As a student or professional, you may be required to write a synthesis.
Whether it's a summary note to prepare for an entrance exam or a project management synthesis, one keyword will help you ace this exercise: methodology!
For a successful synthesis, follow our step-by-step advice and get inspired by the provided examples!
The basics of the summary
Whatever the purpose of your synthesis, there is one thing that defines all syntheses: they must be neutral, objective, precise, and concise!
This writing exercise is meant to condense a file that can sometimes exceed 20 pages, not to mention appendices, into just 3 to 5 pages!
But be careful: a document synthesis is not a summary of a file nor an essay; it is meant to highlight its strengths and main ideas to structure and analyze them in a coherent whole.
That's the challenge of a synthesis: your reader must be able to find all the information needed to understand the original issue without having to read the entire file.
Sort the information
With a sometimes substantial file, the most difficult step is selecting the information, especially if you have a limited time to write your synthesis.
Many writers tend to note every piece of information to summarize it, and that is the first mistake made.
Start by sorting the essential information while keeping the main objective of your synthesis in mind. This could be:
- Answer a specific question.
- Assess the strengths and weaknesses of a file.
- Have enough data on a specific subject to make a decision.
- Provide stakeholders with an overview of a project.
Identify the common thread
Once your information is sorted, define the guiding thread of your document. Try to understand the logic and coherence of the file to avoid misunderstandings.
Scan the documents for keywords and remove all unnecessary details and complicated phrasing.
By the end of this exercise, you should be able to focus your thinking on the central themes of each document and bring out the main idea in order to define the problem posed.
Refine your summary with a second reading
Before you begin drafting your outline, take the time to read the documents a second time, especially if the texts are long.
As you have already had the chance to grasp the issue in an initial quick reading, this rereading will help you better understand the texts and fully appreciate their scope.
The exercise also has the advantage of helping you sort the essential information more easily.
Create the summary outline
It's time to put the document's ideas in order using an outline.
To establish an effective and relevant structure, each part of your summary must be linked by logical transitions that allow the argument to progress.
Constructing your outline is the most delicate step, because the more coherent your detailed outline is, the more fluid, fast, and easy your writing will be.
Generally, the outline of a summary includes three main parts:
1. Introduction
Your introduction must be short. Its purpose is to present the subject of your summary as clearly as possible.
Explain in a few sentences why the initial issue is important and why it is worth addressing. Then announce the main lines of your development.
2. Development
The body will thus elaborate on the issue and provide elements of an answer.
Each argument is presented logically, from the least important to the most relevant, in order to arouse your audience's interest and make an impact.
Throughout your body, two fundamental principles must stand out:
- Your arguments, based solely on facts and precise information.
- Your reasoning, which must be purely objective. Under no circumstances should your personal knowledge and interpretations appear in your summary.
Your body will be divided into different sections; we recommend choosing your headings and subheadings carefully.
The objective is to demonstrate to your audience that you are able to evaluate the information contained in your paragraphs.
The exercise will also prevent you from getting distracted. Always keep in mind that: one paragraph = one idea.
3. Conclusion
The conclusion should also be brief in order to succinctly recap the points raised in the body and, of course, without giving your opinion.
Argue using the provided information
Writing a summary is a technical task that many corporate or public administration managers are required to perform.
To facilitate decision-making, it is important to streamline lengthy files to provide information that can be used directly on a problematic issue.
That is why objectivity is THE fundamental rule in writing a summary.
Use an effective style
Producing a summary requires conciseness. Use short sentences (subjects, verbs, complements) and stick to the essentials.
To improve the flow of your structure, insert logical connectors between your sentences: notably, for example, thus…
Not forgetting that, just like the substance of your summary, your writing style must be neutral, with impeccable command of the language.
Include illustrative examples
Many writers support their summaries with multiple examples, sometimes unnecessary, which moreover drown out important information.
Examples are necessary to illustrate your ideas, especially if your argument is long.
But focus only on relevant examples that bring new elements such as key figures or statistics.
Adopt the appropriate language conventions
Although it is inadvisable to overuse professional jargon, if your source document contains a technical vocabulary, reuse it to be as relevant as possible.
However, be careful not to use terms that might be difficult for your audience to understand, or explain them if their use is necessary.
Proofread and edit your summary
To know if your summary sheet is successful, ask yourself one last question: if you didn't know the project or original topic, would your summary be enough to give you all the necessary information?
Of course, as with any written text, a reread is essential to avoid typos or spelling mistakes.
Ideally, ask a colleague or coworker to proofread your summary.
Different types of summaries and their characteristics
The summary is a document often requested and while our fairly general advice will help you draft all types of summaries, some cases require a more specific approach.
Here are examples of summaries and their particularities:
The summary brief requested in an exam
Most competitive exams and tests include a summary exercise.
The objective is not to assess the candidate's or student's knowledge, but to judge their analytical abilities, their capacity for synthesis, reasoning, and of course their writing skills.
It's a difficult exercise, often new for participants, which requires precise know-how and good practice.
The candidate must be able to reformulate and synthesize a document, without philosophizing, all within a limited time!
Administrative summary
The administrative summary is very close to the exercise required in exams.
It is an internal administrative document that will serve as decision-making support.
The administrative note is addressed to either:
- A hierarchical superior: their aim is either to inform about a file or a regulation, or to propose solutions to an administrative problem.
- A department or a group of services: this is then called a service memo.
- Users of the public service: it then takes the form of an information note.
Summary for a marketing project
This summary is a purely commercial document addressed to the business owner, partners, banks… Concise and brief, the document must be readable quickly by often very busy executives.
Several documents can be the subject of marketing summaries, such as, for example, a business cases, a market research, a project proposal…
The particularity of the commercial summary is that it must be persuasive!
The objective is to promote the company, a business project or present a sales proposal.
Polish your opening hook to prove to your readers that your project is the best. Don’t forget that here, it’s YOUR solution that will solve the initial problem!
Our tip
Remember that a summary is, in professional life, a working tool.
There is no major difference between writing an executive summary for an entrance exam to the civil service and a summary requested by your professional superiors as part of a project proposal.
Whatever the goal of your writing task, its purpose is to facilitate decision-making. To write the perfect summary, get help from a professional writer !
