Gathering Data and Taking Notes - Articles - Andrew Schwartz

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Gathering Data and Taking Notes
by Andrew E. Schwartz

Note-Taking Tools: There are some purely mechanical things that you can do simply in the physical handling of material that you gather, which will greatly facilitate your keeping track of it and getting it organized in outline form. A good system for data gathering and note taking will have as a minimum:

The right kind of first recording medium. The best is a supply of individual cards or sheets as opposed to a notebook in which notes are run on with each other.

One note to a sheet! Never put two subjects or unrelated items on a single sheet. Sometime in the process you’ll have to separated them for proper sorting under your outline headings. It’s far better to maintain the separation from the beginning.
A method of physically sorting material by outline point. Standard tabbed file folders are the best.

Convert the major subject divisions of your outline to a series of tabbed file folders. This is one of the best organizational devices you can have, because it actually makes your outline a physical method for sorting and dividing your material. Start your folders as soon as you get your first item of information. From the start, you’ll have it sorted. Even if you have to change folder titles as you go, you’ll be better off. Not only this, but you’ll be able to work on any section of your presentation at any time without disturbing or searching through other material. You can also include a folder for notes on your audience or any other subject such as your objective, the location of your presentation, people involved, and so forth.

The following are sample tabbed outline folders for sorting and storing notes taken during the data-gathering process:

INTRODUCTION

I.Move Part and Secure Work Table
II. Present Methods Unsatisfactory
III. New Method Combines all Basic Phases
IV. Benefits of New Method
V. Thirty-Day Test

CONCLUSION

Additional folders for audience analysis notes, people, contacts, logistics, arrangements, and so forth.

Clear “Units of Expression”: An individual idea within your presentation, of course, can be expressed in many ways. It could be an anecdote, and analogy, a description, an explanation, a picture, a sentence, or merely a word. But, as we said when we talked about sensory communication, if, for some reason, that unit of expression cannot be perceived; that is, if the audience cannot even understand what it is that you’re expressing to them, you’re lost before you begin. So, “clarity” really becomes a primary watchword.

There is no doubt that following all of the “rules for effective idea support and avoiding the pitfalls will help. But there are some more guidelines that you can follow that will even further increase the clarity of what you say. Following are some examples:

Think clearly.
Select and analyze words carefully.
Avoid jargon and technical terms.
Define the terms.
Develop good diction.
Be concrete.
Think multidimensionally.

Regardless of what it means anywhere else, in this context “clarity” means the conveying of an idea or part of an idea in such a way that it will be perceived exactly as you intend it to be perceived.

Think Clearly: Obvious? But we must restate it. There is no way that you can verbalize an idea clearly to someone else if you cannot verbalize it clearly to yourself. It you cannot state an idea to yourself in words that you understand, all you can possibly do is repeat whatever you have heard to your audience. Anyone can pass on words they have heard. It is another matter entirely to digest an idea and then state it as you have comprehended it.

Select and Analyze Words Carefully: Many idea presenters wrongly assume that their audiences comprehend more in terms of language and vocabulary than they really do. Not only must you be able to verbalize an idea to yourself, you must also question whether your audience can understand your vocabulary.

Avoid Jargon and Technical Terms: “AIMS is the equivalent of SCRAP, our program which originally replaced FOR-TRAP.” Jargon, acronyms, and the like usually are to be avoided in presentations. Even informed audiences have to be “right up” on the latest jargon to understand such things. It is better to avoid all such usage. “Differences in word meanings,” even before an informed audience, is far preferable to “semantic differential” which probably was coined solely for the purpose of “technological esotericism.”

Analysis of your audience helps to determine word choice, but even if they understand the “OK” words, there is far more dignity and clarity in phrasing ideas in plain English.

Define the Terms: When specialized terms must be used, even with a presumably knowledgeable audience, it is wise to build in definitions. They need not be obviously patronizing. For example, the whole matter of semantic differential could have been cleared up by a simple statement such as, “...semantic differential. Thus by finding the differences in word meanings, we are able to ....” No one is offended by a definition thus worded. It is merely a restatement. Similarly, for those members of the audience who had never been exposed to sentence parsing “...with the parts of speech identified edgeable” as the presenter assumes them to be. Wording must be selected and analyzed in advance of the presentation. This does not mean memorizing every phrase. It does mean that the presenter should phrase their thoughts in their mind and then ask themselves if their idea will be clear to the least knowledgeable member of their audience. Obviously, they should themselves understand the meanings of the terms they are using, or at least have a meaning for them in the context of their presentation and state this fact to their audience.

Diction: Clarity is not only a result of both presenter and audience mutually understanding the meanings of the wording used, but a product of using the right words as well. Impeccable word choice is the mark of an expert presenter. Similar words should never be confused. A list of words which are often confused would fill a whole chapter. The only real answer to avoiding misuse lies in personal development. A presenter should not use words in public which they don’t fully understand. Others might escape criticism adopting when they mean adapting, having illusions when they mean to allude, listing things respectfully instead of respectively, lying something down, suspecting when they mean to expect, or describing the better of three things or the best of two.

Concreteness: Words are rarely right or wrong in themselves. They are only wrong when they do not do what you, as the presenter, want them to do. Aside from incorrect use, such as confusion of synonyms, antonyms, similarly spelled words, and generally poor diction, there is the “wrongness” connected with the lack of vividness and concreteness of wording and phrasing. Overly generalized wording is the main offender here.

Multidimensional Thinking: There can be no doubt that the real key to your ability to impart clarity, concreteness, and all the rest to your ideas will be a multidimensional thinking approach and your personal creativity, based upon a good thinking vocabulary. A knowledge of the kinds of idea structure available to you, the kinds of rational support, the methods of physical, sensory, emotional, and psychological reinforcement all are a part of your base for clarifying your ideas. Only you can decide, in the final analysis with respect to each sub-element of your presentation, when to state an idea verbally; when to restate or repeat it; when an action is better than words; and when emotional appeal, and analogy, a simile, or a metaphor is the most appropriate. The key is to stay multidimensional in your thinking.

Andrew E. Schwartz, CEO, A.E. Schwartz & Associates of Boston, MA a comprehensive management training and professional development organization offering over 40 skills specific programs and practical solutions to today's business challenges.

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