How can you format your business narratives for maximum readability?

1 Use headings and subheadings

Headings and subheadings are essential to organize your narrative and make it easy for your readers to follow your main points. They also help you break down your content into manageable chunks and highlight your key messages. Use headings and subheadings that are descriptive, concise, and consistent. Avoid using vague or generic terms that do not reflect your specific topic or purpose.

2 Use short paragraphs and sentences

Short paragraphs and sentences are easier to read and understand than long and complex ones. They also help you maintain your reader's attention and avoid confusion. As a general rule, try to limit your paragraphs to four or five sentences and your sentences to 20 words or less. Use transitions and connectors to link your paragraphs and sentences and create a logical flow. Avoid using jargon, acronyms, or technical terms that your reader may not be familiar with.

3 Use lists and bullet points

Lists and bullet points are effective ways to present information that is sequential, hierarchical, or categorical. They can help you highlight important details, simplify complex concepts, and compare or contrast different options. Use lists and bullet points when you want to summarize, emphasize, or clarify your points. Use numbers for lists that have a specific order or priority and bullets for lists that do not. Use parallel structure and punctuation for your list items and keep them short and consistent.

4 Use visuals and graphics

Visuals and graphics can enhance your narrative by adding visual appeal, illustrating data, and supporting your arguments. They can help you capture your reader's attention, convey complex information, and reinforce your messages. Use visuals and graphics that are relevant, clear, and accurate. Avoid using too many or too large visuals and graphics that may distract or overwhelm your reader. Use captions, labels, and legends to explain your visuals and graphics and how they relate to your narrative.

5 Use white space and fonts

White space and fonts are important elements of your narrative's layout and design. They can affect your reader's perception, comprehension, and retention of your content. Use white space and fonts that are appropriate, consistent, and professional. Avoid using too little or too much white space that may make your narrative look cramped or sparse. Avoid using too many or too fancy fonts that may make your narrative look unprofessional or confusing. Use fonts that are easy to read, such as Arial, Times New Roman, or Calibri.

6 Proofread and edit

Proofreading and editing are essential steps to ensure your narrative's quality and credibility. They can help you eliminate errors, improve clarity, and refine your style. Proofread and edit your narrative before you share it with your audience. Use tools such as spell checkers, grammar checkers, and readability checkers to help you identify and correct mistakes. Ask someone else to review your narrative and give you feedback. Revise your narrative until you are satisfied with its format and content.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?