Get a list:
Presenting quick bits of information still requires planning, effort
“No one writes full sentences anymore,” says Gerald Nolan, a paralegal who lives in Chicago’s West Loop. “When I ask for notes or for details, it’s lists, lists, lists. And most of the time, I have to put all of that info into paragraphs, so it can be a little tricky, like putting together a puzzle.”
Nolan says in some cases, he appreciates lists — when they’re done correctly. And even though the bulleted list is a relatively new — as in a couple of decades — phenomenon, its quick rise to power on websites and in
publications has changed the rules of the game for not only writers and editors, but just about anyone who wants to convey quick, easy points of information.
A quick glance of most websites reveals a series of headlines telling readers to click on “5 ways to remove stains from your kitchen counter” or “9 times ‘The Brady Bunch’ predicted the future.” In 2022, we’re surrounded by lists.
But what does this all mean at the workplace? For years, employees have been hearing requests for bullet-point versions of proposals, product comparisons and employee reviews. Managers want quick summaries of the most relevant facts, leaving the auxiliary information for a later date. Still, there are those who expect more. They’re looking for paragraphs that support points and pages that argue for or against positions.
So what’s an employee to do? How much information is too much or too little, and how do you decide when you should write everything out or go with your seven best points? While there are no universal answers, here’s a quick – ahem – list of the do’s and don’ts of listing:
● Do use proper grammar, punctuation and syntax when writing lists. A condensed version of the information is no excuse to write at a first-grade level.
● Don’t fear the list. Despite what that cranky guy in accounting says, listicles don’t have to be dumbed-down documents aimed at short-attention-span millennials. When done correctly, they can provide quick pieces of information that may stick with the reader much longer than something in a traditional format. So if you’re writing one, don’t apologize. Instead, create the most useful and efficient list possible and then stand by your work.
● Do know your audience. If you aren’t sure whether or not your boss is willing to accept information in list mode, check in advance. While some managers will value a quick-glance summary of the situation, others will look at a sparse screen and think you’ve failed to put in the work.
And despite stereotypes, age may have nothing to do with someone’s willingness to accept lists. Many older directors
appreciate a simplified collection of information while numerous younger managers want as much information upfront as possible. If you don’t know, ask.
● Don’t think a list is an excuse not to do the work. The best lists are backed up by reliable information. In fact, it’s often a good idea to provide a list of points and then back up those points with an attachment that provides further explanation and context. Remember, the list is the format of the information presentation, not the research behind it.
● Do provide context when possible. One of the weaknesses of lists is that by design, they provide little
subtext. Each point is a stand-alone nugget of information that’s related to the main topic but doesn’t necessarily flow from or add to the other points. If you need to write
a longer sentence to convey the background of a situation, go ahead and do so. You can even add a second sentence, if necessary, but if you start writing three or four sentences for each bullet point or numeral, you’re writing paragraphs.
And if you’re writing a series of paragraphs, you’re writing a traditional summary or proposal, so ditch the list and go ahead and write the full text instead.
● Don’t slip into casual mode. Unless you’re boss or coworkers are expecting a list filled with sarcasm and profanity – and if they are, I want to work where you work – remain professional at all times. If you’re sending something to anyone affiliated with your company, either people on the inside or clients on the outside, you need to remember that you’re representing the business name in the email address. Save the casual comments for your fans on Reddit.
● Do provide links or references when possible. Your reader may want more information right away, so it may be helpful to provide a link to that ad campaign you referenced or the website of the vendors you’re considering for future
work.