Listing

Object : To virtually eliminate the difficulty of creating structure, one of the most complicated and time-consuming aspects of the writing process. Listing can also significantly shorten your actual writing time and help you create strong, coherent language.

Structure: one of the biggest writing problems businesspeople confront. Whether reading a 1-page letter or a 50-page report, your readers must move from point to point as effortlessly as zooming along an empty freeway. Otherwise, they’ll put the document away, opting for one of the dozens of other documents that clutter their desktops. Yet, revising structural problems can be a laborious and time-consuming task, taking up to an hour for a one-page letter and an afternoon or longer for a simple, five-page report.

The best way to create solid structure without expending extra editing time is through the fast and simple process of listing. The real beauty of listing, though, is that it ultimately saves you anywhere from five minutes to several hours.

The following answers to my clients’ most common questions reveal how a simple list can create multiple advantages.

What is listing?

Listing is simple — just write the main points that belong in your document. You can use whole sentences if you like, but you’re better off using a few words or phrases. That way, you won’t waste time formulating correct sentence structure. You’ll also have an easier time adjusting the structure and can grasp each point at a glance.

How long should I spend writing my list?

Less time than you need to make a cup of coffee, look up a phone number and dial it, or search for a word in the dictionary. Listing a letter or short report should take seconds. Longer documents — minutes. Remember, don’t think, strategize, or labor over details. Just get the ideas on the page as quickly as you would drop an ice cube into a glass of water. The results will be as clear, too!

How is listing different from the outlines I learned about in high school?

Outlines, as you probably recall, consist of as much wordplay as crossword puzzles, with none of the fun. These drawn-out plans were laden with Roman numerals announcing each point and endless letters and numbers beneath. Outlines also destroyed one of the elements most important to creating a lively, spirited voice: spontaneity. With listing, you jot down a few words, saving the real writing for later.

Do I use lists for each paragraph or for the entire document?

Obviously, you don’t need to list the information in each paragraph of a 300-page manual. However, if you’re writing a fax memo containing complex instructions, such as how to install an alarm or repair a broken heating system, in three paragraphs or less, you probably should write a list for each paragraph. Generally, follow these rules:

Should I ever include details in my list?For most letters and shorter documents, you need only a few words per point when you list. No details. No elaboration. However, you may want to add a few details because you are

In these cases, just add a few words beneath each item on your list. Remember, speed is everything, so don’t bother with full sentences or even correct grammar and spelling.

Where do I write my list?

Write it anywhere — on a scrap piece of paper or the back of a data sheet. Some people keep their lists at the bottom of the computer screen, deleting each point as they write it in their document. This gives them a feeling of accomplishment as the list grows smaller and smaller. Others tape their lists over their desks or keep them in a separate file, notebook, or folder, referring to them as they go along. This approach is especially useful for longer documents that require more planning.What if I don’t want to follow my list once I start writing?Remember, a list is a useful tool to glide you from point to point; it is not a marriage contract. Don’t like your list? Create a new one. Or work with the one you have, adding points, removing points, regardless of how far you stray from the original ideas. In fact, you should probably revise your list as you progress to accommodate spontaneity.What if I want to go off on a tangent once I’m writing?Go ahead. After all, tangents are extremely valuable for your writing. They uncover thoughts and information you didn’t know were there. They help the writing process flow. Just be sure to insert your major points into your list so you have a clear sense of your new direction and can cut and paste quickly and smoothly later.Why is listing so helpful?Take a look at these three reasons:

To get a real understanding of why listing is so important, consider this anecdote:

When I was in the ninth grade, I played on the school soccer team. One day after practice I headed for the girls’ locker room. I don’t remember why, but the locker room was empty. As I entered, the door slammed behind me, sealing me in utter darkness. No exit sign lit in reassuring red. No distant lights leading to toilet or shower. Nothing but complete and impenetrable black. At that moment, I lost all sense of balance and direction, fumbling through the darkness, uncertain of whether I would bump into a locker, fall into an open doorway, bang against an open locker door. Eventually, my hand found the metallic bulb of the doorknob and I was liberated.

Writing is much like being locked in a dark room. You lose all sense of direction, unsure of whether you’ll bump into the wrong points, fall into a tangent, or bang against old, irrelevant ideas as you fumble toward your message. By listing your main points before you write, you’re creating spotlights illuminating the steps to a wellstructured document.