In-house editing tips

November 19, 2017

Editing texts at work – reports, circulars, strategic plans and the like – is a vital step in preparing them to communicate their content as well as possible. Hiring a professional editor is generally a good idea, but if the text is for in-house use only, that may be overkill.

In this situation, editing is assigned to a company employee who is not a professional editor but has a good command of English prose. The question is, how do you do it? Where do you start? What do you prioritise?

My friends at Emphasis Training asked me to break down the job of editing texts at work. My article is now up on the Emphasis website: The smart way to edit your colleagues’ documents. It offers 23 bite-sized tips. Here are two:

Edit like for like

Review similar items together, for example all the tables and captions, or all the headings and subheadings. Clumping these tasks means you’re looking out for the same things at once, which reduces the cognitive load and also the chances of overlooking something.

Read for logic

Office reports are often written by more than one person or over a period of time. This can lead to disjointed prose: lines may be added or changed without due regard for context, causing breaks in flow. If your work environment permits it, read the text aloud. This will help you notice any awkward phrasing or non sequiturs.

You can read the rest here.


Adding a comma between the subject and predicate, is inadvisable

November 1, 2017

In his classic short book on punctuation, Mind the Stop, G.V. Carey says of the comma: ‘The writer who handles this puny little stop correctly and sensibly can probably punctuate as well as need be.’ My work as a copy-editor generally bears this out, but such proficiency is unusual. It’s a tricky mark to master.

One of the first things we learn implicitly about commas is that they’re not normally used between a subject and predicate: Jane cycles, not *Jane, cycles. They may, of course, be needed in pair form if the subject is followed by an appositive phrase (Jane, a city girl, cycles) or a non-restrictive clause (Jane, who is a city girl, cycles).

Jane, cycles is perhaps a misleading example in that the subject is short and simple, and such a mistake would be unlikely from a native-English speaker with basic education. Lengthen or complicate the subject, though, and commas begin to materialise.

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The prescriptivism is coming from inside the house

September 30, 2017

Still playing catch-up on Michael Connelly’s books, I recently read his novel The Drop, which features his usual protagonist, LA-based police detective Harry Bosch. Bosch is at home watching a security tape (well, a DVD), on his teenage daughter’s laptop. She asks him what it’s about. Bosch says to her:

‘This guy checking in, he goes up to his room on the seventh floor last night and this morning he’s found on the sidewalk below. I have to figure out if he jumped or if he got dropped.’

She stopped the playback.

‘If he was dropped, Dad. Please. You sound like a palooka when you talk like that.’

‘Sorry. How do you know what a “palooka” is, anyway?’

‘Tennessee Williams. I read. A palooka is an old fighter who’s like a lout. You don’t want to be like that.’

It’s not the first time Madeline has corrected her father. In ‘Harry Bosch, trainee prescriptivist’ I reported how (in Connelly’s The Reversal) she upbraided him for using nonstandard grammar: a dialect usage of the form I’m done my work. Me, I’d rather be a palooka than a peever, but Madeline is young; she’ll come round yet.

Connelly’s books are usually well edited, but The Drop has a few questionable items worth a look – not to find fault, but out of editorial and readerly interest. First:

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Steven Pinker on rewriting

September 13, 2017

When you want to improve a piece of writing, showing it to someone (such as a beta reader) is often a good idea. This doesn’t apply to everything, obviously, but it’s especially valuable for text intended for publication, or when you’re concerned about how the audience will react to what you’ve written.

Steven Pinker, in The Sense of Style (2014), recommends that you also ‘show a draft to yourself’ – preferably having spent time away from it. This too is sound advice. It’s not new, but I like the slant Pinker puts on it, that you should show it to yourself as though you were another person, which, in a sense proportionate to the time that has passed, you are. He says you may find yourself wondering, as he does:

‘What did I mean by that?’ or ‘How does this follow?’ or, all too often, ‘Who wrote this crap?’

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Elena Ferrante delaying the verb

September 9, 2017

A long complicated sentence should force itself upon you, make you know yourself knowing it. —Gertrude Stein

Writers are often advised to introduce the main verb of a sentence early. It’s generally good advice. Delaying the verb by prefacing it with subordinate clauses, adjuncts, participle phrases and assorted throat-clearing puts a cognitive load on readers. They must hold it all in their short-term memory until the verb arrives and they find out what frame the extra information fits into.

This is a particular problem in nonfiction prose, where communicating facts is a primary aim. I see it regularly in texts I edit: long lists and unpredictable subclauses pile up before I learn what the sentence is even about. With a little rearrangement the main verb can be brought forward, and the point is made much more direct and comprehensible.

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When is a typo not a typo? In the wor(l)d of Ulysses

June 6, 2017

Thus the unfacts, did we possess them, are too imprecisely few to warrant our certitude —James Joyce, Finnegans Wake

As a copy-editor I try to abide by the typographic oath: First, do no harm. When you’re making changes to a writer’s text, whatever you do, don’t introduce an error. But at the risk of undermining that solid principle, there is an occasional exception.

Enter James Joyce.

Cover of OUP edition of "Ulysses", the 1922 text, with cover illustration by Richard Hamilton featuring black and white figures in quasi-Cubist styleThe length and complexity of Ulysses, and the difficulties of its publication, mean that many subtly different versions of the text exist. The first legal edition in the US, which became its standard edition for decades, was based on a pirated copy, for example.

Typographical errors arose inevitably from multiple sources; complicating things further is the fact that some ‘errors’ were deliberate but wrongly ‘corrected’ by printers or editors. And then there were all those rewrites and updates by the author while the thing was being serialised. And afterwards. Brenda Maddox, in Nora, notes that Joyce wrote ‘as much as one third of the final text of Ulysses in the form of corrections or additions in the margins of the proof sheets’.

So there is no ideal, ‘master’ text; in fact Joyce scholars fight over the best way to decide what this even means.

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The ambiguous Oxford comma

April 21, 2017

The more finicky a distinction, the more fanatically people take sides over it. The Oxford comma (aka serial comma, series comma, etc.) is a case in point. Some people – often copy editors or writers – adopt it as a tribal badge and commit to it so completely that it becomes part of their identity. They become true believers.

Being a true believer means adhering to the faith: swearing, hand on stylebook, that the Oxford comma is the best option, end of story. ‘It eliminates ambiguity,’ they assert without qualification. Many claim to use it ‘religiously’, or they convey their devotion to it in analogous secular terms.

Either way, this is dogma, and like all dogma it masks a more complicated (and more interesting) truth.

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