SUPERCHARGING YOUR DOCUMENTATION
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STRUCTURING INFORMATION By Adrienne Bellehumeur
www.leadersinbusinessanalysis.com
This booklet covers Step 2 Structuring Information of the six-step documentation process (Step 1 – Capturing, Step 2
– Structuring, Step 3 – Presenting, Step 4 – Visual Documentation, Step 5 – Documentation for Effective Meetings,
Step 6 – Storing & Maintaining Information). This booklet provides some basic tips, techniques, approaches and
exercises for understanding and practicing how to capture information effectively.
WORKBOOK SERIES
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CHALLENGE
Turning Garbage into Gold: Structuring Unstructured Information
Structuring unstructured information is the most neglected and least understood of
documentation skills. But it is also the skill that separates the “note-takers” from high-end
professionals.
The ability to structure unstructured – and
therefore useless – information and turn it
into something of value is perhaps the most
important skill required for effective
documentation. You can have the strongest
technical skills or writing skills and graphical
flair, but your documentation is worthless
without the ability to effectively structure
data and turn it into information that adds
tangible value to your organization.
You Already Structure Information
You structure information continuously throughout the day as you are bombarded with data.
Because this skill is engrained in your daily work and activities, you probably don’t stop to think
about structuring information as a distinct skill. It is, and everyone has it, but they don’t all do it
in the same way or at the same level. Your ability to structure information depends on your
intelligence, training, profession, experience and work environment. Those encouraged to think
outside the box at work, for example, are likely to structure information in more interesting
patterns.
Structuring unstructured information separates
note-takers from documentation experts.
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SOLUTION:
Learning How to Structure Information at Work
Where can you apply this skill?
Effective Meeting Notes
Many People are Assigned to Take Meeting Notes That Have Not Been Trained.
As a result, the practice of taking meeting notes becomes reduced to a low-level administrative
task, with the output generally being lousy notes that no one reads. Meeting notes are not an
administrative task; they are essential for capturing brilliant ideas and solutions, for clarifying
decisions, moving your organization forward, and for building a corporate culture of trust and
accountability.
Look for Patterns in the Conversation. In order to complete effective meeting notes, you
need to structure the information into logical categories, looking for “patterns” within the
conversation during a meeting.
Unstructured Meeting Notes Structured Meeting Notes
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Cohesive Reporting and Conclusions
What did you accomplish on that project?
Employees and consultants frequently fail
to structure information effectively when
providing adequate reporting and
conclusions about their work. Even if your
resources create supporting documentation
for their projects, they often fail to produce
a final report to summarize and conclude
their work. As a result, your organization
does not receive the full value from the
intellectual capital of the resources that you
have spent so much money and time to
engage on your projects.
Effective reporting demands structure. This
includes compiling the evidence, findings,
ideas and thoughts and bringing them
together into a cohesive, insightful close.
Even in a simple format, structured reporting
brings clarity and the ability to follow-up on
future actions from your project. Reports
don’t need to be complex; they need to
highlight key findings, conclusions and
actions. Reports are essential for almost all
types of reviews and projects including
audits, assessments, SOX and other
regulatory projects, and reviews of systems
and applications
.
Piecemeal Documents Comprehensive Document
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Cohesive Reporting and Conclusions
Documentation requires creativity to be truly effective. Your ability to structure
unstructured information in new and interesting ways has a powerful impact on
your organization as you identify new patterns and opportunities.
Some of the greatest breakthroughs of modern science have come from non-linear, creative
thinking. They occur when scientists have connected seemingly unrelated ideas or concepts to
create wonderful new inventions. You too can create great things from seeing creative patterns
in information structured through the documentation process.
TIPS & TECHNIQUES:
How to Structure Unstructured Information
Remember these tips and techniques:
(1) Get it Down on Paper! - You can’t rely on unstructured verbal information. Good note
taking and information structuring work hand-in-hand to create effective documents. Use
notes and simple diagrams and pictures.
(2) Connect the Dots - Now that you have quality notes in front of you, challenge yourself
to connect the dots in different ways, beyond merely a linear connection. Don’t be afraid
to be imaginative and progressive.
(3) Vet with Others - Get input from many people and multiple sources to improve the
accuracy, depth and ultimately, the quality of your documentation output.
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EXERCISE:
Connecting the Dots
Do this exercise with a partner, preferably a co-worker, or
on your own.
This exercise provides you with insight into connecting and structuring information
into creative patterns. To see these patterns, you must push yourself to create new
and interesting connections.
STEPS:
(1) Pick up a book.
(2) Close your eyes, open it to any page, and choose a random word.
(3) In 5 minutes, come up with 50 ways that this word relates to your life.
Random Words:
1 11 21 31 41
2 12 22 32 42
3 13 23 33 43
4 14 24 34 44
5 15 25 35 45
6 16 26 36 46
7 17 27 37 47
8 18 28 38 48
9 19 29 39 49
10 20 30 40 50
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Connecting the dots - How did you do?
With or without a partner, ask yourself:
Was it easy to come up with the first 20 ideas?
Was it hard to find the last few points?
Did you have to think creatively? Explain.
Had you ever thought about these connections before?
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Don’t Lean Too Much on Templates
Organizations often use templates believing that they will give employees the structure that
they need. While templates can be helpful in improving the consistency of your documentation
and in working with junior employees, they are ineffective in complex projects, processes and
decisions. To successfully structure information, you need depth and understanding of your
subject matter and breadth of understanding of the “big picture”. It is from this framework, not
a template, where you create intelligence from the structuring process.
Getting More Structured
You can’t take a course in structuring information; in fact, a textbook approach can hinder your
ability. The only way to improve is through conscious effort and practice. Take an honest look at
the assignments and problems in front of you and ask: How can I connect this work to another
project or initiative within my organization? Who can I ask to gather new information? Have I
thought about this assignment from the perspective of other teams or departments?
TIPS & TECHNIQUES:
How to Structure Unstructured Information
Remember these tips and techniques:
(1) Acknowledge – First, identify your ability to structure information as a critical skill. If
you do, you are a step ahead of most people.
(2) Breadth & Depth – Creativity does not exist in a vacuum: it comes from an ability to
connect information to create new ideas and uses. To improve your ability to structure
information, you must have a deep understanding of your area of expertise as well a
broad knowledge base of related subject areas to work with. New to the work world or
your subject area? Read, research and talk to as many people as you can about the
subject and around the subject to continually improve your breadth and depth of
understanding.
(3) Practice Writing Fast – Practicing writing organized pieces, such as memos, essays,
stories or even comprehensive emails, is a great way to improve your ability to structure
information. We may do a lot of emailing, texting and messaging nowadays; but few of us
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spend enough time thinking through and writing structured compositions. Practicing
writing structured pieces fast will force you to bring together topics, link them together,
and articulate them clearly to your audience. With consistent practice, you will get better
and faster at both writing and structuring information.
EXERCISE:
Practice Timed Essay Writing
The purpose of essay is to teach you an invaluable skill used
in most careers.
What is an Essay? An essay is a structured writing format used to communicate an opinion
or a statement known as the “thesis”. The format consists of an introduction, supporting
paragraphs and conclusion. The ideas and evidence are structured and linked together logically.
Essays apply a rigid format, but also enable much room for colourfulness and creativity.
Essay Writing Enforces Good Technique. Essay writing is one of the purest forms of
writing that enforces good techniques to communicate messages succinctly and effectively.
In business, you are continually asked to communicate, persuade and even argue your opinions
and ideas; the skills learned from essay writing provide the structure, clarity and creativity to do
this successfully.
Essay Writing Trains the Brain. Essay writing teaches how to structure unstructured
information by bringing together points in an engaging and compelling way. Practicing it helps
you to be a better and faster communicator and worker.
Do this exercise on your own or with a partner, preferably a co-worker.
(1) Choose any subject you like, such as:
Why should kids watch Sesame
Street?
The dangers of fad diets
Is society becoming more or less
stressed?
iPhone vs. Blackberry
Benefits of owning a dog
Pros/cons of social media
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(2) With your partner (or co-worker), write a structured essay on the topic, completed in
forty-five minutes.
Essay Topic:
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(3) Review each other’s work and discuss the exercise together:
Were you able to communicate effectively?
Did you have trouble working within the strict time deadline?
Did you have enough material for each of the key points?
Did the result show that you need more practice?
If so, how often do you practice writing quickly and effectively?
If you’ve done this exercise more than once, are you improving your essay
writing with practice?
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Connecting the Dots at Work
If you and your partner are co-workers, try this exercise with subjects or areas that you both
work on. Choose a system or process and brainstorm all of the people and other systems and
processes within your organization that it may impact.
How did this exercise influence your perceptions?
Subject /Area:
System or Process Impacted People Impacted
Practice this exercise regularly, preferably bi-weekly, to improve your skills in
writing and structuring information. In doing so, you will find that your
writing skills will improve quickly, along with your confidence.
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RATE YOUR OWN SKILLS
RESULTS Low High COMMENTS
Rate the quality of your
writing?
1 2 3 4 5
How creative? 1 2 3 4 5
How were your listening skills? 1 2 3 4 5
How was the quality of your
notes?
1 2 3 4 5
Are there any questions that
you missed or other comments
for improvement?
1 2 3 4 5
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ADDITIONAL RESOURCES: Strategies for Essay Writing
http://writingcenter.fas.harvard.edu/pages/strategies-essay-writing
Writing Effective Meeting Notes
http://www.wildapricot.com/articles/how-to-write-effective-meeting-minutes
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