Courtesy: net_efekt
How many times have you been giving an important presentation and seen glaring errors on the big screen that you swear weren’t there before? Or read one of your emails and cringed because you didn’t give it a once-over before sending? Here, guest blogger (and veteran copywriter) Dan O’Sullivan gives us a few tips on self-editing.
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Like it or not, most of us have to spend at least part of our workday writing. You may be carefully crafting a presentation you’ve been asked to give or just dashing off a few emails over morning coffee.
If whatever it is you’re writing is important — and you don’t have the luxury of an editor watching your back — then you have to spend some time self-editing.
“But I’m not an editor,” I can hear you whine. “I hated English in high school, and I majored in biology in college,” you mutter as the sweat begins dripping down your brow. “If it involves anything more than running Spellcheck, I don’t think I can take it!” you scream.
It’s okay. Relax. You may never be a professional-level editor, but you can at least do a pretty good job. Start by following these five tips. And while you’re at it, always take a few minutes to read your writing aloud. That step alone will help you catch the most embarrassing errors.
1) The sentence that wouldn’t end.
You might not be aware of your transgression as you’re in the middle of it. But when you finally hit the period key and take a look at the serpentine sentence you just birthed, it should be perfectly clear: You’ve created a horrific run-on sentence. Now it’s your duty to slay the beast. Try trimming a few words or, better yet, break it into two or three shorter sentences.
2) I repeat: Don’t repeat that verb.
Anyone who’s written a journal article has probably struggled with this one: verb repetition. It’s so easy to fall back on the same old verbs like show, demonstrate, establish, determine, prove and conclude. Repeating these or other verbs in paragraph after paragraph looks lazy and can bore or even distract the reader. (See what The Isis Group has to say about this very topic)
TIP: Use Microsoft Word’s “Find and Replace” feature. Hit CTRL-F to access this function, type in the word, click “Highlight all items found in” and click “Find All”. All instances of the word you specify will be highlighted. If the verb pops up too often, try substituting some synonyms.
3) You’re bare is hear. I mean, your bear is here.
Way back in junior high, I learned about “homophones.” (Given my 13-year-old tastes in humor, I’m guessing I found this word hilarious.) These pesky creatures are words that sound alike but have different spellings and/or meanings. Aisle, I’ll, isle. There, they’re, their. Two, to, too. You get the idea.
Now don’t get stuck using patience when referring to patients. Do check out The Isis Group’s post on homonyms.
4) When words go missing.
That research paper you slaved over has finally been published, but it’s fatally flawed. Why? You left out the word “it” in that subheading halfway down the left column. And now every time you see that damn research paper, the phantom “it” cries out to you, “How could you have forgotten me? Didn’t you understand how important I was to that subheading?” You would have caught “it” (or missing articles like “a,” “an” or “the”) if you had only read your copy aloud.
TIP: If you ever hear “it” or any other word speaking to you, please consult a good psychiatrist.
5) Unparallel lines.
This is kind of a nitpick, but what the heck. Let’s say you have a list of bullet points. Each one should take the same form. For instance, start each bullet with an active verb (operate), a past-tense verb (operated) or a gerund (operating), but don’t mix the three. And either use a period at the end of each bullet or don’t. My rule of thumb: If the bullet makes a complete sentence, include a period. If not, skip the period.
What self-editing tips would you add to the list? Let us know.
And if you need assistance with writing or editing your next manuscript or grant, contact The Isis Group.
About Dan O’Sullivan
Dan O’Sullivan is a partner at the Boston-based copywriting agency The Hired Pens and blogs at the semi-popular Lightning and the Lightning Bug.
Tags: Manuscript, presentation, scientific editing, scientific writing
I disagree slightly on the verb repetition, in particular for scientific and regulatory documents where “synonyms” can have completely different meanings from a procedural or legal standpoint.
If your paragraph is dragging out so long that you need verbal variety to maintain interest, it probably means the paragraph is too long.
What do others have to say about this?
Bernard,
I agree that the correct verb should be used to convey the most accurate meaning. However, we commonly observe verb repetition in manuscripts, where the same verb is used repeatedly in one or more paragraphs. In this instance, it is easy to use a synonym.
A scientific editor is a great person to turn to when you need an independent opinion on how to “slash and burn” lengthy paragraphs!
Laura
Bernd, Laura,
I in parts agree and disagree with those opinions. From a non-native speaker view I prefere it simple (and stupid). The more complex e.g. a scientific article is to read the more troble non-native english speakers will have. Due to my own long experiance this is in most cases this is caused by use of different (seldom) verbs.
On the other hand it can indeed change the quality of an article: so a good balance between both points is of much importance.
However, thanks fr sharing this top 5 with us!
Jens
Thank you both for your comments! I am glad you enjoyed Dan’s post.