On Outlines

Think in outlines. 

To consistently communicate well, think in outlines. Proper application of this note will have wide ranging application to all kinds of communication. The skill you learned back in fourth grade will carry you through communication in every area of your life. Outlines force better organization and sharper points. Outline everything.

I first came across this “outlining insight” in a little book entitled It Takes So Little to Be above Average by Florence Littaur. As a leader you will be called upon to use words:  presentations, phone calls, announcements, emails, instructions. If you think in outlines, your words will turn into communication. 

Verbal presentations need to be well outlined. Give your listeners a better chance of understanding your message by having a reasonable progression to your presentation. Make sure you have a point and have all that you say support, elaborate and drive home that point. Words lose their punch if not married to a proper outline.

Here are some examples.

Phone calls should be outlined. Leaders make many phone calls. Make the most of them by outlining them in advance in your head:

Introduction: Hey, good morning. How are you doing? Enjoying the weather? I have  three quick things about that meeting tomorrow.

I. Could you come a little early and give me a hand?

II. Don’t forget to bring the notes you sent me after our last meeting.

III. I would also like you to be prepared to say a couple of things about your recent experience.

Conclusion: Hope you have a good night and that Marsha gets over her cold soon. I look forward to the meeting. (Use the same format if you leave a voice mail.)

Announcements go better when outlined.

Introduction:  Good evening and welcome everyone.  Hope you all found a seat.

I. We are going to serve table by table starting from the front left to the back right.  Marion will dismiss each table.

II. Let’s bow our heads in prayer.

III. Before we start, let’s have a show of appreciation for all the good cooks and the set-up crew.  (clap warmly to get others to do so)

Conclusion:  Eat heartily.

Emails pack more punch when outlined (not necessarily formatted in this way).

Introduction: Jim, hope your day is going well.

I. Don’t forget our project deadline on Thursday.

II. I finished the report that will go with it.

III. I’d like to have your work by Wednesday so I can coordinate our materials.

Conclusion: I enjoyed working with you on this.  Phil

Instructions will be remembered and followed more easily if you construct them in an outline.

Introduction: Kids, I look forward to playing ball tonight when I get home from work. I need you to do three things for me.

I. Make sure you clean off the back patio and set the gloves, ball and bats on it.

II. Take a quick walk around the yard and make sure all the dog “stuff” is picked up.

III. Mark out a base path between our house and the back field.

Conclusion: I want to show you some things about laying down a bunt and how to field it.

Whenever you are asked to speak, even off the cuff for a couple minutes, take a breath, collect your thoughts and put together a little outline. You’ll be surprised at how much this helps. And your listeners will be surprised at what a good communicator you are even in the little things.

You do not need to write out the outline visibly with the Roman Numerals for your hearers. If you apply this skill properly, they will see it in their own minds.