Summarizing: Simple, not Easy

Professional Communication Series

By Soma D. JurgensenSchool of Business Chair

Rasmussen College

Learning Objectives, be able to…

1. Explain why summarizing is a necessary professional skill.

2. Identify elements in an effective summary.

3. Plan and complete an effective summary.

Summary is a critical skill

Businesses generate large quantities of information

The internet has precipitated an information boom

Organizations expect brief, clear writing

Need to summarize grows – fewer people can*

Source: Business Communication Quarterly, Volume 66, Number 4, December 2003, pages 36-54 @2003 by the Association

for Business Communication

Elements of Effective Summary

1. Uses writer’s words

2. Written concisely, specifically, and

clearly

3. Briefly articulates main idea

4. Emphasizes key points supporting

main idea

5. Represents author’s view (not

summarizer’s)

6. Revised and proofread

Summary Writing Steps

1. Read the article/material to find main idea

2. Underline the one-two sentences that convey that idea.

3. Write the idea in your own words (best to cover up what you underlined)

Ask yourself, “what is the one most important idea the author wants you to know and remember?”

Summary Writing Steps

4. Return to material to identify 3-4 key points, evidence, or examples that support the one main idea and underline

5. Under your explanation of the main point, in your own words, write down bullet points of your supporting evidence/key points▪ Full thoughts over full sentences

6. Read over your work for any areas that may need background information (answers to who, what, when, where, why, how) to give context

Summary Writing Steps

7. In your own words convey any background information necessary to support the main point only.

8. Write your summary Using your notes (not the source material) write

the summary expressing the main point, background information, and supporting details.

Proofread to ensure you are expressing the author’s original intent.

Revise for clarity, specificity, and to make sure any words/sentences unnecessary to support your main point are removed.

Proofread for grammar and mechanics

Quality Summaries - Review

Your words

Author’s most important idea

Key points and context

Spirit of author’s intent

Concise, specific, clear

Proofread

Final Words

Simple, not easy Critical skill Bottom line