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Write What You Know (When You Know It)
Writing means being an authority on your topic. Hence, the word,
'author.' Your credibility depends on being able to back up what you
write. When deadlines press, it becomes easy to skip ahead to the 'real'
writing. But writing goes much faster when you do
foundational work. The definition of writer's block, in our opinion, is
attempting to write when you haven't prepared.
You must have a common language when editing documents. One person's
definition of proofreading may differ greatly from another's. (In fact,
it can be so confusing we don't even use the term.) The following table
helps clarify the meaning of 'edit'. When writing, it's best to proceed
in the order shown. It follows that the closer you get to a finished
product, the more costly it becomes to perform higher-level edits.
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Drive Development
To get what you need out of development (and save costs), you need to
follow a specific documentation sequence. Learn more »
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| Edit |
Working
Unit |
Description |
| Developmental |
Outline |
The
developmental edit focuses on the publication structure.
It defines the depth and breadth of content. Gather all
your source materials and references. Then put together
an outline based on your analysis. |
| Technical |
Document |
This
edit verifies content accuracy. Get a subject matter
expert to review your content and have someone check
facts. You may have made basic assumptions that must be
explained. |
| Style |
Document |
This
is an edit for readability, fluidity, and consistency.
Analyze the presentation of ideas. Reorganize
information in the best logical sequence. Maintain
consistency with any related material and your house
style. Make sure your language is appropriate for the
audience (especially metaphoric language). |
| Literary |
Paragraph |
Literary
edits focus on paragraph mechanics. Correct each
sentence grammatically; make sure each supports your
main point, which supports your topic. Eliminate lines
and paragraphs that repeat the same idea. Reorganize
sentences and paragraphs for logical sequence. |
| Copy |
Sentence |
Copy
edits focus on mechanics. Check spelling, dependant
clauses, prepositional sequences, etc. This is the best
chance to catch embarrassments. After this stage, they
become more costly to correct because you move into
production. |
| Format |
Character |
The
Format edit focuses on text as graphic elements. Make
sure fonts are consistent with your design standards.
Refine layout by cutting to eliminate widows and
orphans. Apply text styles consistently throughout your
document. This edit reviews the final material to make
sure it is consistent with the electronic version. |
| Production |
Character |
This
edit looks for errors introduced in the mechanics of
creating the final document. In printing, look for spots
on film, or variations in ink quality. For electronic
publication, eliminate font substitution errors. |
| Review |
Document |
The
review looks for any errors in the final publication.
Allow a third-party to examine content from the
audience's point of view. Include anyone who may rely
on, or be accountable for the material. All involved
must be confident in the publication before its
distribution, or at least prepared to respond to
potential problems. |
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