Editing Skills Workshop Part 2 of 2

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Improving Business WritingWriting Workshop Series: Editing Skills November 13, 2015 Rachael WalkerOutlineReviewEditing languageEditing mechanicsExerciseOutlineReviewEditing languageEditing mechanicsExerciseWriting ProcessStep 1: Gather infoStep 2: Procrastinate Step 3: Freak outStep 4: OrganizeStep 5: Flesh outStep 6: TweakStep 7: BeautifyOverview of the Editing ProcessThe five cardinal c's of editingThe five cardinal c's of editing1) CorrectnessOverview of the Editing ProcessThe five cardinal c's of editing1) Correctness2) Consistency Overview of the Editing ProcessThe five cardinal c's of editing1) Correctness2) Consistency3) Clarity Overview of the Editing ProcessThe five cardinal c's of editing1) Correctness2) Consistency3) Clarity4) Comprehensiveness Overview of the Editing ProcessThe five cardinal c's of editing1) Correctness2) Consistency3) Clarity4) Comprehensiveness5) Conciseness Overview of the Editing ProcessLanguage EditingGrammar Word usage DictionLanguage EditingGrammar Word usage DictionCorrectConcisePreciseAppropriate Language EditingConsistency of terminologyPersonnel AdministrationHuman Resources ManagementPersonnel ManagementStaffing Administration Content EditingCorrectness of contentIdentify any missing informationThe Editing ProcessWriting ProcessStep 1: Gather infoStep 2: Procrastinate Step 3: Freak outStep 4: OrganizeStep 5: Flesh outStep 6: TweakStep 7: BeautifyThe Editing Process 1) Edit structureStep 1: Gather infoStep 2: Procrastinate Step 3: Freak outStep 4: OrganizeStep 5: Flesh outStep 6: TweakStep 7: BeautifyThe Editing Process 1) Edit structure 2) Edit languageStep 1: Gather infoStep 2: Procrastinate Step 3: Freak outStep 4: OrganizeStep 5: Flesh outStep 6: TweakStep 7: BeautifyThe Editing Process 1) Edit structure 2) Edit language 3) Edit mechanicsStep 1: Gather infoStep 2: Procrastinate Step 3: Freak outStep 4: OrganizeStep 5: Flesh outStep 6: TweakStep 7: BeautifyThe Editing ProcessTips:Take a break before you editChange it to a strange fontRead quickly and make short notes firstDon't forget to run spell check!The Editing Process 1) Edit structure 2) Edit language 3) Edit mechanicsStep 1: Gather infoStep 2: Procrastinate Step 3: Freak outStep 4: OrganizeStep 5: Flesh outStep 6: TweakStep 7: BeautifyEditing StructureDetailsA-HA!Writing in most languages Writing in EnglishDetailsEditing StructureParagraphsBullet pointsStructure at largeWriting in English DetailsEditing StructureClarityClear and direct conclusionWell supportedConstructive, practical follow-upWriting in English DetailsEditing Structure PerspectiveBalance of positives and negativesPortray significanceStep 1: Gather infoStep 2: Procrastinate Step 3: Freak outStep 4: OrganizeStep 5: Flesh outStep 6: TweakStep 7: BeautifyHow not to have to Edit StructureHow not to have to Edit Structure1) Identify main ideas and conclusions1) Identify main ideas and conclusions2) Organize your smaller and supporting thoughts under these pointsHow not to have to Edit Structure1) Identify main ideas and conclusions2) Organize your smaller and supporting thoughts under these points3) Identify missing informationHow not to have to Edit StructureWritingStep 1: Gather infoStep 2: Procrastinate Step 3: Freak outStep 4: OrganizeStep 5: Flesh outStep 6: TweakStep 7: BeautifyWritingStep 1: Gather infoStep 2: Procrastinate Step 3: Freak outStep 4: OrganizeStep 5: Flesh outStep 6: TweakStep 7: BeautifyJust Write 1) Edit structure 2) Edit language 3) Edit mechanicsStep 1: Gather infoStep 2: Procrastinate Step 3: Freak outStep 4: OrganizeStep 5: Flesh outStep 6: TweakStep 7: BeautifyThe Editing ProcessOutlineReviewEditing languageEditing mechanicsExerciseThe Editing Process 1) Edit structure 2) Edit language 3) Edit mechanicsStep 1: Gather infoStep 2: Procrastinate Step 3: Freak outStep 4: OrganizeStep 5: Flesh outStep 6: TweakStep 7: BeautifyThe Editing Process 1) Edit structure 2) Edit language 3) Edit mechanicsStep 1: Gather infoStep 2: Procrastinate Step 3: Freak outStep 4: OrganizeStep 5: Flesh outStep 6: TweakStep 7: BeautifyThe Editing Process 1) Edit structure 2) Edit language 3) Edit mechanicsStep 1: Gather infoStep 2: Procrastinate Step 3: Freak outStep 4: OrganizeStep 5: Flesh outStep 6: TweakStep 7: Beautify Appropriateness GrammarPrecisionBrevityEditing Language1) Appropriate language Editing Language1) Appropriate languageGender neutral Chairman Chair personDelete unnecessary pronounsThe director she manages The director manages Editing Language1) Appropriate languageGender neutral Chairman Chair personDelete unnecessary pronounsThe director she manages The director managesUse plural pronouns Each manager and his staff The managers and their staff Editing Language1) Appropriate languageGender neutral Chairman Chair personDelete unnecessary pronounsThe director she manages The director managesUse plural pronouns Each manager and his staff The managers and their staffUse both pronounsEach manager and his staff Each manager and his / her staff Editing Language1) Appropriate language AudienceEditing Language1) Appropriate languageAudienceBoard committeeExternal stakeholdersExecutivesSenior staffStaff Editing Language2) Grammar Editing Language2) GrammarKnow thyselfEditing Language2) GrammarKnow thyselfExample 1: (time indicators and tenses)The software has been operational for three months.Editing Language2) GrammarKnow thyselfExample 1: (time indicators and tenses)The software has been operational for three months.The software has been operational since March.Editing Language2) GrammarKnow thyselfExample 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. Editing Language2) GrammarKnow thyselfExample 2: (conditional, future, and subjunctive)Editing Language2) GrammarKnow thyselfExample: (conditional, future, and subjunctive)If it is implemented, there will be major improvements.Editing Language2) GrammarKnow thyselfExample: (conditional, future, and subjunctive)If it is implemented, there will be major improvements.If it were implemented, there would be major improvements.Editing Language2) GrammarKnow thyselfExample: (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.Editing Language2) GrammarKnow thyselfPay attention to common grammar pitfallsEditing Language2) GrammarAvoid passiveEditing Language2) GrammarAvoid passiveExample: Incompatible functions were noted by Management.Editing Language2) GrammarAvoid passiveExample: Incompatible functions were noted by Management.Management noted incompatible functions.Editing Language2) GrammarAim for subject verb object construction Editing Language2) GrammarAim for subject verb object constructionExample: Based on the available information, irregularities were not found. Editing Language2) GrammarAim for subject verb object constructionExample: Based on the available information, irregularities were not found.Based on the available information, the team did not find irregularities. Editing Language2) GrammarBegin sentences with nouns when possibleEditing Language2) GrammarBegin sentences with nouns when possibleExample: Based on the available information, the team did not find irregularities.Editing Language2) GrammarBegin sentences with nouns when possibleExample: Based on the available information, the team did not find irregularities.Based on the available information, The team did not find irregularities.Editing Language2) GrammarUse positive verbsEditing Language2) GrammarUse positive verbsExample: The team did not find irregularities.Editing Language2) GrammarUse positive verbsExample: The team did not find irregularities.The team found no irregularities. Editing Language2) GrammarLead with the most important verbExample: Staff must aim to improve performance.Editing Language2) GrammarLead with the most important verbExample: Staff must aim to improve performance.Staff must aim to improve performance.Editing Language2) GrammarBreak up noun stringsEditing Language2) GrammarBreak up noun stringsExample 1: ABC University English DepartmentEditing Language2) GrammarBreak up noun pyramidsExample 1: ABC University English DepartmentThe English Department at ABC UniversityEditing Language2) GrammarBreak up noun pyramidsExample 1: ABC University English DepartmentThe English Department at ABC UniversityExample 2: Department's budgeted sabbatical moniesEditing Language2) GrammarBreak up noun pyramidsExample 1: ABC University English DepartmentThe English Department at ABC UniversityExample 2: Department's budgeted sabbatical moniesMonies budgeted by the department for sabbaticals Editing Language3) Precision Editing Language3) Precision TermsEditing Language3) Precision TermsEditing Language3) Precision TermsHuman ResourcesEditing Language3) Precision VerbsEditing Language3) Precision VerbsUse power verbsEditing Language3) Precision VerbsUse power verbsUse the following sparingly: Editing Language3) Precision VerbsUse power verbsUse the following sparingly: do, make, go, come, get, take, bringEditing Language3) Precision VerbsUse power verbsUse the following sparingly: do, make, go, come, get, take, bringExample: The manager gets the documents readyEditing Language3) Precision VerbsUse power verbsUse the following sparingly: do, make, go, come, get, take, bringExample: The manager gets the documents ready.The manager prepares the documents.Editing Language3) Precision VerbsAvoid phrasal verbsEditing Language3) Precision Pronouns and articlesThingsThereSomeThere areEditing Language3) Precision Adverbs and intensifiers Very Clearly SignificantEditing Language4) BrevityEditing Language4) Brevity AdverbsDo you really need the adverb?Is it absolutely necessary to convey meaning? Editing Language4) Brevity Restrictive clauses (who, which) Editing Language4) Brevity Restrictive clauses (who, which)Can you find an adjective?Example: Employees who have been terminatedEditing Language4) Brevity Restrictive clauses (who, which)Can you find an adjective?Example: Employees who have been terminated Terminated employees Editing Language4) Brevity NominalizationUse the verb where possible Editing Language4) Brevity NominalizationUse the verb where possible Example: The stations allow for improved time tracking.Editing Language4) Brevity NominalizationUse the verb where possible Example: The stations allow for improved time tracking.The stations allow for improved time tracking4) Brevity Use short sentencesEditing Language4) Brevity Use short sentencesLimit 15 18 words per sentenceEditing Language4) Brevity Use short sentencesLimit 15 18 words per sentenceExample: 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 Language4) Brevity Use short sentencesLimit 15 18 words per sentenceExample: 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 Language4) Brevity Use short sentencesLimit 15 18 words per sentenceThis is especially important when considering the main idea Editing LanguageThe Editing Process1) Edit structure2) Edit language3) Edit mechanicsStep 1: Gather infoStep 2: Procrastinate Step 3: Freak outStep 4: OrganizeStep 5: Flesh outStep 6: TweakStep 7: BeautifyOutlineReviewEditing languageEditing mechanicsExerciseEditing MechanicsMechanical correctnessEditing MechanicsMechanical correctnessConsistencyEditing MechanicsMechanical correctnessConsistencyClarityEditing MechanicsMechanical correctnessConsistencyClarityFormatEditing MechanicsKeep a style sheet for consistency Editing MechanicsMechanical pitfallsEditing MechanicsMechanical pitfallsQuestion marksEditing MechanicsMechanical pitfallsQuestion marksDirect question: use a question markEditing MechanicsMechanical pitfallsQuestion marksDirect question: use a question markShould we fund the project?Editing MechanicsMechanical pitfallsQuestion marksDirect question: use a question markShould we fund the project?The topic was, should the project be funded? Editing MechanicsMechanical pitfallsQuestion marksIndirect question: do not use a question markEditing MechanicsMechanical pitfallsQuestion marksIndirect question: do not use a question markThe question is whether to fund the project.Editing MechanicsMechanical pitfallsQuestion marksIndirect question: do not use a question markThe question is whether to fund the project.Employees asked why the project was funded. Editing MechanicsMechanical pitfallsParenthesisEditing MechanicsMechanical pitfallsParenthesisIf they contain a complete sentence:Editing MechanicsMechanical pitfallsParenthesisIf they contain a complete sentence:(Absences go undetected.)Editing MechanicsMechanical pitfallsParenthesisIf they contain a complete sentence:(Absences go undetected.)If they are part of a larger sentence:Editing MechanicsMechanical pitfallsParenthesisIf 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.). Editing MechanicsMechanical PitfallsCommasEditing MechanicsMechanical PitfallsCommasJust be consistent Editing MechanicsUse punctuation for clarityEditing MechanicsUse punctuation for clarityThe Oxford commaEditing MechanicsUse punctuation for clarityThe British quotes Editing MechanicsUse punctuation for clarityThe British quotesExample: To search for King, not king, be sure to check the case-sensitive option and type king. Editing MechanicsUse punctuation for clarityThe British quotesExample: 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.Editing MechanicsUse punctuation for clarityAdd commas after short phrasesEditing MechanicsUse punctuation for clarityAdd commas after short phrasesExample: In all cases decreased by 37% last year.Editing MechanicsUse punctuation for clarityAdd commas after short phrasesExample: In all cases decreased by 37% last year.In all, cases decreased by 37% last year.Editing MechanicsUse punctuation for clarityUse hyphens with modifiersEditing MechanicsUse punctuation for clarityUse hyphens with modifiersExample:Employees completed the hard core training exerciseEditing MechanicsUse punctuation for clarityUse hyphens with modifiersExample:Employees completed the hard core training exerciseEmployees completed the hard core-training exercise.

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