Good Edits Improve Readability

Good editing can improve every document. How? By making it easier to read and improving readers’ comprehension.

Editing starts by having someone other than the writer read the draft or finished document. The first read should look for:

• Basic grammar issues. For example, using “its” (meaning possessive) instead of “it’s” (meaning “it is.”)

• Missing or extra words. Spellcheckers cannot catch words that ____ (are not) there. Spellcheckers will catch when the same word is used twice twice in succession, but not when an extra the word (“the” should be removed) is added.

• · Capitalization, especially when dealing with proper names. When in doubt, consult a style guide such as The Chicago Manual of Style (http://www.chicagomanualofstyle.org/home.html), the Associated Press Stylebook (http://www.apstylebook.com/) or one specific to your industry.

• Basic punctuation issues. For example, a phrase such as “for example” should be followed by a comma. Questions should be followed by a question mark, not a period.

• Extra spaces. Journalists are taught to use one space after a sentence. Some professors still prefer to use two spaces. Some people also use spaces instead of indents, which are more accurate. For example, the indents on these paragraphs when viewed in MS Word will be .17 inches, or roughly the equivalent of three spaces.

• Obvious factual errors such as unaligned days and dates. For example “Sunday, March 19” is wrong. The date is either Saturday, March 19 or Sunday, March 20.

A basic edit also checks for smooth transitions between one section and the next, such as this one and the next on good editing vs. bad editing.

Good Editing Versus Bad Editing

What is the difference between good editing and bad editing, since this is a value judgment?

Good editing, in my opinion, is one where the original document is improved without changing the original writer’s tone or voice. Editors make small changes automatically. Larger changes—such as deleting entire sections or moving them around—should be done in conjunction with the writer.

Good editors seek to educate their writers and improve the overall document quality, not go off on some ego trip. The original writer should be consulted and asked to make major changes to their document, or at least given input on the alterations.

Bad editors rewrite documents in their own preferred style, obliterating the original writer’s voice. The new document carries the original writer’s name but the editor’s voice, tone and errors.

How can a reader tell the difference between a good editor and a bad one? When documents are easy to read, with a smooth flow from section to section, they are the work of either a good writer, a good editor or both. When documents are blocky and nonsensical, going abruptly from one style to another without transition, they are the work of either a bad writer or a bad—or non-existent—editor.