WRITING TIP #2:
Organization: A Key to Efficient Communication and Understanding
Imagine a messy closet. Walk in and try to find something specific. Locating what you need feels like an impossible task when everything is disorganized. What are some of the things that make it easier to find what you need? Having a specific place for groups of items helps you find what you need more quickly. When it comes to writing a needs assessment report, information that is organized helps the reader to find information that interests them. It also helps them to find everything more quickly. Additionally, organizing helps make the report easy to follow.Why is it so important for the person or group of people reading the report to find information quickly? They are going to read the ENTIRE needs assessment report, right? Wrong! Imagine that you are an organization providing funding to one program or service. You have so many reports to review. If you were to read every needs assessment report for each organization, it would take far too much time.
As the person reading the reports, what could you imagine doing? You would skim the information. You would want to know about data that is important to you and the company you represent, so you would look for specific sections within the report and skim for the information you seek.
Being organized helps us to find what we need. Whether we are looking for a specific shirt in a closet or data within a report, organizing allows for items to be found more quickly and efficiently. If we have to work too hard to find what we need, our level of frustration increases. So the key to efficient communication and understanding is to not frustrate the people you want to help you to expand or fund your program. Organize your work instead.
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