Hierarchal Outlines

Organizing information by hierarchy creates a high level of clarity by grouping items in a strategic way.  When used in an outline format, hierarchy can facilitate alignment and simplify complex systems.  Hierarchal outlines form a naming and numbering convention that standardizes communication and enables teams to be closely aligned with simple organization. 

·                        Hierarchy – a system of organization in which information is grouped and ranked according to relative importance.

·                        Hierarchal Outline – a list arranged to show hierarchal relationships (also a type of a tree structure).  It is used to present the main points of a topic, often before a full document is written.  This allows for alignment on the key points before digging into details extensively.

Benefits of Hierarchal Outlines:

1.      Alignment

1.1.    Provides clarity between levels of information to easily understand organization and value from a big picture.

1.2.    Ensures alignment at a high level before digging into details.

1.3.    Creates a common understanding and approach amongst team members.

2.      Organization

2.1.    Easily and quickly identifies holes and areas of excess.

2.2.    Provides a thoughtful presentation of the key components.

2.3.    Creates a standardized organization of information with common naming and numbering, which helps to simplify process documents including templates, best practices, etc.

3.      Clarity

3.1.    Allows for easy scanning and locating information that is important to the reader.

3.2.    Breaks information into smaller more manageable sections.

3.3.    Facilitates a deeper level of focus on areas that need to be further developed. 

Outline Format with Hierarchy:

1.       Primary level - category

1.1.    Secondary level – sub-topic

1.1.1. Tertiary level – details

*This “decimal outline” style of numbering is highly preferred so that any point can easily be referred to by number and it is easily understood how every item at every level relates to the whole.

How to organize information into a hierarchal outline:

1.       Start jotting down items that need to be organized.  If you already know some level of organization, start sorting them.  If not, just get it noted first and sort later.

2.       Identify the main “buckets”– what groups the information can be categorized into at the highest level.  List them in a logical order.   Be open to changing the buckets and the order during this exercise.

3.       Organize the sub-categories that support the primary categories under those in logical order.

4.       Add any details under the sub-categories.

5.       Review that information is written as concisely as possible.  Clean up and rework.

6.       Have someone review your work and give you feedback to inspire further refinement.