2Scope of This Session A brief perspective on Technical Editing Various Types of EditingEditing ChecklistsVarious Levels of EditingMost Common ErrorsRole of a House Style Guide in EditingTips and Tricks of the Trade
3What Is Editing ? Read objectively from the point of view of the audienceQuery what you readVerify, test documentation contentEvaluate usability of the documentJudge the appropriateness for intended use and target audience
4What Constitutes Editing ? Literary EditingTechnical EditingLanguageTechnical ContentMechanics of WritingPresentation to intendedAudienceProducing a Document
5What Is Required of Technical Editors ? should have general familiarity with the subjectshould be familiar with the technical terminologyusedshould judge a manuscript on the basis ofrepresentative readers and evaluate whether ittells them what they need to know - completely,concisely, clearly and accurately
6As a Technical Editor... You may be editing: Printed materials Video contentElectronic materialsCBT’s
7Things to Consider When Editing... the basis for editing should be making it easier for thereader to use the documentconvey to the writer, that your aim is to help achievea better resultedit things that actually need to be changed:conflicts with the style guide, grammatical errors,syntax errorsas an editor, you must resist the temptation ofincluding your identity in the documentan editor is a team playergood editing is not noticed by the reader
8Before Suggesting a Change... ...ask yourself the following questions:will the change make it easy for the user of thedocument in locating information, or understand thecontent ?will the change rectify an error ?will the change cut publishing costs ?
9Types of Editing 1. Developmental / Substantive Editing 2. Copy and Literary Editing3. Editing for Style / Language4. Editing for Usability5. Format Edit6. Integrity Edit7. Coordination and Policy Edit
10Developmental / Substantive Editing This macro-level edit focuses on:1. Organizational structure2. Logic3. Correctness4. Completeness5. Clarity6. ConsistencyDevelopmental Editing is analysis-driven and should benegotiable with the writer.
12Copy and Literary Editing This is a micro-level edit wherein you examine thedocument’s individual building blocks and focus ongrammar, punctuation, retrieval aids, navigational aidsand internal consistency.Copy and Literary edits are usually rule-driven and arenot negotiable with the writer.
13Checklist – Copy and Literary Editing 1. Spelling9. Sequences17. Page Layout2. Grammar10. Spacing18. TOC3. Sentences11. Notes19. Index4. Punctuation12. Style Guide20. Glossary5. Cross-references13. Tables6. Version number14. Font7. Acronyms15. Header / Footer8. Order of steps16. Typography
14Editing for Style / Language Style decisions are subjective. Passive and active voicedepends on what the particular sentence is trying toconvey. First, second and third person depends on thepurpose and audience of the document.The writer decides on the choice of words, unless theword is inappropriate or misused. The editor can suggesta better word or phrase, but cannot insist that the changebe made.
15Checklist – Editing for Style and Language 1. Flow of text2. Readability3. Conciseness4. Active / Passive voice5. Verbs6. Sentence Length7. Emphasis8. Style
16Editing for UsabilityInvolves editing the document for usability. This focuseson following the procedures and steps that the manualdescribes, exactly as they are written.It also involves verifying if the pre-requisite informationthat is required to complete a task, and referencedinformation is accurate, and easily locatable. Clarity ofthe content and whether it enables the reader touse the document / product is also the focus of this edit.
17Checklist – Editing for Usability 1. User viewpoint2. Reader response3. Conventions4. Navigational aids5. Index
18Checklist – Format Edit A format edit determines that the documentconforms to the organizations standards ontypography, layout and illustrations.Checklist – Format Edit1. Typography2. Indentation3. Column width4. Layout5. Placement and display of figures and illustrations
19Checklist – Integrity Edit An integrity edit ensures that the document is internallyconsistent.Checklist – Integrity Edit1. References to figures, tables, sections, part numbers,product numbers and other documents2. Page numbers3. TOC Vs. text4. Numeric sequences5. Lettered sequences
20Coordination and Policy Edit A coordination edit is concerned with document handling,planning and estimating, monitoring and coordinatingproduction processes and interfaces with writer,support groups, production groups, and dealswith printers.A policy edit ensures that the document conformsto the policy of the company, in terms of presentation,content, legal requirements, copyright, logos,disclaimers, use of references, and trademarks
22Most Common Errors 1. Contradictions 9. Wordiness 2. Acronyms 10. Like Vs. as3. Emphasis11. Negatives4. Transition12. Passive voice5. Examples13. Capitalization6. Omitted steps14. Quotation Marks7. Repeated steps15. Commas8. Ambiguity16. Apostrophe
23Most Common Errors 17. Subject Verb 18. Hyphen 19. Figure Vs. Text 20. Lists21. Headings22. Double words
24House Style Guide in Editing A good style guide assumes writers know how to write,think and exercise good judgment. They anticipate thatrules may have to be bent and provide ways to bendthem.Good style guides focus on only style issues, solve actualproblems and save writers and editors time. A style guideshould state a preferred style when there is more thanone method of doing something.The style guide should also bend other style rules tofit the needs of your organization.
25House Style Guide in Editing A good style guide addresses a lot of common styleissues across different documents.Ensures that all the books/manuals the companypublishes speak in one voice.Can, to some extent ensure that all documents thatdescribe one product/service; look, sound and feel asthough one person wrote them.
26Tips and Tricks Grammar Tip: Educate yourself to make yourself see that English grammar and usage cannot alwaysbe reduced to absolute rules. The more knowledge youhave on English grammar, the faster you can completemicro-level edits and concentrate on macro-level edits.Grammar Trick: When in doubt, rewordCompounding Tip: Don’t argue on trivial details and missthe bigger picture. Record decisions on style sheets sothat you can use them to edit later chapters.
27Tips and Tricks Content Organization Tip: You may be trying to solve a problem at a lower level and may need to widenyour focus. If changing words doesn’t help look atthe whole sentence. Else, look at the paragraph.Maybe you should delete the sentence?Content Organization Trick: expand at higherlevels of heads. Avoid burying the information toodeep or your readers will not be able to find it.
28Tips and Tricks Procedure Editing Tip: edit for order, clarity and presentation. If a procedure is too complex, make aflowchart out of it. Can you use tables as a means ofconveying information? Ensure all column headingsof the table are visible for maximum readability.Procedure Editing Tip: edit for order, clarity andpresentation. Tables are breeding grounds for typos, soedit them with care.
29Tips and Tricks Glossary Editing Tip: check if all words are included. Conversely, check that the glossary isnt filled withunwanted terms.Index Editing Tip: pick a few topics and think of all waysyou might search for the topic content. If there are noindex entries for your words, chances are they won’t beindex entries for other words.
30Thanks for your patience, input and cooperation!