Business Writing Seminars

Effective Editing

 

1.  Let time elapse.    Even if you can afford only a ten-minute break, allow yourself some time away from your writing.  Often, this break will enable you to see your strengths and weaknesses more clearly.

 

2.  Seek the opinion of others.   Be selective in who you choose to edit your work.  A poor writer will not provide useful suggestions and will only waste valuable time.  A good writer can offer helpful insight and point out errors you overlooked.

 

Editing Question:

 

What can I get rid of?

 

Mark Twain said writers should strike out every third word on principle.

 

It is recommended that you print your first draft and edit from a hard copy.  This will allow you to see the draft as is and enable you to answer this question more effectively.

EDITING CHECKLIST

 

Use this checklist every time you write on the job.  As you become more familiar with the list, less time will be needed to complete this task.

 

Content

 

Information:                       Accurate and complete?           

                                            Adequate amount of details?

 

Purpose:                             Stated clearly?

                                            Requests for action or information?

 

Design

 

Main Idea:                          In the beginning?

 

Organization:                     Appropriate pattern for content?

                                            Do ideas flow logically?

 

Structure

 

Paragraphs:                        Unity--focus on one idea?

                                            Coherent--transitions between?

 

Sentences:                           Varied in length?

                                            Less than 20 words?

 

TONE

 

Words:                                Short and simple?

                                            Efficient and precise?

                                            No jargon or sexist words?

 

Style:                                   Positive?

                                            Practical--resembles speech?

 

MECHANICS

                                            Spelling accurate?

                                            Punctuation accurate?

                                            Grammar accurate?

                                            Peer-edited?

An Alternative Editing Approach

 

Misspellings, typos, grammar and punctuation errors are just a part of editing-the final part.

 

 

¨     Divide your time evenly between writing and editing.

¨     Let as much time pass between writing and editing as possible.

¨     After acquiring some distance, complete the following steps.

 

Step 1:        Quickly read out loud making margin notes and answering these questions:

 

                   1.   Have I made any obvious errors? 

2.   Have I written with a consistent customer-centered focus?  Does everything address the customer's needs, interests, and values?

3.   What can I cut without interfering with the reader's understanding or my purposes of persuasion? 

 

Step 2:        Slowly reread focusing on format essentials and answering these questions: 

         

1.   Have I chosen the most effective message design?

2.   Have I identified my audience?

3.   Have I effectively used transitions to maintain continuity and consistency?

4.   Have I chosen an appropriate format?

5.   Have I used clearly worded headlines and titles?

 

Step 3:        The third revision should focus on concise, courteous and correct writing. 

 

1.   Have I used a natural, courteous tone?

      Have I eliminated cliches and jargon?     

2.   Have I expressed myself clearly?

      Have I written at a comfortable reading level?

Have I written readable sentences of twenty words or less?

      Have I used specific and simple words?

3.   Have I written concisely?

Have I eliminated unnecessary detail and cut repetition?

4.   Have I expressed myself with precision?

Have I put ideas in logical and effective order with necessary definitions and details?

5.   Have I used proper emphasis?

      Does my opening attract interest and attention?

      Have I used creative headlines and titles?

 

Step 4:        Last, proofread. 

 

1.   Is my spelling accurate?

2.   Is my punctuation accurate?

3.   Is my grammar accurate?

4.   Have I peer-edited?

 

                   Then, allow your document to sit overnight.  

Instructions

 

Using one of the editing approaches, edit the first draft of your work-in-progress or one of your drafts from a class scenario.  Feel free to revise as you go or make marginal notes to refer to later.

 

 

FORMAT

 

Write for the eye as well as the mind.

 

Format refers to the overall appearance of the writing.  It should be neat and correct.  Use the following list to review your format.

 

1.  Use headings to create effortless reading.

 

A single heading should be written in upper case letters and centered at the top of the page.

 

RATE REDUCTION BEGINS JANUARY 1

 

Multiple headings throughout your document should be written in lower case letters and left justified.  For emphasis, they may be boldfaced or underlined.

 

Primary reason for reduction

 

2.  Keep paragraphs short.

 

All paragraphs over six lines should be broken into two or more short paragraphs.

 

3.  Use typographics to accent and clarify.

 

When underlining, use one continuous line, rather than one word at a time.

 

Bullets, numbered, and lettered points should be two spaces to the left of the text.

 

                             a.  They should be centered in the text leaving plenty of

                                  room above and below.

 

4.  Use graphics wisely.

 

With abundant graphics software on the market, it has become easy to customize text and add a personal touch.  Make certain your visuals are appropriate and do not detract from your message in any way.  A single graphic is preferred, if one is necessary at all.

 

5.  Keep white space between paragraphs.

 

Use single spacing between lines and double spacing between paragraphs.  White space creates effortless reading, so be sure to leave adequate space for your reader's comfort.

 

6.  Strive for perfection.

 

There should be nothing to distract your reader, slow her down, or appear unpleasant to her eye.  Smudges, typos, and poor printing quality will discourage reading and cause an unfavorable opinion of the writer.