The Pyramid Principal for Business Writing

Background

I was asked to read and write a review on The Pyramid Principal. The purpose of this document is to summarise the 180 page book in 420 words, using the tips recommended in the book.

Have a structure that is easy to follow

• Open with an Introduction and if it's going to be a long document signpost the key headings. This one is so short there is no need for text which says 'I have used the following headings...'
• Use easy to follow headings and format. Use of bold, bullets and numbering really help group ideas into bite-size chunks that can easily be understood.

Explain the situation, complication and considerations

• Explain the purpose of a document so they know the aim of the document and their reason (and reward) for reading it.
• Open with a succinct introduction that the reader will agree so as to engage them on common ground.
• Pose a challenge, question or complication which will provoke interest or questioning.
• Put forward your ideas and reasoning in a structured way, answering one question at a time.

Make an impact, then follow with the detail, one point at a time.

• Too many documents start with lots of waffle before they get to the point. Structure the document so that they could get the point only if they read the headlines
• Give answers to questions as they arise, making it easy to see the problem and resolution within a couple of lines of each-other.
• Use additional bullets only to offer detail to support the headline. If a different point needs to be made, start a new headline.

Avoid conclusions, and use Next Steps instead.

• If the document is so long and complex that it needs a conclusion to explain what has just been said, then you need to re-think your document!
• However it can be useful, having presented your proposal, to suggest immediate steps which the reader can implement in order to achieve this goal.

Next Steps.

• Most of Project Management documents are excellent, principally because we do use structure and logic.

• Our Proposals use a SPIN (Situation, Problem, Implication and Need) approach.

• Our Project Management approach uses all sort of tools to group and analyse data; 4Ds (Data, Diagnosis, Decision and Do), or 4Ps (Problem, Prognosis, Possibilities and Plan), or AIDA ( Attention, Interest, Desire and Action).

• There is however always room for improvement, and perhaps more of these techniques could be build into future documentation.

See http://www.amazon.co.uk/Pyramid-Principle-Logic-Writing-Thinking/dp/0273710516/ref=sr_1_1?s=books&ie=UTF8&qid=1321002006&sr=1-1

Unity of purpose, Ownership of outcome

My experience of some organisations is that where leadership and processes are dis-organised or weak. Two things happen...

1. People may be confused, upset and defensive about the silos within the organization.

2. Few feel empowered (able or responsible) to make the necessary changes for the better.

Without unity of purpose, ownership of outcome and responsibility for process the organisation is bound to be sub-optimal.

I have become a fan of the FIRO model, because this notes the processes and benefits toward team building as a means of gaining commitment and channeling resources to achieve the organisational goals.

MORE TO FOLLOW SOON....