Good use of lists can make instructions or other sets of details much more readable and easier to grasp. Let’s look at an example.

Without a List:
To ensure your garments are properly cleaned, conduct the following steps, in order. First, take the soiled garments from the basket and place them into the washer. Add the correct amount of detergent to the washer. Close the lid and then set the timer. Remove clothes when wash cycle is complete.

With a List:
To ensure your garments are properly cleaned, conduct the following steps, in order.

1. Place garments into washer.
2. Add detergent.
3. Set timer.
4. Close lid.
5. Remove clothes when wash cycle is complete.

Are both sets of directions clear? Yes. But the second set is much easier to read and can be comprehended more quickly and easily. That’s important in this type of business writing.

Here’s another example, this time with a bulleted (instead of a numbered) list.

Without a List:
The shortfall we have recently experienced is likely to be short-lived. To save money, there are areas of spending that can be cut. Training new employees later will be costly. Downsizing may be perceived as weakness by our competitors.

With a List:
There are several reasons why it would be a bad idea for our company to lay off employees at this time. These include:

• The shortfall we have recently experienced is likely to be short-lived.
• To save money, there are areas of spending that can be cut.
• Training new employees later will be costly.
• Downsizing may be perceived as weakness by our competitors.

Again, both ways work, but a list like this just makes it easier to quickly grasp key points. This is because every point is separated into a different line, and the reader can choose to focus on any one line very quickly, as opposed to having to read through the whole paragraph.

So, make good use of bulleted and numbered lists. They are a good tool to make your writing easier to be comprehended quickly.

Last quarter, as you all are aware from the minutes of the previous Board meeting, held on 30 June, 2007 at 5:30 p.m. Central Standard Time, in this very office, we, that is to say, this esteemed Board, felt obligated to delineate, and indeed to emphasize the value of the progress and growth of our fine company, as could only have been made possibly through the continued efforts of the fine men and women of each of our sundry but equally valued departments, all of which shall herewith be named, in turn, and each member duly honored…

zzzzzzzzzzzzz……

Huh? Oh…sorry, must have nodded off. And who wouldn’t, given such a desperately dull account as that listed above? Speeches are meant to inform, not substitute as a sleeping aid. Here’s how to write speeches that are informative and interesting.

Rule number one: Make it relevant to the audience:

In all business writing, there is no rule more important than this. To use the example above, no one cares what time zone the previous meeting happened to be in. And is it really necessary to point out that we are an esteemed Board?

Since the intent of the above speech is to honor company employees, why not try something like this:

Our company’s continued progress is due mainly to one key factor: you. Each department plays an important part in making us an industry leader. With this in mind, it is my pleasure to sincerely thank each of you for the fine work that you do…

What makes this so much better? Mainly the fact that it’s you-focused. There is one other thing, though. The old standby of speech killers is stilted language (why people ever thought they had to speak in such language is somewhat beyond me—but I digress). Specifically, using words like sundry, herewith, delineate, etc. is not only necessary, but can often be off-putting (avoid words like “off-putting,” too).

So, make it relevant, keep it you-focused, and use language that is easily understood—your audience will appreciate it.