The Minto Pyramid of Business Writing

Today writing is an essential part of communication – from simple chat messages and emails to presentations, lectures and analyzes. Everyone needs to write well and therefore, comprehensibly. But intelligibility does not necessarily have to end in short sentences. Instead, good writing bases the document’s structure and order on the mental process of the reader so that he or she can instinctively understand the content of the text.
The human brain automatically searches for logical links between information, often within pyramid-like groups, to make information easier to understand. Hence the writer should consider presenting the content and arguments of the issue in a logical context which resonates with the mental process of its reader to influence him or her and save the reader time and effort.

Thus writing at various Ivy League business schools as well as in large management consultancies is taught using the pyramid method developed by Barbara Minto.

No one can know precisely what he thinks until he has been forced to symbolize it.
  Barbara Minto

What is the “Minto Method”?

The Minto method or pyramid method is a method of “executive communication” or “business communication”. In business communication, it is particularly important to present ideas, aspects, analyzes and solutions comprehensible. 

The pyramid principle of business communication summarizes arguments, elements, facts, analyzes, data and details in a logically structured pyramid structure by showing groupings.
The top of the pyramid is the subject of the document in the form of a result.

While several main arguments or aspects can be established, the respective supporting representations should be able to be divided among them. The “sub-items” should, therefore, be assignable to “main items”, for example, by having the same type. Adscititious, they should be structured logically (chronological, structural, comparative or deductive).

Preparations for writing

Extensive documents of “business communication” are specially prepared for problem-solving. Problem-solving begins, which many unfortunately fail to recognize, with the accurate problem description. Only if you know in detail which problem you are going to solve- you can solve it. Before you devote yourself to the structure of the document and the subsequent writing process, you should clarify what the problem is. For this, it is advisable to follow the questions of “Sequential Analysis”:

• What is the problem?
  In this step, it helps to keep the status quo as well as the aspired future perspective in mind. What is the difference between the status quo and the outcome do you desire? 
• Where is the problem?
  Collect data that characterize the situation in which the problem occurs. What is the underlying structure of the problem that it could create?
• Why does the problem exist?
  Identify based on the collected data, the cause of the problem.
• How should you solve the problem?
  Try to find solutions to the problem. But remind yourself that not everything that could be a solution is one. Why are specific approaches more sensible than others, for example? How could you implement the solutions?

After following the steps above and answering the questions, you should devote yourself to the structure and the subsequent writing process.

To do this, you should first make notes, for example, as part of a mind map or a graphic overview using the explanations below.

Writing the Introduction

In the introduction, the subject of the document should be explained by referring to the question that leads to the writing or rather document of writing and immediately answering it afterwards.
It is recognized to apply the basics of storytelling. Depicting a fact that is perceived and accepted by the reader as true shows the prevailing situation. The development of the complication follows this by asking a question regarding the situation (something went wrong, a problem emerged, a discrepancy became apparent). This question arising from the difficulty should continue to be answered immediately (main point). The transition between topic-situation-complication-question-answer should, of course, take place and not mechanically. If you think in ideas and not in categories, a breakdown is inappropriate here.

The introduction should only contain information that is not in question and is clear to everyone involved. If a historical sequence is of particular importance that is not in a cause-effect relationship, it should also be presented as part of the introduction so that the central element can contain ideas entirely.

The introduction should also be long enough to introduce the reader to the topic ( a few sentences up to three paragraphs).

Writing the main part

The outline of the groupings of the ideas in the central part of the document is logically and conclusively.

It is crucial to develop the main aspects of the answer (main points) before going into additional information and arguments (sub-points).

Various classification systems have emerged to represent this. In the context of “logical trees”, which may not necessarily have an ordinary pyramid shape, but also a lying pyramid shape, information can be broken down. For example, the steps of a process or system, as well as cause-effect structures, can be described in chronological order. If the question has different aspects, a structural order is recommended – while classifying issues can be better represented in a “ranking” order. Points in a category should have the same logic and should be summarized under the main point.

The structure of the document

The structure of the document can be shown by headings, underlining and numbering.
If the document is concise, it is advisable to form paragraphs.

You should observe the following rules:

1. Never use an heading category/ element in general only once.
If you use a heading of a logical level, you should also follow a second level.

2. Parallel ideas should have an identical form.
Similar ideas should grammatically reflect the similarity. For example, headings in the form of questions should be followed by further titles in the same style if the content has a resemblance.

3.Headings should not dominate.
Therefore, write short and precise headings; they are not part of the text.

4. Write an introduction to each category of headings.
Headings of each category should be introduced by a short text and summarize what has been said.

5. Don’t overdo it with the headings.
Headings should make the document clearer and easier to read.

7. Use underlines correctly.
Furthermore, many complete statements underline the supporting points. However, what should increase the reading speed can only be effective if the question-answer logic has been adhered to in a disciplined manner.
Therefore, beginners of business communication are generally not advised.

8. Use numbering correctly.
Headings, in particular, can be supported by numbers that show their logical structure. However, numbering also follows a specific pattern. In addition to these (see below), it should be noted that the numbering category (e.g. A.) must never stand alone. If there is a numbering of the class, there must also be a second one (e.g. A. and B., not just A.).The scheme looks like this:

A.
I.
1.
a.
aa.
aaa.
(1)
(a)
(aa)
(aaa)
…

The following scheme can also be selected:

1.
1.1
1.1.1
…

The end

The final part should contain a conclusion of the written, in which attention is drawn to the significance of the question/solution and, if necessary, the next steps as well as instructions for action.

Additional information

The document should also be written appropriately. In addition to errors in spelling and grammar, it helps to maintain a specific style that is customary in the industry.

Sources and further reading tips:

• Minto Pyramid Principle