Editing a document gives it that pizazz that signals it is a quality piece of writing. As such, a great editing job ensures that half the battle has been won. On the other hand, if a document is the recipient of a poor editing job, it can signal to the reader that the publication is based upon inferior research and that the content is substandard. With the help of some editing aids, such as editing software and tips, a polished and impressive document can be attained.
A second-rate editing job is akin to first impressions and judgments of a person or situation. It is instantaneous; we are quick to judge; and it can be long-lasting. Substandard editing can result in businesses losing clients; students losing marks; and researchers being viewed as mediocre. Editing a document – no matter the writing style, format or context – is one of the most important aspects of written communication. The good news is that with the help of some tools, your editing skills will make sure your document stands out from the crowd.
Editing Tips
Sampson (2008) proposes a number of strategies that will result in a reduction of editing errors:
- Leave the text a while before editing it. This will give you the time required to clear it from your mind. You can then re-read with a fresh set of eyes. If you're tired and have worked on the piece for too long, there is a tendency to brush over mistakes.
- Editing your material from the bottom up. This is similar to the above technique. Once you’ve re-read the material a number of times, the chances of brushing over and not noticing mistakes dramatically increases. If you change the order of your reading, familiarity with the text is decreased and you will detect previously unnoticed errors.
- Read the document aloud. This avoids skimming over mistakes that occur when reading without speaking.
- Ask a work colleague or someone you trust to take a look. They will often pick up errors that you’ve missed.
Editing software can also assist those looking to develop their editing skills. One editing tip that applies to effective writers is that on average 17 words are used in a sentence (Egan, 1995). It is also well-recognized that the design of a particular document greatly affects its clarity. If the document looks interesting, it is more likely to hold the reader’s attention and adds to its comprehensibility. Egan (1995) also states that, unlike in past eras, the use of the first person (such as I or we) is not only accepted practice but also encouraged.
Another recommended technique for assisting with editing is covering up surrounding text as you proofread a sentence. This helps you to concentrate on the sentence you are currently working on and prevents disturbance from other text (Literacy Education Online, 1997). Another editing strategy that will help to ensure a top-quality document is to record common errors that you – as the writer – consistently make (Literary Education Online, 1997). As you edit a document, specifically look for these mistakes.
Editing software such as StyleWriter offers you advice and methods used by the best editors around. StyleWriter’s Electronic Writing Course provides top-quality editing instruction with the use of lessons, tips, quizzes, exercises and workshops. One of the most significant benefits of using this program is that you will make considerable savings in editing fees as you’ll be able to edit yourself, like a professional.
References
Egan, M. (1995) ‘Total quality business writing’, The Journal for Quality and Participation, 18 (6): 34-38
Literacy Education Online (1997) General Strategies for Editing and Proofreading, St. Cloud State University [Online] URL: http://leo.stcloudstate.edu/acadwrite/genproofed.html, retrieved 10 September, 2009.
Sampson, B. (2008) ‘Five Tips for Catching (and Correcting) Errors in Your Business Writing’, Cost Engineering, 50 (2): 22-24.