How to Edit

Get stuck when it comes time to edit your own work? It’s not surprising. Often deadlines are such that it is impossible to set work aside for a period of time and return to it with ‘fresh eyes’. That means the work we are expected to self edit is copy that we have just written and it is nearly impossible to actually read through the text without our brains having memorized the copy, and seeing what it thinks is there rather than what is actually there. It helps to think of editing as a two-fold process.

Micro editing which involves correcting the text for appropriate language (grammar, syntax, spelling, punctuation, clarity of expression), consistency (both language and visual consistency), and correct citations; and macro-editing. Macro-editing, in addition to the latter, involves reviewing the overall structure, content, language and style of the document to ensure that these are appropriate for the intended function and readership of the paper.

Of course spell check and program grammar functions will help significantly but as we all know, there is a heck of a lot these software programs can’t pick up. That said, in addition to the usual spell-check functions, turn on grammar functions and readability statistics to ensure that work is written for the appropriate readership level and in an affirmative tone of voice. These options are available through preferences in most word processing programs.

Whenever possible it makes a huge difference to leave the paper for a stretch and then return to it with a clear mind and sight. If that isn’t possible having someone edit the work for you is a wise decision because, as mentioned earlier, it is virtually impossible to effectively edit your own work to an excellent standard without allowing some time to pass.