By Steven Greffenius
Use lists to organize information quickly. A shopping list, for example, tells you what has to go into the cart. It might have some order built in, but usually you list the items as they come to mind. More formal lists for complex material generally fall into one of these categories:
Let's take a look at how to use each type:
Bulleted lists are the most versatile type. They're easy for readers to scan, their structure is flexible, and the items may or may not be in a particular order. The three bulleted items above illustrate how to use a bulleted list to organize information.
Number the entries in a list when you want to present items in a well-defined sequence. The most common example of this type is a list of steps in a procedure. You want your reader to perform the steps in a precise order:
Use a tabular or multi-column format when each item in a list has two or more parts. Definitions in a glossary, descriptive material, and conditional responses often make good use of this format. The descriptions in a list of parts or the responses in a troubleshooting guide furnish two good examples. Consider the following list of conditions from a driver's handbook:
| Green | Go—Check both ways and enter the intersection. |
| Yellow | Caution—Slow down and enter the intersection with care. |
| Red | Stop—Do not enter the intersection. |
Everyone uses lists all the time for purchasing, planning, organizing, and selecting. Integrate them into your prose in formal and informal presentations. They help you communicate efficiently with your audience, and they're easy to use.
Steven Greffenius can be reached at steveng@techwrite.org.