Keys to Effective Editing
Tech writers document processes, organize procedures, and pay great attention to detail. One of their often-unacknowledged activities is editing. In an attempt to strengthen my technical writing skills, I recently completed an online course from www.ed2go.com entitled “The Keys to Effective Editing”.
The instructor stated that the primary responsibility of an editor is to clarify the author’s words and intent. An editor doesn’t create additional material; an editor doesn’t insert words into the author’s mouth. A good editor does leave an author feeling that the document is still the same document, only better written.
The six-week course provided instruction in editing both fiction and non-fiction.
Course topics applying only to fiction included an introduction to copyright law and to front and back matter (content at the front and back of books). Fiction editing itself is quite different from editing technical documents. Tracking character identities and story lines would be interesting, but it requires a definite change in mindset from the typical work of editing facts and layout in a technical document.
Several topics, applicable to both fiction and non-fiction, were especially relevant to technical writing:
- Copy editor symbols (both handwritten symbols and Microsoft Word’s Track Changes)
- Techniques for better syntax and style, such as avoiding stereotyping and sexism (for example, “if the customer calls about his/her/their purchase”)
- Using active vs. passive voice
- Using parallel construction
- Guidelines for spelling, capitalization, number usage, abbreviations, and hyphens
- Common grammar and punctuation problems
I found the lesson on how to build and maintain good editor-author-publisher relationships surprisingly practical. Although technical writers do not customarily work with authors or publishers, we often work with project managers. In both cases content must be agreed upon, deadlines must be met, and personality differences must be overcome.
One lesson was devoted to illustrations such as artwork, photographs, and tables. The instructor provided rules for numbering items and labeling contents. She also demonstrated how to track these types of illustrations, especially if content is rearranged. It was also interesting to note that, although an editor seldom reviews table contents, it is prudent to confirm that formula results are correct.
The instructor emphasized the need for consistency and included an extensive list of style guides. She also illustrated clearly how to use a style sheet. Creating one for my department’s use resulted in a lively discussion regarding personal preference and consistency in presentation.
The final lesson provided information on beginning an editing career. Considering the number of tech writers who are facing employment challenges, this last topic itself may be worth the course cost in order to learn how to expand one’s technical writing skills to a related field.