1.
Ensure your own writing style reflects today's business
writing style: clear, concise and courteous.
2.
Understand the differences between editing, rewriting and
revising. Editing means improving the clarity, accuracy
and effectiveness of the material. The changes are minor;
you could make the alterations without consulting the author.
When
you revise, you indicate the changes required in the sentence
structure, tone, organization and the inclusion or elimination
of details. Then, you pass it back to the author for a re-write-a
good learning process but time-consuming.
Rewriting
is when you actually make the changes yourself instead of
letting the author make them. Definitely faster, but the
writer will not learn from the experience.
3.
Don't edit someone else's work when you are in a bad mood.
Your judgment will be off, and you'll end up changing material
that at another time would be acceptable.
4.
Choose a comprehensive style and grammar book-written in
the 90s. Make it available to everyone.
5.
Don't use a red pen when making corrections. It makes people
feel they are back in school.
6.
Change words only if they are incorrect or fuzzy. Don't
change them because they aren't your favorites.
7.
Never rewrite an entire paragraph. Mark it for the author
to revise.
8.
Don't use cryptic words in the margin, such as confusing
or awkward. Comment on why the passage isn't working.
9.
If a problem appears repeatedly, number your comments and
use the number rather than rewriting your concerns.
10.
Point out poorly-written materials received from other companies.
11.
Circulate good reports so staff know the expected standard.
12.
Praise your staff-preferably in public-whenever they prepare
a well-written document.
