Writing Purpose Statements

Dr. Susan CodoneTCO 341

ProblemProblemReader doesn’t understand why he/she should be Reader doesn’t understand why he/she should be reading thisreading this

SolutionSolutionClarify the purpose of your writingClarify the purpose of your writing

TechniqueTechniqueUse 3-part purpose-statement guideline:Use 3-part purpose-statement guideline:1. Fact A/B statement – ideal vs. problem1. Fact A/B statement – ideal vs. problem2. Your role2. Your role3. Purpose of the document3. Purpose of the document

Writing a purpose statement is an Writing a purpose statement is an important cognitive and important cognitive and

communication actcommunication act..

It requires you to determine the It requires you to determine the organizational implicationorganizational implication of what of what you are doing – and you are doing – and whywhy are you are you

doing it.doing it.

How can you write an effective How can you write an effective purpose statement?purpose statement?

Try a guideline that divides it into Try a guideline that divides it into three parts:three parts:

A statement of the problem – Fact A/B Your role in solving the problem The communication purpose of the

document

Part 1: Statement of the problemPart 1: Statement of the problem

A problem is a conflict of perceptions—usually a conflict between an organization goal or value, and some actual state of affairs.

Typical types:– Cost conflict– Technical conflict– Performance conflict.

Part 1: Statement of the ProblemPart 1: Statement of the Problem

Fact A/B Statements: the ideal vs. the conflict

A is a fact (ideal); however, B (which conflicts) is a fact (represents actual state).

“We purchased sixteen new speakers; however, we had only budgeted for twelve and have now experienced a cost overrun.”

Part 2: Your rolePart 2: Your rolein solving the problemin solving the problem

In this stage of the problem-solving process, you must write how you have performed some activity or investigation to solve the problem or meet some organizational need.

You must also state your position in the organization, as in “…as lead engineer on this project, I have researched this issue…”

Part 3: The Communication Purpose of Part 3: The Communication Purpose of the Documentthe Document

This step involves writing down your purpose and the expected action of the reader.

“…I recommend that we purchase the E865B modulator and begin installing it right away.”

“…I’m sending you this feasibility study for review concerning purchase of the E865B modulator.”

Complete Purpose StatementComplete Purpose Statement

Problem Statement, Your Role, Purpose of Document

“We stocked the fish pond with 2,000 bass; however, almost 1500 have died. As junior researcher with the Dept of Wildlife, I have investigated this issue. I recommend that we launch a complete clean-up of the pond as soon as possible.”

Audiences who are affected and Audiences who are affected and need to be planned for:need to be planned for:

1. Primary audience

2. Secondary audience

3. Tertiary audience

Must act on the information you communicate

May be affected by what you communicate

May have a supervisory need to know about what you communicate

Remember,Remember, every effective purpose every effective purpose statement needs all three parts:statement needs all three parts:

1. A statement of the problem

2. Your role in solving that problem

3. The specific communication purposeof the document you are writing.