Editing

Editing Tips

1. Edit On-Screen and Track Changes

Many writers and editors swear by the printed page. But that’s a messy and inefficient way to edit. If you start editing on-screen, you’ll adjust to the new format and soon find it’s much easier than marking up print. Use Microsoft Word’s feature, Track Changes, which does just what you’d expect — it tracks all the changes you make as you edit. Then, you (or the writer for whom you’re editing) can go through and review every edit and accept or reject those changes individually or collectively.

2. If You’re Not Sure, Look it Up (and Know What You Don’t Know)

Your greatest wisdom as an editor is knowing what you don’t know. Having resources in your arsenal is one thing. Using them is something else entirely. Don’t be lazy! Remember that every time you look something up, you learn something new and expand your own writing skill set. Plus, the more you look things up, the less you’ll need to look them up in the future. Eventually, they become natural for you and part of your own writing process.

3. Keep a Grammar Manual and Style Guide Handy

When you’re not sure about grammar, spelling, punctuation, syntax, or context, you need to use your reference books, so make sure you have the right resources handy. Be vigilant, be correct, and use good judgment, keeping in mind that sometimes it’s best to bend the rules (but only if you know what the rules are and why you’re breaking them).

4. Run Spell Check and Grammar Check First

Before you do anything, run spell check and use your word processing software’s grammar checking tool (if it has one). Automated checkers don’t catch everything, but they can catch a lot and that means you’ll have more time and brain energy for manual editing. Also, use the find-and-replace feature (in Microsoft Word, this is found under Edit –> Find), which allows you to quickly find or replace a single error multiple times. For example, many people are still in the habit of using a double space after a period. I always do a find-and-replace to replace all those double spaces with the modern standard — single spaces after every period or terminal punctuation mark.

5. Read Slowly, Backwards, and Out Loud

The most crucial aspect of editing and proofreading is reviewing every single word and examining the written work at the word, sentence, and paragraph levels. Plus, you should be able to assess every document or manuscript in its entirety to check for readability, organization, and flow. This means you’ll have to go over each piece numerous times. To separate yourself from the content so you can better evaluate the writing, read slowly and read out loud. To check spelling, read backwards. You’ll catch a lot of minor mistakes and typos this way.

Bonus Tip: Don’t forget to check titles and subtitles!

6. Listen for Wording and Rhythm

Editing involves more than checking for grammar, spelling, and punctuation (that’s proofreading, folks). When you read the piece out loud, pay attention to the rhythm. Does it flow smoothly? Do the sentences alternate in length or are there a series of really short (or really long) sentences? Break up some of those longer sentences and join some of the smaller sentences together to give the writing better rhythm and more musicality.

7. Note Consistent, Repeated Errors

Do the writer a favor and make notes as you edit; specifically, note mistakes that are repeated consistently throughout the writing. Repeated mistakes are often a signal that the writer doesn’t know better and it’s likely whomever you’re editing for will appreciate it if you correct them.

8. Readability Comes First, Writer’s Voice is Second

The whole point of editing is to make a piece of writing more readable. That’s why it’s essential you review the piece to make sure it’s easy reading. Additionally, it’s your job as editor to retain the integrity of the writer’s voice (which is a writer’s own unique style). It can be tempting to start rewriting. Avoid that! If you shift from editing into rewriting, the writer’s voice could get lost and replaced with your own or some weird hybrid voice.

9. Pay Attention to Formatting

Formatting is actually separate from editing. This involves things like font size, face, and other formatting options, such as bold or italics. I sometimes offer formatting as an additional service for clients who need editing, but whether I’m on the clock for formatting or not, I always pay attention, so at the very least I can nudge the writer with a little feedback like “Check your formatting.” Chapter titles and subheadings, for example, should have the same font. Citations should be formatted the same (and preferably, adhering to a style guide). Just keep an eye out for inconsistencies in this area.

10. Review to Perfection

I like to follow a five-step process for editing:

1. Read the entire text
2. After running spell/grammar check, edit and proofread for blatant mistakes and awkward wording.
3. Second review focusing on wording and readability.
4. Third review focusing on proofreading (check for grammar, spelling, punctuation) — this is where I read out loud, slowly.
5. Final review and polishing.

I repeat step five until I can’t find anything to improve.

That’s in an ideal world, of course. It would be difficult to review an entire novel countless times (not to mention really, really expensive), and let’s face it, no matter how many times you review a piece of writing, you’re always going to find something that you could make better. Use good judgment and keep going over the piece until you feel it’s as close to perfect as possible.
Good Luck with Your Editing!

from http://www.writingforward.com