PURPOSE: (Problem)
2. BACKGROUND: (Factors bearing on the problem)
   a. Facts
   b. Assumptions
   c. Evaluation criteria for solutions
3. DISCUSSION: (Possible solutions and/or major factors or contentious points)
   a. Option 1: pros and cons
   b. Option 2: pros and cons
   c. Option 3: pros and cons
4. VIEWS OF OTHERS: (Consider the views of others so that the package creates buyin from stakeholders and presents a complete analysis to the decision maker.)
5. RECOMMENDATION: (Clearly state in a single sentence what action you recommend to the approving official. Though you can list your options in any order, skilled writers often "save the best for last" and put their recommended option last on the list to help readability.)

Reasoning or Logic Pattern

In this pattern, you state an opinion and then make your case by providing support for your position. This is the classic "logical argument" described in chapter 5. This approach works well when your goal is more than just discussion of problems and possible solutions. Use this pattern when your mission is to present research that will lead your audience down the path to your point of view!

Tip:

Remember your audience analysis? If members of your audience are hostile to your position, try to look at this issue through their eyes. Start out with the support they are most likely to accept, and then move into the less popular issues that support your main point.

Cause and Effect

You can use this pattern to show how one or more ideas, actions or conditions lead to other ideas, actions or conditions. Two variations of this pattern are possible: (1) begin with the effect, then identify the causes; or (2) begin with the causes, then identify the effects. The technique you use depends on the context of your discussion.

Causes, Effects, and Faulty Logic

Be careful to avoid faulty logic traps when writing about cause and effect. You’re guilty of a false cause fallacy when you assume one event causes a second event merely because it precedes the second event. You’re guilty of a single cause fallacy when you assume only one factor caused an outcome, when in fact there are multiple causes. For more details on fallacies, refer back to chapter \(5 .\)

Sometimes an effect-to-cause approach is used when your purpose is to identify WHY something happened. When might you use this approach? Let’s say you are the president of the Safety Investigation Board following a fatal aircraft mishap (the effect). Your report might begin by describing the mishap itself, and then explain the factors that led up to the mishap and conclude with your determination of one or more causes for the effect.

Sometimes a cause-to-effect pattern is used when your purpose is to explain HOW current actions or conditions (causes) may produce future consequences (effects). For example, someone might use this pattern to present how a series of causes-larger automobiles, reduced financial incentives for energy conservation and reduced research funding for alternative energy technologies-might result in an undesirable effect-a US shortage of fossil fuels.

SUMMARY: A well-planned outline can ease the pain of writing your first draft. Remember, building a house is much easier with a blueprint! This invaluable tool will help you remain focused on your purpose statement and help ensure your support is organized, relevant and tailored to your mission and audience. The outline will also help in the editing process. Take a break after working on your outline and start fresh before you begin your draft. Good luck!