Editing Skills Workshop Part 2 of 2

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<ul><li><p>Improving Business Writing</p><p>Writing Workshop Series: Editing Skills </p><p>November 13, 2015 Rachael Walker</p></li><li><p>Outline</p><p>Review</p><p>Editing language</p><p>Editing mechanics</p><p>Exercise</p></li><li><p>Outline</p><p>Review</p><p>Editing language</p><p>Editing mechanics</p><p>Exercise</p></li><li><p>Writing Process</p><p>Step 1: Gather info</p><p>Step 2: Procrastinate </p><p>Step 3: Freak out</p><p>Step 4: Organize</p><p>Step 5: Flesh out</p><p>Step 6: Tweak</p><p>Step 7: Beautify</p></li><li><p>Overview of the Editing Process</p><p>The five cardinal c's of editing</p></li><li><p>The five cardinal c's of editing</p><p>1) Correctness</p><p>Overview of the Editing Process</p></li><li><p>The five cardinal c's of editing</p><p>1) Correctness</p><p>2) Consistency </p><p>Overview of the Editing Process</p></li><li><p>The five cardinal c's of editing</p><p>1) Correctness</p><p>2) Consistency</p><p>3) Clarity </p><p>Overview of the Editing Process</p></li><li><p>The five cardinal c's of editing</p><p>1) Correctness</p><p>2) Consistency</p><p>3) Clarity</p><p>4) Comprehensiveness </p><p>Overview of the Editing Process</p></li><li><p>The five cardinal c's of editing</p><p>1) Correctness</p><p>2) Consistency</p><p>3) Clarity</p><p>4) Comprehensiveness</p><p>5) Conciseness </p><p>Overview of the Editing Process</p></li><li><p>Language Editing</p><p>Grammar </p><p>Word usage </p><p>Diction</p></li><li><p>Language Editing</p><p>Grammar </p><p>Word usage </p><p>Diction</p><p>Correct</p><p>Concise</p><p>Precise</p><p>Appropriate </p></li><li><p>Language Editing</p><p>Consistency of terminology</p><p>Personnel Administration</p><p>Human Resources Management</p><p>Personnel Management</p><p>Staffing Administration </p></li><li><p>Content Editing</p><p>Correctness of content</p><p>Identify any missing information</p></li><li><p>The Editing Process</p></li><li><p>Writing Process</p><p>Step 1: Gather info</p><p>Step 2: Procrastinate </p><p>Step 3: Freak out</p><p>Step 4: Organize</p><p>Step 5: Flesh out</p><p>Step 6: Tweak</p><p>Step 7: Beautify</p></li><li><p>The Editing Process </p><p> 1) Edit structure</p><p>Step 1: Gather info</p><p>Step 2: Procrastinate </p><p>Step 3: Freak out</p><p>Step 4: Organize</p><p>Step 5: Flesh out</p><p>Step 6: Tweak</p><p>Step 7: Beautify</p></li><li><p>The Editing Process </p><p> 1) Edit structure</p><p> 2) Edit language</p><p>Step 1: Gather info</p><p>Step 2: Procrastinate </p><p>Step 3: Freak out</p><p>Step 4: Organize</p><p>Step 5: Flesh out</p><p>Step 6: Tweak</p><p>Step 7: Beautify</p></li><li><p>The Editing Process </p><p> 1) Edit structure</p><p> 2) Edit language</p><p> 3) Edit mechanics</p><p>Step 1: Gather info</p><p>Step 2: Procrastinate </p><p>Step 3: Freak out</p><p>Step 4: Organize</p><p>Step 5: Flesh out</p><p>Step 6: Tweak</p><p>Step 7: Beautify</p></li><li><p>The Editing Process</p><p>Tips:Take a break before you </p><p>edit</p><p>Change it to a strange font</p><p>Read quickly and make short notes first</p><p>Don't forget to run spell check!</p></li><li><p>The Editing Process </p><p> 1) Edit structure</p><p> 2) Edit language</p><p> 3) Edit mechanics</p><p>Step 1: Gather info</p><p>Step 2: Procrastinate </p><p>Step 3: Freak out</p><p>Step 4: Organize</p><p>Step 5: Flesh out</p><p>Step 6: Tweak</p><p>Step 7: Beautify</p></li><li><p>Editing Structure</p><p>Details</p><p>A-HA!</p><p>Writing in most languages Writing in English</p><p>Details</p></li><li><p>Editing Structure</p><p>Paragraphs</p><p>Bullet points</p><p>Structure at large</p><p>Writing in English</p><p> Details</p></li><li><p>Editing Structure</p><p>Clarity</p><p>Clear and direct conclusion</p><p>Well supported</p><p>Constructive, practical follow-up</p><p>Writing in English</p><p> Details</p></li><li><p>Editing Structure</p><p> Perspective</p><p>Balance of positives and negatives</p><p>Portray significance</p></li><li><p>Step 1: Gather info</p><p>Step 2: Procrastinate </p><p>Step 3: Freak out</p><p>Step 4: Organize</p><p>Step 5: Flesh out</p><p>Step 6: Tweak</p><p>Step 7: Beautify</p><p>How not to have to Edit Structure</p></li><li><p>How not to have to Edit Structure</p><p>1) Identify main ideas and conclusions</p></li><li><p>1) Identify main ideas and conclusions</p><p>2) Organize your smaller and supporting thoughts under these points</p><p>How not to have to Edit Structure</p></li><li><p>1) Identify main ideas and conclusions</p><p>2) Organize your smaller and supporting thoughts under these points</p><p>3) Identify missing information</p><p>How not to have to Edit Structure</p></li><li><p>Writing</p><p>Step 1: Gather info</p><p>Step 2: Procrastinate </p><p>Step 3: Freak out</p><p>Step 4: Organize</p><p>Step 5: Flesh out</p><p>Step 6: Tweak</p><p>Step 7: Beautify</p></li><li><p>Writing</p><p>Step 1: Gather info</p><p>Step 2: Procrastinate </p><p>Step 3: Freak out</p><p>Step 4: Organize</p><p>Step 5: Flesh out</p><p>Step 6: Tweak</p><p>Step 7: Beautify</p><p>Just Write</p></li><li><p> 1) Edit structure</p><p> 2) Edit language</p><p> 3) Edit mechanics</p><p>Step 1: Gather info</p><p>Step 2: Procrastinate </p><p>Step 3: Freak out</p><p>Step 4: Organize</p><p>Step 5: Flesh out</p><p>Step 6: Tweak</p><p>Step 7: Beautify</p><p>The Editing Process</p></li><li><p>Outline</p><p>Review</p><p>Editing language</p><p>Editing mechanics</p><p>Exercise</p></li><li><p>The Editing Process</p><p> 1) Edit structure</p><p> 2) Edit language</p><p> 3) Edit mechanics</p><p>Step 1: Gather info</p><p>Step 2: Procrastinate </p><p>Step 3: Freak out</p><p>Step 4: Organize</p><p>Step 5: Flesh out</p><p>Step 6: Tweak</p><p>Step 7: Beautify</p></li><li><p>The Editing Process</p><p> 1) Edit structure</p><p> 2) Edit language</p><p> 3) Edit mechanics</p><p>Step 1: Gather info</p><p>Step 2: Procrastinate </p><p>Step 3: Freak out</p><p>Step 4: Organize</p><p>Step 5: Flesh out</p><p>Step 6: Tweak</p><p>Step 7: Beautify</p></li><li><p>The Editing Process</p><p> 1) Edit structure</p><p> 2) Edit language</p><p> 3) Edit mechanics</p><p>Step 1: Gather info</p><p>Step 2: Procrastinate </p><p>Step 3: Freak out</p><p>Step 4: Organize</p><p>Step 5: Flesh out</p><p>Step 6: Tweak</p><p>Step 7: Beautify Appropriateness </p><p>Grammar</p><p>Precision</p><p>Brevity</p></li><li><p>Editing Language</p><p>1) Appropriate language </p></li><li><p>Editing Language</p><p>1) Appropriate language</p><p>Gender neutral Chairman Chair person</p><p>Delete unnecessary pronounsThe director she manages The director manages </p></li><li><p>Editing Language</p><p>1) Appropriate language</p><p>Gender neutral Chairman Chair person</p><p>Delete unnecessary pronounsThe director she manages The director manages</p><p>Use plural pronouns Each manager and his staff The managers and their staff </p></li><li><p>Editing Language</p><p>1) Appropriate language</p><p>Gender neutral Chairman Chair person</p><p>Delete unnecessary pronounsThe director she manages The director manages</p><p>Use plural pronouns Each manager and his staff The managers and their staff</p><p>Use both pronounsEach manager and his staff Each manager and his / her staff </p></li><li><p>Editing Language</p><p>1) Appropriate language </p><p>Audience</p></li><li><p>Editing Language</p><p>1) Appropriate language</p><p>AudienceBoard committeeExternal stakeholdersExecutivesSenior staffStaff </p></li><li><p>Editing Language</p><p>2) Grammar </p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Know thyself</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Know thyself</p><p>Example 1: (time indicators and tenses)The software has been operational for three months.</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Know thyself</p><p>Example 1: (time indicators and tenses)The software has been operational for three months.The software has been operational since March.</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Know thyself</p><p>Example 1: (time indicators and tenses)The software has been operational for three months.The software has been operational since March.The software was implemented three months ago. </p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Know thyself</p><p>Example 2: (conditional, future, and subjunctive)</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Know thyself</p><p>Example: (conditional, future, and subjunctive)If it is implemented, there will be major improvements.</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Know thyself</p><p>Example: (conditional, future, and subjunctive)If it is implemented, there will be major improvements.If it were implemented, there would be major improvements.</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Know thyself</p><p>Example: (conditional, future, and subjunctive)If it is implemented, there will be major improvements.If it were implemented, there would be major improvementsIf it had been implemented, there would have been major </p><p>improvements.</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Know thyself</p><p>Pay attention to common grammar pitfalls</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Avoid passive</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Avoid passive</p><p>Example: Incompatible functions were noted by Management.</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Avoid passive</p><p>Example: Incompatible functions were noted by Management.Management noted incompatible functions.</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Aim for subject verb object construction </p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Aim for subject verb object construction</p><p>Example: Based on the available information, irregularities were not found. </p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Aim for subject verb object construction</p><p>Example: Based on the available information, irregularities were not found.Based on the available information, the team did not find </p><p>irregularities. </p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Begin sentences with nouns when possible</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Begin sentences with nouns when possible</p><p>Example: Based on the available information, the team did not find </p><p>irregularities.</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Begin sentences with nouns when possible</p><p>Example: Based on the available information, the team did not find </p><p>irregularities.Based on the available information, The team did not find </p><p>irregularities.</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Use positive verbs</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Use positive verbs</p><p>Example: The team did not find irregularities.</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Use positive verbs</p><p>Example: The team did not find irregularities.The team found no irregularities. </p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Lead with the most important verb</p><p>Example: Staff must aim to improve performance.</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Lead with the most important verb</p><p>Example: Staff must aim to improve performance.Staff must aim to improve performance.</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Break up noun strings</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Break up noun strings</p><p>Example 1: ABC University English Department</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Break up noun pyramids</p><p>Example 1: ABC University English DepartmentThe English Department at ABC University</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Break up noun pyramids</p><p>Example 1: ABC University English DepartmentThe English Department at ABC University</p><p>Example 2: Department's budgeted sabbatical monies</p></li><li><p>Editing Language</p><p>2) Grammar</p><p>Break up noun pyramids</p><p>Example 1: ABC University English DepartmentThe English Department at ABC University</p><p>Example 2: Department's budgeted sabbatical moniesMonies budgeted by the department for sabbaticals </p></li><li><p>Editing Language</p><p>3) Precision </p></li><li><p>Editing Language</p><p>3) Precision </p><p>Terms</p></li><li><p>Editing Language</p><p>3) Precision </p><p>Terms</p></li><li><p>Editing Language</p><p>3) Precision </p><p>Terms</p><p>Human Resources</p></li><li><p>Editing Language</p><p>3) Precision </p><p>Verbs</p></li><li><p>Editing Language</p><p>3) Precision </p><p>Verbs</p><p>Use power verbs</p></li><li><p>Editing Language</p><p>3) Precision </p><p> Verbs</p><p>Use power verbs</p><p>Use the following sparingly: </p></li><li><p>Editing Language</p><p>3) Precision </p><p> Verbs</p><p>Use power verbs</p><p>Use the following sparingly: </p><p>do, make, go, come, get, take, bring</p></li><li><p>Editing Language</p><p>3) Precision </p><p>Verbs</p><p>Use power verbs</p><p>Use the following sparingly: </p><p>do, make, go, come, get, take, bring</p><p>Example: The manager gets the documents ready</p></li><li><p>Editing Language</p><p>3) Precision </p><p>Verbs</p><p>Use power verbs</p><p>Use the following sparingly: </p><p>do, make, go, come, get, take, bring</p><p>Example: The manager gets the documents ready.The manager prepares the documents.</p></li><li><p>Editing Language</p><p>3) Precision </p><p>Verbs</p><p>Avoid phrasal verbs</p></li><li><p>Editing Language</p><p>3) Precision </p><p>Pronouns and articles</p><p>Things</p><p>There</p><p>Some</p><p>There are</p></li><li><p>Editing Language</p><p>3) Precision Adverbs and intensifiers</p><p> Very Clearly Significant</p></li><li><p>Editing Language</p><p>4) Brevity</p></li><li><p>Editing Language</p><p>4) Brevity </p><p>Adverbs</p><p>Do you really need the adverb?</p><p>Is it absolutely necessary to convey meaning? </p></li><li><p>Editing Language</p><p>4) Brevity </p><p>Restrictive clauses (who, which) </p></li><li><p>Editing Language</p><p>4) Brevity </p><p>Restrictive clauses (who, which)</p><p>Can you find an adjective?</p><p>Example: Employees who have been terminated</p></li><li><p>Editing Language</p><p>4) Brevity </p><p>Restrictive clauses (who, which)</p><p>Can you find an adjective?</p><p>Example: Employees who have been terminated</p><p> Terminated employees </p></li><li><p>Editing Language</p><p>4) Brevity </p><p>Nominalization</p><p>Use the verb where possible </p></li><li><p>Editing Language</p><p>4) Brevity </p><p>Nominalization</p><p>Use the verb where possible Example: </p><p>The stations allow for improved time tracking.</p></li><li><p>Editing Language</p><p>4) Brevity </p><p>Nominalization</p><p>Use the verb where possible Example: </p><p>The stations allow for improved time tracking.The stations allow for improved time tracking</p></li><li><p>4) Brevity </p><p>Use short sentences</p><p>Editing Language</p></li><li><p>4) Brevity </p><p>Use short sentences</p><p>Limit 15 18 words per sentence</p><p>Editing Language</p></li><li><p>4) Brevity </p><p>Use short sentences</p><p>Limit 15 18 words per sentence</p><p>Example: </p><p>The roles, responsibilities, and accountability mechanisms of managers and staffing officers are clearly defined in the departmental training course on sub-delegation, which was given to all managers about to receive sub-delegated staffing authority. (33 words)</p><p>Editing Language</p></li><li><p>4) Brevity </p><p>Use short sentences</p><p>Limit 15 18 words per sentence</p><p>Example: </p><p>The roles, responsibilities, and accountability mechanisms of managers and staffing officers are clearly defined in the departmental training course on sub-delegation, which was given to all managers about to receive sub-delegated staffing authority. (33 words)</p><p>All managers who were to receive sub-delegated authority attended the departmental staffing course. The course defines the roles, responsibilities and accountability of managers and staffing officers. (13 words in each)</p><p>Editing Language</p></li><li><p>4) Brevity </p><p>Use short sentences</p><p>Limit 15 18 words per sentence</p><p>This is especially important when considering the main idea </p><p>Editing Language</p></li><li><p>The Editing Process</p><p>1) Edit structure</p><p>2) Edit language</p><p>3) Edit mechanics</p><p>Step 1: Gather info</p><p>Step 2: Procrastinate </p><p>Step 3: Freak out</p><p>Step 4: Organize</p><p>Step 5: Flesh out</p><p>Step 6: Tweak</p><p>Step 7: Beautify</p></li><li><p>Outline</p><p>Review</p><p>Editing language</p><p>Editing mechanics</p><p>Exercise</p></li><li><p>Editing Mechanics</p><p>Mechanical correctness</p></li><li><p>Editing Mechanics</p><p>Mechanical correctness</p><p>Consistency</p></li><li><p>Editing Mechanics</p><p>Mechanical correctness</p><p>Consistency</p><p>Clarity</p></li><li><p>Editing Mechanics</p><p>Mechanical correctness</p><p>Consistency</p><p>Clarity</p><p>Format</p></li><li><p>Editing Mechanics</p><p>Keep a style sheet for consistency </p></li><li><p>Editing Mechanics</p><p>Mechanical pitfalls</p></li><li><p>Editing Mechanics</p><p>Mechanical pitfalls</p><p>Question marks</p></li><li><p>Editing Mechanics</p><p>Mechanical pitfalls</p><p>Question marks</p><p>Direct question: use a question mark</p></li><li><p>Editing Mechanics</p><p>Mechanical pitfalls</p><p>Question marks</p><p>Direct question: use a question mark</p><p>Should we fund the project?</p></li><li><p>Editing Mechanics</p><p>Mechanical pitfalls</p><p>Question marks</p><p>Direct question: use a question mark</p><p>Should we fund the project?The topic was, should the project be funded? </p></li><li><p>Editing Mechanics</p><p>Mechanical pitfalls</p><p>Question marks</p><p>Indirect question: do not use a question mark</p></li><li><p>Editing Mechanics</p><p>Mechanical pitfalls</p><p>Question marks</p><p>Indirect question: do not use a question mark</p><p>The question is whether to fund the project.</p></li><li><p>Editing Mechanics</p><p>Mechanical pitfalls</p><p>Question marks</p><p>Indirect question: do not use a question mark</p><p>The question is whether to fund the project.Employees asked why the project was funded. </p></li><li><p>Editing Mechanics</p><p>Mechanical pitfalls</p><p>Parenthesis</p></li><li><p>Editing Mechanics</p><p>Mechanical pitfalls</p><p>Parenthesis</p><p>If they contain a complete sentence:</p></li><li><p>Editing Mechanics</p><p>Mechanical pitfalls</p><p>Parenthesis</p><p>If they contain a complete sentence:(Absences go undetected.)</p></li><li><p>Editing Mechanics</p><p>Mechanical pitfalls</p><p>Parenthesis</p><p>If they contain a complete sentence:(Absences go undetected.)</p><p>If they are part of a larger sentence:</p></li><li><p>Editing Mechanics</p><p>Mechanical pitfalls</p><p>Parenthesis</p><p>If they contain a complete sentence:(Absences go undetected.)</p><p>If they are part of a larger sentence:Important trends go undetected (ie absences, late arrivals, etc.). </p></li><li><p>Editing Mechanics</p><p>Mechanical Pitfalls</p><p>Commas</p></li><li><p>Editing Mechanics</p><p>Mechanical Pitfalls</p><p>Commas</p><p>Just be consistent </p></li><li><p>Editing Mechanics</p><p>Use punctuation for clarity</p></li><li><p>Editing Mechanics</p><p>Use punctuation for clarity</p><p>The Oxford comma</p></li><li><p>Editing Mechanics</p><p>Use punctuation for clarity</p><p>The British quotes </p></li><li><p>Editing Mechanics</p><p>Use punctuation for clarity</p><p>The British quotes</p><p>Example: To search for King, not king, be sure to check the case-</p><p>sensitive option and type king. </p></li><li><p>Editing Mechanics</p><p>Use punctuation for clarity</p><p>The British quotes</p><p>Example: To search for King, not king, be sure to check the case-</p><p>sensitive option and type king.</p><p>To search for King, not king, be sure to check the case-sensitive option and type king.</p></li><li><p>Editing Mechanics</p><p>Use punctuation for clarity</p><p>Add commas after short phrases</p>