How to edit and proofread like a pro Charity Writing and Publications Training Day 24 October 2013

1. How to edit and proofread like a proCharity Writing and Publications Training Day24 October 2013

2. What we’ll cover 1. The difference between editing and proofreading 2. A step-by-step guide to editing 3. How to do an effective proofread

3. Editing vs proofreading • Proofreading: happens at the end of the publication process, when you’re totally happy with all copy and design. It’s a final check for basic errors. Happens in PDF/on web page. • Editing: all other tweaking of copy, in Word.

4. Editing: a step-by-step guide Step 1: What should the final product look like? • Who is your audience? • What do you want them to do when they’ve read the piece you’re editing?

5. Editing: a step-by-step guide Get a brief • Who is the audience for the piece? • What do you want the audience to do when they’ve read it? What is the call to action? • What are your key messages? • What tone do you want the piece to strike? • How deeply do you think the piece needs to be edited? • Do you think the structure of the piece needs to change?

6. Editing: a step-by-step guide Step 2: Get missing information • Who, what, when, where, why? • Build into timetable • Check the facts

7. Editing: a step-by-step guide Step 3: Order and introduction • Your introduction is the most important part: make sure it’s attention-grabbing • What is your key message? Start with it! • Put the most exciting information first, then the rest in order of importance/logic

8. Twenty years ago this month, we had our public launch, on 24 October 1993, the first World Child Poverty Day. Next month, we will hold our AGM on 21 October, during the 20th World Child Poverty Day. Our AGM will be held at the King James Building, where our office is based, and will start at 11am. This year we will be changing the format of our AGM and offering a number of facilitated workshops for attendees. As well as providing an opportunity to meet other members socially, we hope our AGM will inform, empower and inspire our members to get more involved with The Child Poverty Society. For more information or to let us know you are attending, please contact the office or email info@childpoverty.org.

9. Would you like to find out more about the Child Poverty Society’s work and meet other members? Come along to our annual general meeting (AGM) on 21 October. It’s free, and you can go to interesting talks from experts on everything from the future of Somalia’s orphanages to how to set up your own campaign group. The AGM, which marks our 20th anniversary, starts at 11am at the King James Building, where our office is. For more information or to let us know you’re coming, email info@childpoverty.org

11. Editing: a step-by-step guide Step 4: Make your sentences, paragraphs and whole text flow well Sentences • Use sentence length and structure • Repeat sentence structure • Vary sentence length • Use ‘but’, ‘and’ and dashes for drama

12. Dementia is devastating. Right now, it’s robbing 820,000 people in the UK of their capacity to think, reason and remember. It’s leaving families caring for loved ones who don’t know who they are. And it’s costing this country a staggering £23 billion a year, more than heart disease and cancer combined. With a rapidly ageing population, that is only going to increase – unless we take action now. Research is the answer. If we can understand dementia’s causes, improve diagnosis, find new treatments and learn how to prevent it, we can improve and save lives, and money. We can stop dementia affecting your family in the future. There is hope. Dementia is treatable. But we must invest now to find solutions to stop dementia becoming an epidemic.

13. Editing: a step-by-step guide • Don’t repeat the same words in consecutive sentences Youth clubs make a massive difference to young people. From giving young people skills that are immensely valuable for school and beyond to building their confidence and improving their job prospects, going to a youth club can change young people’s lives. Youth clubs make a massive difference to teenagers. From giving them skills that are immensely valuable for school and beyond to building their confidence and improving their job prospects, going to a youth club can change young people’s lives.

14. Editing: a step-by-step guide Paragraphs • Use transition words and phrases Transitions signal relationships between ideas, such as‘Another example coming up—stay alert!’ or ‘Here’s an exception to my previous statement’ or ‘Although this idea appears to be true, here’s the real story’. Transitions give your reader directions to piece your ideas into a logically coherent argument. 

15. Editing: a step-by-step guide Effects/results: so, as a result, due to Addition: also, in addition, too, and Emphasis: indeed, obviously, undoubtedly, clearly Elaboration/qualification: frequently, occasionally, in particular Concede a point: of course, no doubt, it’s true that Build towards climax: most importantly, above all Comparison: likewise, similarly Contrast: however, nonetheless, although, yet, but

16. Editing: a step-by-step guide • Don’t start consecutive paragraphs in the same way Indonesia and Malaysia produce 92%  of all palm oil. Their fields as far as the eye can see are covered in oil palm trees. Indonesia and Malaysia depend heavily on palm oil for jobs…

17. Editing: a step-by-step guide Indonesia and Malaysia produce 92%  of all palm oil. Their fields as far as the eye can see are covered in oil palm trees. These countries depend heavily on palm oil for jobs…

18. Editing: a step-by-step guide Whole text • Good headers, subheads • Bullet points • Box outs • Pull stats • Read out loud

19. Editing: a step-by-step guide Step 5: Work on the language • 8simple things to eliminate from any piece you edit...

20. Eliminate... 1. Long sentences and paragraphs • Sentences should be no more than 30 words • Keep paragraphs to 4-5 lines max

21. Every 30 seconds, a fire station in the UK gets a call because a fire’s broken out in a home and children are inside, there’s been a pile up on the motorway and seriously injured people are trapped or perhaps hazardous chemicals have spilled, and they need to be cleared before catching fire. No matter how dangerous the situation, brave fire fighters will spring into action, putting their own lives on the line to save others, every minute of every day.

22. Every 30 seconds, a fire station in the UK gets a call. A fire’s broken out in a home, children are inside. There’s a pile up on the motorway, seriously injured people are trapped. Hazardous chemicals have spilled, they need to be cleared before catching fire. No matter how dangerous the situation, brave fire fighters will spring into action. They put their own lives on the line to save others. Every minute of every day.

23. Eliminate... 2. Long words • Myriad • Procure • Terminate • Assistance • Implement • Commence • Assistance • Many • Buy • End • Help • Carry out • Begin • Help

24. Eliminate... 3. The passive voice • The cat sat on the mat • The mat was sat on by the cat • We need your support to build the hospice • Your support is needed to build the hospice

25. The event was run by our Manchester office • Our Manchester office ran the event • Sarah was helped hugely by coming to our youth club • Coming to our youth club helped Sarah hugely

26. Eliminate... 4. Redundant words and phrases • Every word you use should have meaning – look out for those that don’t

27. 1. The financial crisis seriously affects many different parts of the UK. 2. The shop is located in the north of the city. 3. In order to support these desperate families, we need your help. 4. Our programme is the most unique in the world. 5. It goes without saying that your donation is vital. 6. We help children between the ages of six and seven years old. 7. We think that there’s a lack of government funding. 8. The reason why we do this is because there are children suffering.

28. 1. The financial crisis seriously affects many different parts of the UK. 2. The shop is located in the north of the city. 3. In order to support these desperate families, we need your help. 4. Our programme is the most unique in the world. 5. It goes without saying that your donation is vital. 6. We help children between the ages of six and seven years old. We help six- and seven-year olds. 7. We think that there’s a lack of government funding. 8. The reason why we do this is because there are children suffering.

29. Eliminate... 5. Nouns Never use a noun when you could replace it with a verb. • Our aims are engagement of young people and crime reduction • We aim to engage young people and reduce crime

30. Eliminate... 6. Adjectives and adverbs Too many adjectives/adverbs weaken the impact of your writing. • Leading doctors have issued a dire warning that the nation’s massive obesity crisis will have very serious consequences for essential medical services. • Doctors have warned that obesity will have serious consequences for public services.

31. Eliminate... 7. Jargon Jargon: The specialised vocabulary of a particular trade, profession, group or activity. (Chambers 21st Century Dictionary) Plain English: Writing that the intended audience can read, understand and act upon the first time they read it. (The Plain English Campaign)

32. Going forward, high quality learning environments are an obligatory precondition for the enhancement of the continuing learning process • Good schools help children to learn

33. Eliminate... 8. Clichés If you hear it all the time, don’t use it. • He was happy as Larry • She felt as sick as a dog

34. Editing: in summary “It is with words as with sunbeams. The more they are condensed, the deeper they burn.” Robert Southey

35. Editing your own work Everyone’s work benefits from an edit from someone else. • Step away and come back • Print out • Read aloud

36. Exercise 1 • Flow • Long sentences and words • Passive • Nouns • Adjectives and adverbs • Jargon • Clichés

37. What is proofreading? In an ideal world... • The final stage in the process of producing a publication • Dotting the ‘i’s, crossing the ‘t’s • When you are happy with all copy and design • Checking for consistency and accuracy in spellings, meaning, layout and style

38. Why does proofreading matter? • ‘Prostitutes appeal to Pope’ • ‘Juvenile court to try shooting defendant’ • ‘Red tape holds up new bridges’

39. Why does proofreading matter? ‘If you don't understand the basic rules of written English…readers are entitled to wonder what else you don't understand, and with what authority you purport to write something you think they ought to read.’ David Marsh, The Guardian

40. Proofreading process • Do final, thorough check yourself • Sign off for proofreading • Send to first proofreader, with clear instructions • Check first proofreader’s work, send on to designer • Send on to second proofreader. Ask second proofreader to check first proofreader’s changes • Check second proofreader’s work, send on to designer • Check changes • Do final, thorough check yourself

41. How to proofread Step 1: Get in the right mindset, find the right environment Step 2: Print out your document. It’s easier to read on paper and you are much more likely to pick up errors. It’s also easier to navigate through long documents.

42. How to proofread Step 3: Decide how you’re going to mark up your document • On paper, using proofing marks? • Using PDF Sticky Notes? • Writing a list of changes? Step 4: Start your proofread!

43. How to proofread What to look for in a proofread: the obvious • Typos • Errors in spelling, grammar and punctuation • House style mistakes • Inconsistencies in copy (abbreviations, titles, spellings, capitalisation) • Inconsistencies in design (headings, captions, word spacing) • Widows and orphans • Factual errors • Awkward sentences or confusing copy

45. How to proofread What a style guide might advise on • Abbreviations (e.g. when to use, style, punctuation) • Ampersands (e.g. if they’re acceptable and when) • Banned words (e.g. ‘sufferer’ or ‘victim’) • Bullet points (e.g. styles) • Capitalisation (e.g. specify when used – e.g. titles, ranks, organisations, trade names, political parties, geographical names, seasons) • Contractions (e.g. when to use, punctuation) • Dates and time (e.g. what format do you use?)

46. Layout (e.g. widows/orphans, heading sizes) • Measurements (e.g. do you use abbreviations?) • Money (e.g. what format do you use?) • Numbers • Other languages (e.g. are any words italicised?) • Per cent (e.g. per cent/percent/%) • Publications (e.g. italicised?) • Punctuation (e.g. when to use en dashes, hyphens, brackets, apostrophes, commas, ellipsis) • Quotations (e.g. double or single quote marks?) • Spellings (e.g. list any unusual spellings – multinational/multi-national, PowerPoint) • Default publication(s) to refer to for rules and/or spellings not specified in your style guide.

47. How to proofread What to look for in a proofread: the not-so-obvious • That page numbers are sequential • That the page numbers are correct in the contents page • That cross-references are correct • That all phone numbers, addresses, website links and email addresses work and are correct

48. How to proofread: top tips Tip 1: Read a paragraph once for sense and flow, then read it again for errors Tip 2: Read it out loud Tip 3: Read it backwards Tip 4: Use a ruler or piece of paper

49. How to proofread: top tips Tip 5: Use search and replace to check consistency Tip 6: Do a final check of design and layout