1.       Chronological. This structure works well when it is important for the reader to understand changes over time. The best start for a paper might be the present or, perhaps, the future. For example: “In the future, all librarians will be expected to understand records principles, and records managers will be expected to understand classification taxonomies.” 

2.       Escalating. This structure moves the reader from small to large or from simple to complex. It is a useful device for explaining new products or concepts with which the audience is not familiar. For example, “Anyone who has received a package for a courier service has experience with a simple form of electronic signature technology. The advent of e-commerce and electronic signatures legislation has opened the door to more complex technologies based on what a person is (biometrics), knows (encryption) or possesses (tokens or smart cards).” The author has set the stage to work from easiest to more difficult.

3.       Topical. This approach is most typical when the author wants to provide insights on a set of issues – the “Ten Things You Should Know About XYZ” idea.  A paper on document imaging might cover such topics as scanner actual speeds vs. rated speeds, recognition engines, document preparation rates, and so on. The topical arrangement can follow the order of the capture process and give the reader a way to follow along.

4.       Experiential order. This structure shows how the author arrived at an understanding, insight or belief.  For example, “Negotiating service agreements is far more difficult than it looks.  Our company chose a provider in less than a month, but spent more than four months getting a signed contract in place.  Here’s why.”

5.       Pro and Con. This focus is useful for presenting comparisons between alternatives.  A paper based on pro and con structure “compares and contrasts” and usually provides a recommendation or guideline for the reader.  For example, “A straight numeric filing system offers the advantage of simplicity in adding new folders to the file, but it has the disadvantage of requiring a lookup step in order to find the desired folder. One of its strongest uses is where a number substitutes for a name, as in student record systems.”

6.       Cause and Effect. As the name implies, this structure shows how one thing leads to another. While a speech based on this structure can build dramatically, a paper should start with the effect, and then enumerate the causes. For example, “The fire’s short-term effect was the loss of records; its long-term effect was the reevaluation and revamping of a vital records program.”

7.       Scientific Method. This is the classic structure of the research report, walking the audience through the situation background, the research purpose, the methodology used, the results found, their implications and the recommended course of action. It takes a patient, scholarly reader to invest the time required to keep reading to the end. Adapt the scientific method by starting with the result. For example, “A survey of 186 information technology managers at large corporations revealed that 86 percent would consider an application service provider (ASP) based on cost savings alone.”

8.       Problem/Solution. Be careful here because this is the pattern of the TV commercial.  This structure focuses attention on the problem first. Next, the solution appears, and then the audience sees images of a better world once the solution is in place. The conclusion is a call for action, usually along the lines of “Buy my product. Don’t wait, call now and receive a free XYZ.”

9.       In A Nutshell. This easy structure adapts well for many kinds of papers. It begins with a strong statement, continues with amplifications of the statement, provides examples, then concludes or winds up. “According to the New York Times, 85 percent of all financial transactions will be electronic within five years. It is already easy to trade stock, apply for loans, transfer funds and check account balances electronically.  E-Trade, Datek, Merrill Lynch and many other brokerages are already offering electronic services to their customers.” 

10.   Business Law Style. In business law classes, students learn to answer questions using a formula that starts from the top and works its way down. For example, students respond with the decision in the case, then the principles of law that apply, then the relevant facts of the case. This works well in any situation where the audience has a limited amount of time – for example, readers who skim the first paragraph before deciding whether to read the remainder of the item. For example, “In today’s litigious environment, no organization can ignore e-mail management. E-mail policy must make clear that all employees are responsible and accountable for their electronic correspondence. The Arthur Company bases its entire e-mail management effort on a few simple steps that are rigorously enforced.”  Then go on to explain those steps in as much detail as needed to tell the story.