 Techniques
> Edit & Revision
REVISION = EXCELLENCE
If
you’ve done any writing at all, you’ve
experienced the dilemma of selecting the right “level” for
the project. In academic and technical writing
there tends to be less concern about this, though
there should be. In my opinion, given two cents,
the more natural my writing seems, meaning more
as it would be spoken, the more comfortable it
will be to the reader. It’s unclear to me
whether it takes more time and effort to write
at this level, but it serves readers well and that’s
the key. Edit and revision is the key to excellence.
After I complete a chapter or section of a document
I usually try to give it a “rest” for
a day or two. This gives me some separation between
the draft and revision, allows me to change from
writer to reader and critic mode.
Generally, I begin this phase by reviewing the
outline for the portion of the document I will
be reviewing to see if it meets the specified objectives
identified in the introductory paragraphs. Did
I follow my plan? If I conclude I have not,
or have missed the key points, I make notes to
insert the missing information. This may mean inserting
a line, writing a paragraph or passage on a separate
sheet and attaching it at the appropriate place,
or making a revision in the soft copy document.
Occasionally, it may mean I have to make major
additions to the draft. When I’m sure I’ve
met the requirements of the outline, I’m
ready to move on to the to edit and revision.
I usually take the time to read through the document
at least once before I begin making changes. This
allows me to review the technical details and accuracy
as well as assess readability. Next, I begin the
detailed edit and revision.
I look for unity and coherence in each paragraph,
confirm that:
-
All the sentences and ideas are closely tied
or related, and
-
Contribute directly to the main idea in the topic
sentence of the paragraph.
I want a coherent flow from one point to the next, from one sentence
to another, and from one paragraph to the next. Where there is missing
transition, I work to provide it. Each transition must be clear, well
defined and specific. Essentially, I focus on the quality of unity
across the entire document.
Next, I follow some establish practices in the edit and
revision process. There’s nothing original in this phase, no
unique technique, just hard work and attention to details:
- Pace: Ideas too close together. Space them out and slow the pace.
- Jargon: The readers must understand any jargon used,
or eliminate it.
- Clichés:
Replace with fresh figures of speech or direct statements.
Watch for words that could carry an
undesired connotation. Also,
delete or replace vague or pretentious words, coined
words, and unnecessary intensifiers.
- Check
Conciseness: Tighten the writing. Accuracy, brevity,
clarity. Prune unnecessary words, phrases, sentences, even paragraphs.
- Awkwardness: Look for it and try to find the reason.
- Polish: Introduction and conclusions
- Grammatical errors.
- Typographical errors.
If I’ve used an executive summary and introduction,
I specifically state the objectives and offer a framework for the
reader. My objective
is to give the reader direct insight to the content of
the document.
Edit and Revision is covered in greater detail in my book.
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