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Editing Skills Workshop Part 2 of 2
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Transcript of Editing Skills Workshop Part 2 of 2
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Improving Business Writing
Writing Workshop Series: Editing Skills
November 13, 2015 Rachael Walker
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Outline
Review
Editing language
Editing mechanics
Exercise
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Outline
Review
Editing language
Editing mechanics
Exercise
![Page 4: Editing Skills Workshop Part 2 of 2](https://reader031.fdocuments.us/reader031/viewer/2022022200/58aa2f021a28abbb108b54b5/html5/thumbnails/4.jpg)
Writing Process
Step 1: Gather info
Step 2: Procrastinate
Step 3: Freak out
Step 4: Organize
Step 5: Flesh out
Step 6: Tweak
Step 7: Beautify
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Overview of the Editing Process
The five cardinal c's of editing
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The five cardinal c's of editing
1) Correctness
Overview of the Editing Process
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The five cardinal c's of editing
1) Correctness
2) Consistency
Overview of the Editing Process
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The five cardinal c's of editing
1) Correctness
2) Consistency
3) Clarity
Overview of the Editing Process
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The five cardinal c's of editing
1) Correctness
2) Consistency
3) Clarity
4) Comprehensiveness
Overview of the Editing Process
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The five cardinal c's of editing
1) Correctness
2) Consistency
3) Clarity
4) Comprehensiveness
5) Conciseness
Overview of the Editing Process
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Language Editing
Grammar
Word usage
Diction
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Language Editing
Grammar
Word usage
Diction
Correct
Concise
Precise
Appropriate
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Language Editing
Consistency of terminology
Personnel Administration
Human Resources Management
Personnel Management
Staffing Administration
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Content Editing
Correctness of content
Identify any missing information
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The Editing Process
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Writing Process
Step 1: Gather info
Step 2: Procrastinate
Step 3: Freak out
Step 4: Organize
Step 5: Flesh out
Step 6: Tweak
Step 7: Beautify
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The Editing Process
1) Edit structure
Step 1: Gather info
Step 2: Procrastinate
Step 3: Freak out
Step 4: Organize
Step 5: Flesh out
Step 6: Tweak
Step 7: Beautify
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The Editing Process
1) Edit structure
2) Edit language
Step 1: Gather info
Step 2: Procrastinate
Step 3: Freak out
Step 4: Organize
Step 5: Flesh out
Step 6: Tweak
Step 7: Beautify
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The Editing Process
1) Edit structure
2) Edit language
3) Edit mechanics
Step 1: Gather info
Step 2: Procrastinate
Step 3: Freak out
Step 4: Organize
Step 5: Flesh out
Step 6: Tweak
Step 7: Beautify
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The Editing Process
Tips:Take a break before you
edit
Change it to a strange font
Read quickly and make short notes first
Don't forget to run spell check!
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The Editing Process
1) Edit structure
2) Edit language
3) Edit mechanics
Step 1: Gather info
Step 2: Procrastinate
Step 3: Freak out
Step 4: Organize
Step 5: Flesh out
Step 6: Tweak
Step 7: Beautify
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Editing Structure
Details
A-HA!
Writing in most languages Writing in English
Details
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Editing Structure
Paragraphs
Bullet points
Structure at large
Writing in English
Details
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Editing Structure
Clarity
Clear and direct conclusion
Well supported
Constructive, practical follow-up
Writing in English
Details
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Editing Structure
Perspective
Balance of positives and negatives
Portray significance
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Step 1: Gather info
Step 2: Procrastinate
Step 3: Freak out
Step 4: Organize
Step 5: Flesh out
Step 6: Tweak
Step 7: Beautify
How not to have to Edit Structure
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How not to have to Edit Structure
1) Identify main ideas and conclusions
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1) Identify main ideas and conclusions
2) Organize your smaller and supporting thoughts under these points
How not to have to Edit Structure
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1) Identify main ideas and conclusions
2) Organize your smaller and supporting thoughts under these points
3) Identify missing information
How not to have to Edit Structure
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Writing
Step 1: Gather info
Step 2: Procrastinate
Step 3: Freak out
Step 4: Organize
Step 5: Flesh out
Step 6: Tweak
Step 7: Beautify
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Writing
Step 1: Gather info
Step 2: Procrastinate
Step 3: Freak out
Step 4: Organize
Step 5: Flesh out
Step 6: Tweak
Step 7: Beautify
Just Write
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1) Edit structure
2) Edit language
3) Edit mechanics
Step 1: Gather info
Step 2: Procrastinate
Step 3: Freak out
Step 4: Organize
Step 5: Flesh out
Step 6: Tweak
Step 7: Beautify
The Editing Process
![Page 33: Editing Skills Workshop Part 2 of 2](https://reader031.fdocuments.us/reader031/viewer/2022022200/58aa2f021a28abbb108b54b5/html5/thumbnails/33.jpg)
Outline
Review
Editing language
Editing mechanics
Exercise
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The Editing Process
1) Edit structure
2) Edit language
3) Edit mechanics
Step 1: Gather info
Step 2: Procrastinate
Step 3: Freak out
Step 4: Organize
Step 5: Flesh out
Step 6: Tweak
Step 7: Beautify
![Page 35: Editing Skills Workshop Part 2 of 2](https://reader031.fdocuments.us/reader031/viewer/2022022200/58aa2f021a28abbb108b54b5/html5/thumbnails/35.jpg)
The Editing Process
1) Edit structure
2) Edit language
3) Edit mechanics
Step 1: Gather info
Step 2: Procrastinate
Step 3: Freak out
Step 4: Organize
Step 5: Flesh out
Step 6: Tweak
Step 7: Beautify
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The Editing Process
1) Edit structure
2) Edit language
3) Edit mechanics
Step 1: Gather info
Step 2: Procrastinate
Step 3: Freak out
Step 4: Organize
Step 5: Flesh out
Step 6: Tweak
Step 7: Beautify
Appropriateness
Grammar
Precision
Brevity
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Editing Language
1) Appropriate language
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Editing Language
1) Appropriate language
Gender neutral Chairman Chair person
Delete unnecessary pronounsThe director … she manages The director manages
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Editing Language
1) Appropriate language
Gender neutral Chairman Chair person
Delete unnecessary pronounsThe director … she manages The director manages
Use plural pronouns Each manager and his staff The managers and their staff
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Editing Language
1) Appropriate language
Gender neutral Chairman Chair person
Delete unnecessary pronounsThe director … she manages The director manages
Use plural pronouns Each manager and his staff The managers and their staff
Use both pronounsEach manager and his staff Each manager and his / her staff
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Editing Language
1) Appropriate language
Audience
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Editing Language
1) Appropriate language
AudienceBoard committeeExternal stakeholdersExecutivesSenior staffStaff
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Editing Language
2) Grammar
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Editing Language
2) Grammar
Know thyself
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Editing Language
2) Grammar
Know thyself
Example 1: (time indicators and tenses)The software has been operational for three months.
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Editing Language
2) Grammar
Know thyself
Example 1: (time indicators and tenses)The software has been operational for three months.The software has been operational since March.
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Editing Language
2) Grammar
Know thyself
Example 1: (time indicators and tenses)The software has been operational for three months.The software has been operational since March.The software was implemented three months ago.
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Editing Language
2) Grammar
Know thyself
Example 2: (conditional, future, and subjunctive)
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Editing Language
2) Grammar
Know thyself
Example: (conditional, future, and subjunctive)If it is implemented, there will be major improvements.
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Editing Language
2) Grammar
Know thyself
Example: (conditional, future, and subjunctive)If it is implemented, there will be major improvements.If it were implemented, there would be major improvements.
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Editing Language
2) Grammar
Know thyself
Example: (conditional, future, and subjunctive)If it is implemented, there will be major improvements.If it were implemented, there would be major improvementsIf it had been implemented, there would have been major
improvements.
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Editing Language
2) Grammar
Know thyself
Pay attention to common grammar pitfalls
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Editing Language
2) Grammar
Avoid passive
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Editing Language
2) Grammar
Avoid passive
Example: Incompatible functions were noted by Management.
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Editing Language
2) Grammar
Avoid passive
Example: Incompatible functions were noted by Management.Management noted incompatible functions.
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Editing Language
2) Grammar
Aim for “subject – verb – object” construction
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Editing Language
2) Grammar
Aim for “subject – verb – object” construction
Example: Based on the available information, irregularities were not found.
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Editing Language
2) Grammar
Aim for “subject – verb – object” construction
Example: Based on the available information, irregularities were not found.Based on the available information, the team did not find
irregularities.
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Editing Language
2) Grammar
Begin sentences with nouns when possible
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Editing Language
2) Grammar
Begin sentences with nouns when possible
Example: Based on the available information, the team did not find
irregularities.
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Editing Language
2) Grammar
Begin sentences with nouns when possible
Example: Based on the available information, the team did not find
irregularities.Based on the available information, The team did not find
irregularities.
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Editing Language
2) Grammar
Use positive verbs
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Editing Language
2) Grammar
Use positive verbs
Example: The team did not find irregularities.
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Editing Language
2) Grammar
Use positive verbs
Example: The team did not find irregularities.The team found no irregularities.
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Editing Language
2) Grammar
Lead with the most important verb
Example: Staff must aim to improve performance.
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Editing Language
2) Grammar
Lead with the most important verb
Example: Staff must aim to improve performance.Staff must aim to improve performance.
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Editing Language
2) Grammar
Break up noun strings
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Editing Language
2) Grammar
Break up noun strings
Example 1: ABC University English Department
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Editing Language
2) Grammar
Break up noun pyramids
Example 1: ABC University English DepartmentThe English Department at ABC University
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Editing Language
2) Grammar
Break up noun pyramids
Example 1: ABC University English DepartmentThe English Department at ABC University
Example 2: Department's budgeted sabbatical monies
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Editing Language
2) Grammar
Break up noun pyramids
Example 1: ABC University English DepartmentThe English Department at ABC University
Example 2: Department's budgeted sabbatical moniesMonies budgeted by the department for sabbaticals
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Editing Language
3) Precision
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Editing Language
3) Precision
Terms
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Editing Language
3) Precision
Terms
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Editing Language
3) Precision
Terms
Human Resources
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Editing Language
3) Precision
Verbs
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Editing Language
3) Precision
Verbs
Use power verbs
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Editing Language
3) Precision
Verbs
Use power verbs
Use the following sparingly:
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Editing Language
3) Precision
Verbs
Use power verbs
Use the following sparingly:
do, make, go, come, get, take, bring
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Editing Language
3) Precision
Verbs
Use power verbs
Use the following sparingly:
do, make, go, come, get, take, bring
Example: The manager gets the documents ready
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Editing Language
3) Precision
Verbs
Use power verbs
Use the following sparingly:
do, make, go, come, get, take, bring
Example: The manager gets the documents ready.The manager prepares the documents.
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Editing Language
3) Precision
Verbs
Avoid phrasal verbs
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Editing Language
3) Precision
Pronouns and articles
Things
There
Some
There are
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Editing Language
3) Precision Adverbs and intensifiers
Very Clearly Significant
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Editing Language
4) Brevity
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Editing Language
4) Brevity
Adverbs
Do you really need the adverb?
Is it absolutely necessary to convey meaning?
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Editing Language
4) Brevity
Restrictive clauses (who, which)
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Editing Language
4) Brevity
Restrictive clauses (who, which)
Can you find an adjective?
Example: Employees who have been terminated
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Editing Language
4) Brevity
Restrictive clauses (who, which)
Can you find an adjective?
Example: Employees who have been terminated
Terminated employees
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Editing Language
4) Brevity
Nominalization
Use the verb where possible
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Editing Language
4) Brevity
Nominalization
Use the verb where possible Example:
The stations allow for improved time tracking.
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Editing Language
4) Brevity
Nominalization
Use the verb where possible Example:
The stations allow for improved time tracking.The stations allow for improved time tracking
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4) Brevity
Use short sentences
Editing Language
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4) Brevity
Use short sentences
Limit 15 – 18 words per sentence
Editing Language
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4) Brevity
Use short sentences
Limit 15 – 18 words per sentence
Example:
“The roles, responsibilities, and accountability mechanisms of managers and staffing officers are clearly defined in the departmental training course on sub-delegation, which was given to all managers about to receive sub-delegated staffing authority.” (33 words)
Editing Language
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4) Brevity
Use short sentences
Limit 15 – 18 words per sentence
Example:
“The roles, responsibilities, and accountability mechanisms of managers and staffing officers are clearly defined in the departmental training course on sub-delegation, which was given to all managers about to receive sub-delegated staffing authority.” (33 words)
“All managers who were to receive sub-delegated authority attended the departmental staffing course. The course defines the roles, responsibilities and accountability of managers and staffing officers.” (13 words in each)
Editing Language
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4) Brevity
Use short sentences
Limit 15 – 18 words per sentence
This is especially important when considering the main idea
Editing Language
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The Editing Process
1) Edit structure
2) Edit language
3) Edit mechanics
Step 1: Gather info
Step 2: Procrastinate
Step 3: Freak out
Step 4: Organize
Step 5: Flesh out
Step 6: Tweak
Step 7: Beautify
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Outline
Review
Editing language
Editing mechanics
Exercise
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Editing Mechanics
Mechanical correctness
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Editing Mechanics
Mechanical correctness
Consistency
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Editing Mechanics
Mechanical correctness
Consistency
Clarity
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Editing Mechanics
Mechanical correctness
Consistency
Clarity
Format
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Editing Mechanics
Keep a style sheet for consistency
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Editing Mechanics
Mechanical pitfalls
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Editing Mechanics
Mechanical pitfalls
Question marks
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Editing Mechanics
Mechanical pitfalls
Question marks
Direct question: use a question mark
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Editing Mechanics
Mechanical pitfalls
Question marks
Direct question: use a question mark
Should we fund the project?
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Editing Mechanics
Mechanical pitfalls
Question marks
Direct question: use a question mark
Should we fund the project?The topic was, should the project be funded?
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Editing Mechanics
Mechanical pitfalls
Question marks
Indirect question: do not use a question mark
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Editing Mechanics
Mechanical pitfalls
Question marks
Indirect question: do not use a question mark
The question is whether to fund the project.
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Editing Mechanics
Mechanical pitfalls
Question marks
Indirect question: do not use a question mark
The question is whether to fund the project.Employees asked why the project was funded.
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Editing Mechanics
Mechanical pitfalls
Parenthesis
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Editing Mechanics
Mechanical pitfalls
Parenthesis
If they contain a complete sentence:
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Editing Mechanics
Mechanical pitfalls
Parenthesis
If they contain a complete sentence:(Absences go undetected.)
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Editing Mechanics
Mechanical pitfalls
Parenthesis
If they contain a complete sentence:(Absences go undetected.)
If they are part of a larger sentence:
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Editing Mechanics
Mechanical pitfalls
Parenthesis
If they contain a complete sentence:(Absences go undetected.)
If they are part of a larger sentence:Important trends go undetected (ie absences, late arrivals, etc.).
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Editing Mechanics
Mechanical Pitfalls
Commas
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Editing Mechanics
Mechanical Pitfalls
Commas
Just be consistent
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Editing Mechanics
Use punctuation for clarity
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Editing Mechanics
Use punctuation for clarity
The Oxford comma
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Editing Mechanics
Use punctuation for clarity
The British quotes
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Editing Mechanics
Use punctuation for clarity
The British quotes
Example: To search for “King,” not “king,” be sure to check the case-
sensitive option and type “king.”
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Editing Mechanics
Use punctuation for clarity
The British quotes
Example: To search for “King,” not “king,” be sure to check the case-
sensitive option and type “king.”
To search for “King”, not “king”, be sure to check the case-sensitive option and type “king”.
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Editing Mechanics
Use punctuation for clarity
Add commas after short phrases
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Editing Mechanics
Use punctuation for clarity
Add commas after short phrases
Example: In all cases decreased by 37% last year.
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Editing Mechanics
Use punctuation for clarity
Add commas after short phrases
Example: In all cases decreased by 37% last year.In all, cases decreased by 37% last year.
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Editing Mechanics
Use punctuation for clarity
Use hyphens with modifiers
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Editing Mechanics
Use punctuation for clarity
Use hyphens with modifiers
Example:Employees completed the hard core training exercise
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Editing Mechanics
Use punctuation for clarity
Use hyphens with modifiers
Example:Employees completed the hard core training exerciseEmployees completed the hard core-training exercise.