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.