THE TOOLKIT
Directories

Directories, or sub-points, help you organize your message. They make it easier for your audience to listen to your message. They help provide a preview for what to expect and make your key message points more memorable. They also help walk your audience through your message in a clear, logical manner.

Developing directories is merely breaking down your headlines into key points or smaller pieces for digestion. Directories will vary depending upon the message, audience, and intent. We’ve provided examples of various types of directories broken out between informative and persuasive messages.

Informative Examples

Headline

“This is an update on the roll-out of our new online, web-based performance management system.”

Directory: “To better understand this …
First … We’ll take a look at where we’ve BEEN.”	“Second … We’ll take a look at where we ARE.”	“Third … We’ll take a look at where we’re GOING.”

CHRONOLOGICAL

A chronological directory is the most common organization pattern for updates and impromptu messages. It is also most effective for a U.S. based audience as Americans tend to think in a linear, timeline fashion. The pattern to the left is called the BROWN B.A.G. technique.

Headline

“I’d like to provide an overview of our new facility.”

Directory: “To better understand this …
“First … We’ll take a look at the ENTRY and LOBBY AREA.”	“Second… I’ll show you an overview of the OFFICE SUITES.”	“Third … We’ll take a quick walk through of the MEETING ROOMS.”

SPATIAL

A spatial directory organizes your message based on space and distance. It can be used for updating structures, facilities, operations, expansions, remodels, or other physical and structural elements requiring updates.

Headline

“I wanted to take a few moments to discuss the new departmental changes that will be affecting us in the upcoming month.”

Directory: “To better understand this …
“First … We’ll take a look at the PROBLEM we are facing.”	“Second … We’ll review the CAUSES for this.”	“Third … We’ll examine the IMPACT this could have on systems.”

PROBLEM/ISSUE ANALYSIS

A problem analysis breaks down an issue into the various elements that create and influence the problem. It is used usually when trying to present an issue to a group or team for solutions and collaborative resolutions.

Headline

“I wanted to take some time to review our brand strategy across our global partnerships.”

Directory: “To better understand this…
“First … We’ll take a look at the ENTRY AND INDIA AND SOUTHEAST ASIA.“	“Second … We’ll review EASTERN EUROPE.”	“Third … We’ll examine LATIN AMERICA.”

GEOGRAPHICAL

A geographical directory breaks down your information by country, territory, region, or area. As we continue to develop more globally, this organization pattern becomes more valuable.

Headline

“I believe we should merge our national marketing and global brand teams together under one department.”

Directory: “I say this for the following reasons …
“First … There’s a strong FINANCIAL CASE. to be made here.”	“Second … It will provide more STRATEGIC OPPORTUNITIES.”	“Third … We’ll IMPROVE EFFICIENCIES. in a number of areas.”

TOPICAL

A topical directory breaks down your headline/subject into sub-topics. These may be related to various business components including personnel, strategy, marketing, IT, leadership, or just about any sub-point related to the subject.

Persuasive Examples

Headline

“I believe we should merge our national marketing and global brand teams together under one department.”

Directory: “To better understand this …
“First … There’s a strong FINANCIAL CASE to be made here.”	“Second … It will provide more STRATEGIC OPPORTUNITIES.”	“Third … We’ll IMPROVE EFFICIENCIES.”

ADVOCATING

An advocating directory builds an argument and provides clear, succinct reasons for that argument. This directory works best when it is business-related and focused on key business arguments.

Headline

“I wanted to review some of the challenges we’ve had in regards to order fulfillment and on-time deliveries.”

Directory: “To better understand this …
“First … I will share the PROBLEM we’ve been facing.”	“Second … I want to share the various CAUSES for this issue.”	“Third … We’ve developed some preliminary SOLUTIONS.”

PROBLEM-CAUSE-SOLUTION

A PCS (problem-cause-solution) directory breaks out issues in a clear manner to better understand the challenge as well as potential solutions.

Headline

“We believe we figured out a solution to synchronize our global servers all at the same time.”

Directory: “To understand this issue …
“First … Let me go through the ISSUE we’ve been facing.	“Second … I’ll share with you the SOLUTIONS and IDEAS discussed.	“Third … I’ll tell you what we RECOMMEND as a group.

ISSUE-IDEAS-RECOMMENDATION

A IIR (issue-ideas-recommendation directory breaks down a problem and provides more thought regarding the solutions phase to the problem.

Headline

“We believe we figure out a solution to the synchronize our global servers all at the same time.”

Directory: “To better understand this …
“First … Let me walk you through the ISSUE we’ve been facing.”	“Second … I’ll share with you the SOLUTIONS/IDEAS we discussed.”	“Third … I’ll tell you what we RECOMMEND. as a group.”

REASONING

A directory using reasoning provides various reasons or arguments to support a particular course of action.

Headline

“Why do we need to revamp this presentation?”

Directory: “We need to revamp this presentation for three reasons …
“First … ACCURACY: New financial information has been published.”	“Second … CLARITY: The current key points overlap.”	“Third … VISUALS: The visuals are messy and complex.”

QUESTION ANSWERING–ESSAY

Answering essay questions can be difficult; however, by using a directory can clearly distinguish your answer causing you to sound more credible.

Headline

“You need to grab a piece of the P.I.E. to develop yourself as a leader her in this organization.”

Directory: “To better understand this concept …
“First … You need to focus on: P: PERFORMANCE.”	“Second … You need to refine your: I: IMAGE.”	“Third … You should really develop your: E: EXPOSURE.”

GIMMICK

A gimmick directory provides your audience with resonance as it is usually easy to remember the points you are trying to communicate.