Welcome to Session 11 of the Better Writing Boot Camp. This
is the second-last session, so we’re in the home stretch. But, don’t let your
energy or focus relax just yet – the remaining couple of topics are also
important.
Today we’re looking at the differences between revising, copy
editing, and proofreading. I find that when writers understand the differences
– and approach each as a separate task – their writing is much clearer.
Many writers talk about “editing” their work. Usually
they’re talking about basically the second last step they take before giving
the document to the end reader. In other words, it’s a step that can include everything
from revising, to clarifying, to tidying up the document. Because the skills,
techniques, and attention involved in revising, copy editing, and proofreading
are different, you should treat them as separate steps.
Revising
Revising involves reading the document from the perspective
of the reader. In other words, when revising, you should ask yourself whether:
·
you’ve included all the information the reader
needs – if not, now’s the time to fill in the gaps in the analysis
·
all the information is clear to the reader
·
the information is in an order that makes sense
to the reader – if not, take time to rearrange the information
·
the information is sufficiently detailed but concise
– if not, focus the information by trimming out anything that is unimportant
Writers sometimes gloss over this important step. They may do
so because they feel they’ve been paying attention to these things as they were
writing. Or, if they took time to create an outline before they started, they
feel they considered these things at that point. But, regardless of how careful
and thoughtful you were when writing, of necessity, your focus was from the
storyteller’s perspective. Revising is about analysing the information from the
reader’s perspective so you must approach revising as a distinct task.
Sometimes writers are not able to objectively review their
writing from the reader’s perspective. This can happen, for example, if you’ve
been working on a document for some time or have written many preliminary
drafts. If this is the case, you should find someone who can read it and
provide honest, objective feedback. (In the world of professional editing, what
you’d be looking for is someone skilled at “substantive” or “content” editing.)
After you’ve finished revising the document and have a more-or-less
final draft, it’s time for copy editing.
Copy Editing versus
Proofreading
Many folks use copy editing and proof reading
interchangeably. Strictly speaking, they are not the same. Copy editing is
editing for grammar, spelling, punctuation, and checking for formatting inconsistencies,
repetition, and so on. Copy editing also includes fact checking and verifying
references and citations.
Proofreading is a separate step that’s done after you’ve
revised the document and after it’s been copy edited. Strictly speaking, proofreading
happens after a manuscript is printed but before it is distributed. It is
basically a final read to catch typos, inconsistent spellings, bad line or page
breaks, missing pages, and so on.
That said, a skilled copy editor will often be sufficient to
catch proofreading-type errors in standard business documents.
Closing thoughts…
Revising and copy editing are important steps in creating a
document. Don’t skip either of them. Revising helps ensure your writing is
clear, with all the sentences, paragraphs, and ideas working together to make
the reader’s trip toward understanding effortless. Copy editing helps uphold
your reputation as a skilled, knowledgeable professional.
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2019 Good with Words