2.1: Examining the Direct Approach
Learning Objectives
- Define the direct pattern of communication
- Examine when and how to apply the direct pattern of communication
What Is the Direct Pattern of Communication?
The direct pattern provides an efficient structure that ensures the most important information is quickly transmitted to a reader who may not have time to read a lengthy message. The direct pattern assumes that
- you already know how your audience will react to your message; and
- you don’t need to take particular care to be persuasive or diplomatic.
The direct pattern is used when the writer knows that the reader will appreciate a message that gets straight to the point and highlights the most important information in a format that is easily read, easily understood, and easily acted upon.
One of the most important decisions you will make as a writer is whether you should address an issue directly with your reader. This decision requires careful thought because the choice you make will determine how your reader responds to your message. This may, in turn, affect not only the success of your message but your future relationship with your reader. Sometimes, you may decide to use an indirect approach to communication. This approach will not be used in ENGL 250 and is not, therefore, covered in this OER. However, you can find more details on the indirect pattern of communication here.
Among the most important skills in communication is to adjust your style according to the audience to meet their needs as well as your own. You would speak differently to a customer or manager compared with how you would to a long-time co-worker who is also a friend. In each case, these audiences have certain expectations about your style of communication, and you must meet those expectations to be respected and maintain good relations.
The Direct Approach: Like a Pyramid?
When writing a direct message, Blicq and Moretto (2001) suggest that writers use the pyramid method, which, gets to the point immediately (i.e., the top of the pyramid) and then expands to provide the body and details (p. 7).
In this method, a direct message has four sections: 1) summary; 2) background; 3) facts; 4) outcome/action.
A tip that Blicq and Moretto provide for using this method is that, after identifying the audience and purpose for their communication, writers begin by completing this phrase: “I want to tell you that.” This helps to identify the most important “point” of the communication, which is the start of the pyramid.
Informative Messages
Informative messages require little from the reader. They may not even require acknowledgement from the reader. However, if the information is important enough to share, then you want to make sure that it is received. Otherwise, why send it at all?
To ensure that the most important information is received by your reader, informative direct messages conform to the following structure:
Opening
- focuses on what you want your reader to know;
- does not include unnecessary preamble or information; and
- ensures that the reader receives the most important information even without reading further.
Body
- contains background information, explanations and rationales, and other details;
- may explore pros and cons or reader benefits;
- uses graphic highlighting (e.g., bulleted lists) to help organize information for the reader; and
- may contain multiple short paragraphs to ensure readability.
Closing
- may summarize the message (for longer messages);
- may stress important upcoming deadlines;
- may ask for feedback by a certain date and explain that deadline and/or offer to be available to answer questions; and
- ends with a positive closing statement.
When should you use the direct pattern of delivering information?
The best times to use the direct pattern of delivering information are when you know that your reader is anxious for the information you are providing, will be pleased by or indifferent to the information, or is at least mildly interested in what you have to say. When you analyze your audience correctly, you increase the chances that your message will be received in a positive way.
What are the key characteristics of the direct pattern?
A message that uses the direct pattern effectively will front-load the essential information, ensuring that the most important information comes first. All supporting information comes after. You can test the effectiveness of your message by asking yourself, “if my reader only reads the first sentence or two, will they still understand the purpose of my message?” If the answer is “no,” you may need to take an even more direct approach.
What are the benefits of the direct pattern?
One of the most important benefits of the direct pattern is that it saves time for the reader. This has the additional benefit of reducing frustration for readers who are anxious for the main point, which in turn helps to establish the right frame of mind. This benefits you as the writer because it means your reader will be more receptive to the information you are providing, as well as to any requests you might make.
TRY IT
Exercise 2.1.A: Using the Direct Pattern of Communication
Please read through the following scenario. Draft a persuasive email to your manager, Sangita Patel, that communicates this information using the direct approach. Be sure to exclude unnecessary details so that you keep your email as concise (yet complete) as possible.
Your team has been working on a field assignment in Sault Ste. Marie as part of an extensive hardware and software installation program for the local firm, Smills Industries. Fortunately, the project has been very successful and is ahead of schedule; as a result, you and your team will have a week to spare before placement begins on the next project. You are excited to find that this break coincides with a project management workshop that is offered at Sault College. Perhaps this is a chance for your senior technician team members to upgrade their project management skills, as many are eager to progress to a management role. The company has also lost projects to competitors recently due to a lack of qualified project managers. You know that the company’s head, Kay Fogarty, is getting tired of losing projects to competitors, especially the organization’s main competitor, TechWiz. If the company has more individuals with project management skills, it should help in winning future projects.
Personally, you are also eager to continually acquire new skills since younger technicians are constantly being hired. You are concerned that you will be perceived as the company “dinosaur” although you are only 35 years old.
The details of the course are advertised on Sault College’s website.
Course title: Project Management in a Technological Environment
Course date: Monday, February 28 to Friday, March 4, 2022
Time: 9:00 a.m. to 5:00 p.m.
Cost: $3,000 per person (includes access code to online course repository and all course materials)
Registration: www.saultcollege.ca/workshop/promantechenv
Registration deadline: Friday, March 7, 2014
Parking: Parking onsite in visitor’s parking lot
Dress code: Business casual
Equipment required:Laptop
Other: Refreshments provided daily for participants including light lunch, snacks, coffee, tea and water
Your manager, Sangita Patel, must approve any requests for professional development. Although they are often reluctant to support professional development requests, you are convinced that your request should be approved. After all, the team was enrolled in a similar course in March 2020, but participation was cancelled at the last minute due the COVID-19 pandemic It is only fair that this time the team is able to take advantage of this excellent professional development opportunity. You know that the professional development budget has not been spent yet; in addition, you have all been working hard for the benefit of the company.
Since the registration date is approaching, you will need a quick response from Sangita. They are usually very busy, with many issues to deal with on a daily basis. You will need to write an effective email that captures his attention and clearly communicates your recommendation.
References & Attributions
References
Blicq, R. S., & Moretto, L. A. (2001). The report writer’s pyramid. In Writing reports to get results : Quick, effective results using the pyramid method. Wiley-IEEE Press.
Attributions
Content on this page is adapted from Advanced Professional Communication by Melissa Ashman; Arley Cruthers; eCampusOntario; Ontario Business Faculty; and University of Minnesota, which is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License, except where otherwise noted.
