Bulleted Lists
A co-worker asked me for some advice on formatting bulleted lists. My advice is in the email text below. This is the type of information I’ve shared with my business writing and technical writing classes. It’s easy to write correctly formatted bulletted lists if you follow the simple advice I gave my co-worker.
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There are two types of bulleted lists: noun-based and verb-based. A
typical noun-based bulleted list is a grocery list. A typical verb-based
bulleted list is a resume.
Bulleted lists should be consistent in their presentation. Either start
with all nouns (or adjective + nouns) or all verbs (or adverb + verb).
This is called keeping your lists parallel. It makes it easier for the
reader to organize the information in their head.
Clauses should not start a bulleted list. Look for the action verb, and
rewrite the bullet to put it first.
To use some examples from your document that lead with a verb:
- Include only business requirements, keep technical design separate
- Make updates in a timely manner
- Track outstanding questions and issues, document their resolution
Some examples that lead with a clause, and possible re-writes:
Leads with a clause:
- When requirements change, document why in order to trace back to the decision.
Suggested rewrite:
- Document the reason for the requirement change so it can be traced back to the decision.
or
- Document the reason for the requirement change.
Leads with a clause:
- When requirements are missed, take the time to determine the impact
to and define them with the same rigor as existing requirements.
Suggested rewrite:
- Determine the impact of missed requirements, and define them with the same rigor as existing requirements.
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What do you think? Is this easy to follow? Still stuck or need help? Let me know in the comments!
Decade Names
The end of the decade snuck up on me. After all the Y2K/Millennium noise ten years ago, I thought never have to pay attention to a year change again, unless I was writing a check.
At midnight tonight, we pass from one decade to the next. I’ve heard debates all week about what to call the years from 2000 to 2009. Much of the debate has been couched in political terms rather than providing a numeric statement.
So, what do we call this decade soon to pass? One term I haven’t heard is “the aughts”. I had a history prof that referred to the period of 1900 to 1909 as “the aughts”. Should we call them “the 00′s”, like we refer to “the 40′s” or “the 80′s”?
What to do about the decade coming up? Are they “the 10′s”? Or do we call them “the teens”, even though we won’t hit a “teen” number for three more years? If we did, do we call the 2000-2009 time-frame “the pre-teens”?
I’m full of questions, but no good answers. Time to check with the experts. My favorite style guide, The Chicago Manual of Style (section 9.37, 15th edition) suggests referring to the 2000-2009 and 2010-2019 time frames as first decade of the 21st century and the second decade of the 21st century. It’s the clearest and most specific description, even if it’s a bit long.
If you want to debate when the decade ends or the millennium ended, well, you can carry on that conversation in the comments. I’m off to celebrate the new year!
Introductions
Nothing can stop your writing faster than getting stuck trying to write the perfect introduction. And there’s nothing more disconcerting than a document that starts out of nowhere. As readers, we are used to a document with flow and transitions. The introduction provides that on-ramp into the body of your document, and provides the initial structure in place.
Here’s my tip for writing introductions: If you don’t know exactly what what you’re going to write, don’t try to write the introduction first.
Work on another part of your document that feels easier to write. Trying to write the perfect introduction without an idea of what you want to write is a sure-fire way to keep you from writing the rest of your document.
Another thing I’ve discovered: what you think is your introduction may not be what winds up at the beginning of your document. As you write, your thoughts evolve, the structure of the document changes.
Which leads me to my second tip: Edit the introduction last.
With the body of the document and the conclusion written, shape the introduction to lead into the body and align with the conclusion. It’s good form to have the introduction and conclusion echo the same themes. It ties the document together and adds to the overall flow of the document.
I hope these tips will help you over your introduction-writing hurdles, improving the way you set up your document. Let me know your thoughts in the comments.
I’ll talk about writing conclusions in my next post.
Getting started
On my family blog, I’ve been trying to re-create the trip we took ten years ago to China. I’ve written about this experience, in many forms, over the years. I’m well-versed in it — I’ve lived it. But, for some reason, I can’t get it done this time. I’m stuck.
It’s as if I don’t know where to start. Oh, there’s the chronological beginning to the story, but there’s also the emotional and physical start to the process. Actually getting the words on the paper.
My students have the same problem getting their papers going. It happens to my friends in the workplace who have to write a project report. This time of year, it’s the Christmas letter that causes feelings of “where-do-I-start” stuckness.
My first recommendation is to relax. Get something warm, wonderful, and take a seven minute break.
My second recommendation is to do a brain dump, using a mind map. Here’s what you do:
- Get a piece of paper and your favorite writing instrument.
- In the middle of the piece of paper, write the subject or topic name.
- In short phrases or single words, write everything you know or think you want to say about the subject, as quickly as you can. Do this for five minutes, or until your brain is empty of all the keywords or triggers on your topic.
- Get a refill on that warm and wonderful something, and take another break – four minutes this time.
- Go back to your piece of paper, and start connecting your keywords and thoughts into logical groupings. You can use lines, circles, color-coding; whatever will help you organize your groups.
Once your have your groupings, you’re ready to write. It doesn’t matter which grouping you start with, but it helps to start with one that feels the easiest to write.
Once you start writing, you’ll get on a roll. But don’t forget to take a break periodically — maybe every 30 to 45 minutes to stand up and stretch, and move a bit.
Give this process a try the next time you have a writing project that doesn’t want to get started. Let me know how it worked for you by leaving me a comment.
Everyone can write better
There appear to be two schools of thought about writing:
— “anyone can write”
— “not everyone can be a writer”.
I have to admit I have a bit of personal bias about writing. I belong to a different group. My philosophy is “everyone can learn to write better”. It takes a little study and practice, but it can be done.
That doesn’t mean you’ll become the next Langston Hughes or John Steinbeck of your writing genre. But you can acquire some skills that will help your work look good and get your message across.
The goal of this blog is pass along tips and tricks that can help everyone to write better. Doesn’t matter if it’s creative writing or financial report writing. There are things that can be done to improve your message.
What do you think? Let me know in the Comments.