5 April 2012
Image by cliff1066
Review
Last week we considered how to prepare the first part of the writing ROADmap -- to write for a specific reader and situation.
Today we’ll look at the next two parts: the objective and reader action.
These two things do not take long to plan – but it’s absolutely essential that you think about them before you write anything. If you don’t think about your objective, it’s like starting a journey without knowing where you need to go. And if you don’t think about the action your reader needs to take, it’s like trying to drive a car that has an empty fuel tank.
Just as you need appropriate questions to plan for the reader, you also need questions for the objective and reader action. Fortunately, these are easy:
· What’s the objective of this document?
· What do I want the reader to do?
The answers to both those questions will be in the form of verbs. Let’s illustrate with a few examples.
Situation 1
Objective
You need to write an email giving details of the next annual dinner for your department and inviting colleagues to attend the event.
What are the objectives of the email you send? To inform and invite.
I would like to give you details of this year’s annual dinner and invite you to attend.
Reader action
You want the reader to respond and say whether or not they will attend the event. If possible, always give a time or deadline for the reader to complete this action.
Please RVSP by emailing or calling me by the end of January.
Situation 2
Objective
You’re the manager of your department. You need to send an email to colleagues giving details of the next annual dinner and inviting them to attend. However, you’re too busy to write the email, so you write a member of your team and ask him to draft it for you.
What’s the objective of the email you send? To request.
I would like to ask you to draft an email announcing details of the annual dinner and inviting colleagues to attend.
Reader action
You want the reader to send you the draft by the end of the week.
Please send me your draft by the end of this week.
Situation 3
Objective
Your boss asks you to send her a draft letter that gives details of the next annual dinner for your department and invites colleagues to attend the event. She will check your draft and then mail the letter to colleagues herself.
What’s the objective of the email? To send your draft.
I have drafted the email about the annual dinner and attached it to this note.
Reader action
A case like this doesn’t require a specific reader action. But it’s polite to offer further help.
Please let me know if you have any questions or need further help with the draft.
So remember – when you’re planning a ROADmap, write the answers to these questions:
· What’s the objective of this document?
· What do I want the reader to do?