Tip 1 – Improve bullet points
When using bullet points, set up the lead-in sentence to enable each bullet to start with a verb. Don’t capitalise the first letter. Keep the points to one line each, in clusters of three. If there are more than three points, reconstruct the information. Forget commas and semi-colons; the bullet point takes care of all the punctuation. Just place a full stop after the last point.
Compare the before and after examples.
Before
CFI has developed resources to help you stay connected with colleagues during COVID-19, including:
● How to connect remotely to Acme’s network via our VPN;
● How to divert work calls to a mobile;
● How to use GoTo, Zoom, FaceTime or Skype for meetings;
● Tips on how to effectively work from home.
After
CFI has developed resources to help you stay in touch, such as:
● connecting remotely to Acme’s network via our VPN
● diverting work calls to a mobile
● using Zoom, Teams, FaceTime or Skype for meetings.
We also provide tips for working effectively from home.
Tip 2 – Keep your bullet icons consistent
Use solid bullets only. They’re easy on the eye, and speed up comprehension. Don’t let MS Word or Google Docs auto select different bullet shapes within the same document. They create more speed bumps for your reader.
Which version below is easier to read?
Inconsistent bullets
● Improving customer experience relies on:
○ Supportive systems and processes
■ seamless and secure online access
■ expanded 24/7 multilingual support
○ Aligned performance achievement program
■ OKRs in quarterly incentive plans
Uniform bullets
● Improving customer experience relies on:
● Supportive systems and processes
● seamless and secure online access
● expanded 24/7 multilingual support
● Aligned performance achievement program
● OKRs in quarterly incentive plans
Tip 3 – Reduce bullets where possible
If you can cut bullets within bullets, you’ll make it easier for your reader. Here’s a rework of the version above to show the benefit of fewer bullets using a stronger lead in:
Improving customer experience relies on supportive systems and processes that include:
● providing seamless and secure online access
● expanding multilingual support to 24/7
● aligning the performance achievement program.
Include OKRs in the quarterly incentive plans.
Tip 4 – Cut your use of brackets
They act as a speed bump to readers and confuse them. Readers ask: is the information within the brackets important, or is it an afterthought? Using brackets in the middle of a sentence can undermine your message. Often the information before and after the bracket is your key point. Bring the words together and let them shine. If something inside the brackets is worth including, then let it stand alone. If in doubt, leave it out.
The project’s new KPIs (including on-time delivery, user experience and risk management) reflect learnings from phase one and the ExCo’s input.
Yes, it is important
The project’s new KPIs reflect learnings from phase one and the ExCo’s input. On-time delivery, user experience and risk management are key for phase two.
It’s not crucial to the information being conveyed
New KPIs have been applied to the project.
Tip 5 – Keep sentences short
Some sentences are so long, readers are left catching their breath.
Two or three short, sharp sentences are far more effective than a long-winded one.
When using bullet points, make sure to set up the sentence so you can start each one with a verb and don’t capitalise the first letter, and remember to keep the points to one line each in clusters of three.
This is better as three short sentences.
When using bullet points, set up your lead-in sentence enabling each bullet to start with a verb. Don’t capitalise the first letter. Keep the points to one line each, in clusters of three.
Photo by Justus Menke on Unsplash