CREATING AN APPEALING BODY

Revising the structure of your document can be akin to piecing together bits of shattered glass. The longer the document, the more complicated the message, the more difficult — and essential — the task. Why? Think about your normal revision process. You look at the page, notice a comma’s out of place, one period too many lies at the end of your sentence, the beginning of your letter is cliché. You’re relying on visual tip-offs to guide you from one problem to the next. But those are little things. The body of your document can encompass from 1 to 300 pages or more. You’re trapped by sheer physical reality — you cannot possibly see whether your points move quickly and evenly.

The trap grows even more complex once you try to revise. Where should you put that ill-fitting but essential point? When you’ve repeated a point one, two, or three times, where should you cut? And when should you repeat a message? And, perhaps the most important question, How do you escape, Houdini-like, from the chains of words?

The answer — the first step in this book — is to create a list before writing. That way, you’ll significantly increase the odds that your points will flow evenly and you’ll have fewer structural changes to make. A list does something more, though. It helps you see your points in one self-contained area. Simply make sure that each point on your list has a parallel point in your document. Find a problem? Change it, using your list to guide you.

Check transitions

Transitions are red flags signaling whether your piece flows or wanders. For short, complicated documents, such as letters giving complex instructions, check the transitions in every paragraph. They should take you clearly from one action to the next.

For longer documents, you’ll have two sets of transitions. One set connects the thoughts in your paragraphs. The other connects larger portions of your document. Again, make sure that your transitions flow. For example, if you start with “one,” as in one reason, one point, or one fact, make sure that “two” and “three” follow. If you mention that an event began at 8:00 A.M., you’d better tell the reader what happened at 10:00 and 12:00.However, don’t jump back in time without giving your readers clear signposts, as in this example:

Joan Garth announced the changes at 2:00 today. She warned us about their scope last week.

What do askew transitions tell you? Two possibilities. The first, more optimistic message is that your points are fine — don’t worry — but your transitions are problematic. So backtrack, adjust or add them, and keep going. When you write your next document, make sure the transitions are solidly placed.The second possibility is the more likely one. Missing transitions mean holes riddle your structure. You need to shuffle here and there, making sure your order is as sensible as good walking shoes. Perhaps you should determine your structure again, this time using transitions more conscientiously. Perhaps you should tweak that line or paragraph that throws the structure off. Be sure to make adjustments. Otherwise, you can promise yourself one thing: your readers will make the first paragraph of your document the last.
Create an outline
The outline. Yes, the one you remember so fondly from high school. Use this outline only after you’ve written long or complex pieces. It will tell you where you’ve traveled, like a scrapbook without pictures. Just return to the beginning of your document and chart each point, each bit of support, each reference as you go. Use the most comfortable structure, too — those numerals and letters. Have you repeated a point, omitted information, or veered from your original list? Restructure on your outline, then revise the document itself.Look at this section of an outline for a newsletter article about vacationing at bed and breakfasts.
1. Dogs
A. What to consider when deciding whether to bring one
1. Trouble finding the right bed and breakfasts

2. Whether dog will fight with other dogs or cats who reside at B&B
B. The dog and don’ts of pet etiquette
1. Do
a. ask for the best place to walk your dog
b. feed dog n parking lot or away from from B&B
2. DO NOT
a. bring dog to bark, yip, or trot around
b. allow dog to bark, yip, or trot around
c. leave dog hairs in your room after your visit
II. Location
A. What to consider when deciding on a location
1. proximity to sights
2. proximity to public transportation
3. amount of parking
B. Compare country and city settings
1. noise
2. Safety
3. hour guests can come and go

Look for repeated words

A sure tip-off that you have structural problems is repeated ideas. The most obvious clue: repeated words that rest on the page like ash after a fire. Simply isolate the culprit, cut, and smooth out the surrounding transitions. Since you might naturally repeat a word as you discuss one person or idea, be careful to preserve valuable information.

Of course, your word use may vary, and finding repeated ideas may be like trying to find a stranger at a Halloween party. Your best recourse, outside of returning to your list or outlining anew, is to mark each paragraph or section with signs, such as stars or circles, representing the points they include. Then, compare the sections to ensure that you’re presenting fresh information or mentioning new facts about old topics.