“Easy reading is damn hard writing.” – Maya Angelou.
Editing and proofreading are essential steps in the writing process; you need to give time and focus to both. Follow our Get It Write steps below to ensure your hard work is presented to your readers in the clearest, most effective way possible.
Edit as you write your document
Ideally, editing happens as you build your document. Editing means taking a look at your document’s organisation and structure. Are your words, sentences, paragraphs and sections logical and coherent? Have you built your sentences to ensure reading is effortless and your meaning clear?
1: Take a bird’s eye view of your document
Check your document’s first impression. Does it look reader-friendly and easy to navigate?
Do you have:
an informative title or subject line that tells the reader the purpose of the document
a simple, uncluttered layout
content presented in a logical, related order from your reader’s point of view
white space and wide margins that work to highlight your content
a consistent numbering system
consistent bullet points, headings, and subheadings?
2: Make your document's layout and design inviting to readers
Now, look at the legibility of your document. Does your layout and text formatting invite or obstruct your reader?
Checklist
Are your headings and subheadings acting as signposts with key information for readers?
Are your long passages of text broken up into columns, text blocks, and paragraphs, with visual content where necessary?
Are your font type and size, text alignment, line length, and line spacing, all working to enhance the reader's experience?
Is visual content self-explanatory and did you choose it because it conveys meaning more precisely than your written content can?
Is visual content discussed and integrated into your document?
Is visual content clearly labeled, with sources acknowledged?
3: Write paragraphs from your reader's point of view
Readers of workplace and business documents are busy people; they don’t like having their time wasted. Therefore, every sentence you write must work to earn its place in your document.
Write sentences in a connected, logical progression from your reader’s point of view.
In your paragraphs, follow a top-down structure and contain a clear topic string.
Discuss one topic or idea per paragraph.
Follow a S.E.X.Y., P.E.E.L., or T.E.X.A.S structure, mostly.
4: Make your sentences easy to read - like breathing
Aim to create a document that reads easily and naturally, like breathing.
Make sure your sentences:
are in the active voice, mostly
are phrased positively, mostly
have flesh and blood actors performing vigorous, visual actions
are built with the verb close to the subject are punctuated with phrases and clauses to
provide the clearest presentation of ideas for readers
contain words easily identified as part of your paragraph’s topic string.
5: Choose current, everyday words
Your writing will feel immediate and transparent when you choose current, everyday words. Your readers will say your writing is clear.
Make sure you:
choose verbs that are precise, specific, and vigorous
limit your use of ‘be’ verbs
choose concrete nouns and verbs over nominalizations
explain ALL technical terms
write out all acronyms in full when you first use them
restrict acronym usage– the British Medical Journal advises no more than 3 per paper.
Proofread during the final stages of your document
A priest, a reverend, and a rabbit walk into a bar. The barkeeper asks the rabbit, “What’ll ya have?” The rabbit replies, “I don’t know. I’m only here because of autocorrect.” Anonymous
Proofreading looks at the surface features of your document and is done during the final stages of a document’s development. Your aim is to have your reader sail through your document without noticing your punctuation or grammar usage. Inconsistencies or errors will muddle your meaning and frustrate your readers, giving them an impression of carelessness.
Have you:
checked all spelling, use of capitals, and punctuation are correct
checked all numbering and formatting for consistency
followed the edicts of your company’s style guide
spent 24 hours away from your document for a cooling-off period before returning to error check
given your document to a colleague, family member, or friend to check?
For expert Plain Language editing and writing services, get in touch.
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