BA 324H Editing Step-By-Step

BA 324H Editing Step-By-Step

<p>BA 324H Editing Step-by-Step Source: Peer Editing Instructional module by Dr. Dale Cyphert, Business Communication Coordinator College of Business Administration University of Northern Iowa</p><p>When you edit a document, your basic job is to read “like the real reader” would. This means you try to anticipate the audience’s expectations, level of knowledge, and purpose. As an editor, you offer suggestions, request clarifications, and provide advice to the writer. As part of a “review and revision” process, you and your colleagues will often write, edit, and revise as a team, creating documents that do the best possible job of conveying your intended meaning to the intended reader. </p><p>Step One - Understand the Audience</p><p>Discuss the situation, document goals, and intended audience with your editing partner or group. List any specific content or format that have been requested by the client. How will this document fulfill the general business requirements of being action-oriented, sales-minded, rational and democratic?</p><p>Step Two - Check the Format</p><p>Look at the “whole” document to see if it “looks like” what your audience will expect. A good first impression depends on sending a letter that looks like a business letter, or a memo that looks like a memo. Compare a sample document with the one you are editing:</p><p>1. Does the document format conform to the client’s requests and expectations? 2. Are the margins about the same size? Is the text centered both up and down and from side to side? Does the page look full, but not “tight”? 3. Are the paragraphs blocked, single spaced and all separated by the same amount of space? 4. Do any graphics, bullets, or spacing changes support the message content? 5. Do all lines of text, including margins, bulleted paragraphs and address blocks, line up with straight imaginary lines? Are all indentations even and on the same line? 6. Does the document present a clean, crisp and professional look? Lots of white space? Good black/white contrast? Is the text nice and black, without breaks or bad spots? Is the empty space nice and white, free of speckles, smears, and dirt? 7. Does the format include all the necessary address and routing information? Is the letterhead correct? Is the document correctly and appropriately addressed? Mark all items on the document that do not conform to format requirements or expectations. Step Three - Check the Content </p><p>Read the document for overall responsiveness to the context. No communication is “good” communication unless it is appropriate for the situation and audience. Try to think like the intended audience and check each of the items below:</p><p>1. Can you tell what action or decision is being considered? Does the writer answer the question that is being asked? Would the expected audience have any other questions that haven’t been answered? Does all the information appear to be relevant to the audience’s needs? 2. Is the projected relationship appropriate to the situation? Does the projected relationship seem to match the amount, quality, and focus of information provided? Does the writer provide any information or comment that seems too confidential, too personal or too sensitive? 3. Is the content of the document logically valid and coherent? Is enough information provided that a reader can understand what is going on? Do references and pronouns clearly indicate what or who is being discussed? Are items clearly described before they are referenced? Does the order of events described follow a clear timeline? 4. Would the entire message be clear to a “man on the street” reader? Does the beginning section provide an accurate summary of the entire document? 5. Do headers accurately represent section content? Is body data valid and complete? Are statements supported by examples or data? Are all the steps in the logic explicit and clear?</p><p>Mark all points in the document where ideas are unclear, illogical, or inappropriate to the situation </p><p>Step Four - Check the Style </p><p>Read the document to see that it maintains a businesslike tone throughout. It should be direct, concise and clear. It should be active, sales-minded, rational and democratic. Format, structure and language should all be used to project a professional image. Read carefully through the document again, checking each section for style:</p><p>1. Is each idea expressed only once? Are there repetitions of any ideas, facts or sources? Is all discussion of a single topic, idea or concept kept together in a single paragraph or section? Is the tone assertive and straightforward? 2. Are more words used than are necessary? Are the best words used? Do vague or ambiguous words leave any points unclear? Are adjectives, adverbs, and phrases used to make sentences shorter and more efficient? Eliminate any redundant words or sentences or excessively long sentences. 3. Do any stock phrases, clichés, or jargon clutter up the document or make the meaning unclear? Is language direct and to the point? 4. Does each sentence say exactly what is meant? Do you have to guess at the meaning of anything? 5. Is the focus on an action or a decision? Does the writer use active voice whenever possible? 6. Are reader’s needs recognized with a “sales attitude”? Is the focus on the reader’s needs, interests or requests? 7. Does the writer make clear, direct statements? Are all statements supported with reasoning or evidence? Are there any unnecessary or unsupported “feelings” or “opinions”? 8. Does the writer treat the reader with respect? Does the writer invite, rather than demand, a response? Would you be comfortable doing business with this writer? 9. Is the expression too informal? Bureaucratic? Wordy? Inappropriately gender- specific? Mark each sentence on the document that requires changes to meet stylistic expectations.</p><p>Step Five -- Check the Language</p><p>Read the document one last time to insure language is used correctly and consistently. Use the most conservative language rules available unless your client or supervisor has specifically requested a different standard.</p><p>1. If editing on a word processor, use the spell check and grammar check functions. 2. Read EACH sentence separately and carefully. Does it clearly express a complete idea? Check that all words are used correctly. Insure that mood, tense, and person are consistent and logical. 3. Read through the paper for grammar errors that are on your “hot list.” 4. Read through the paper for punctuation errors that are on your “hot list.” 5. Read through the paper and double check spelling of words that won’t be found by a spell check. </p><p>Mark any spelling, punctuation, or grammar errors.</p>

View Full Text

Details

  • File Type
    pdf
  • Upload Time
    -
  • Content Languages
    English
  • Upload User
    Anonymous/Not logged-in
  • File Pages
    3 Page
  • File Size
    -

Download

Channel Download Status
Express Download Enable

Copyright

We respect the copyrights and intellectual property rights of all users. All uploaded documents are either original works of the uploader or authorized works of the rightful owners.

  • Not to be reproduced or distributed without explicit permission.
  • Not used for commercial purposes outside of approved use cases.
  • Not used to infringe on the rights of the original creators.
  • If you believe any content infringes your copyright, please contact us immediately.

Support

For help with questions, suggestions, or problems, please contact us