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Editor

Why do we need an editor on the team?

· Editing, Editor, Writer, Writing

We’re a team of experienced writers. Why do we need an editor on the team? In December 2021, George Hayhoe, Li-At Rathbun, Kelly Schrank, Edna Smith and I met in The Green Room 42 with Liz Fraley and Janice Summers. We considered several angles of that question.

  • What common traits do editors share?
  • What does the editor do for the writing team?
  • When do you involve the editor?

In short, how editors enhance and elevate content?

What common traits do editors share?

Editors view the big picture, while simultaneously pay attention to detail—30,000-foot view and be in the weeds. An editor will ask a writer, “Where are you going with this piece? What do you really want to accomplish?” And keep the writer’s response in mind while reviewing the minutiae of the format—bullet levels, numbering, or conformance to style guides.

Writers often feel they own their work and may not always accept an editor’s comments. Editors must be diplomats, a skill particularly important when we edit an experienced writer’s work.

What does the editor do for the writing team?

Writers focus on creating the content. They get used to the groove and the point they’ve been tasked to make. They cannot act as an independent reviewer of their own work. Editors provide a separate pair of eyes on the content.

Editors and writers are on the same team. An editor’s role is to match the writer’s piece to the writing standards of the company, so that there is a universal voice. The editor’s goal is to help writers meet whatever the requirements are for the document, to help craft the content into something better and more nuanced.

When do you involve the editor?

Teams should involve the technical communication professionals and editors at the beginning of the project. This way, editors hear all the initial conversations. They know what the message is supposed to be at the end.

As they edit content throughout the project, editors compare the information to the meeting notes, point out problems/inconsistencies, or risks to the project timeline.

A parting thought:

A seasoned editor does more than edit.

“If you care about accuracy, consistency, and clarity, and if you want a stronger writing team, then you must have an editor on your team.”

♦ ♦ ♦

Want to learn more about the editor’s role?

Five Steps to Create a How-to Guide

· copyedit, Documentation, Editing, Editor, How-to Guides, Project Plan, Proofreading

Here’s how I developed five steps to create a how-to guide. It all started with a conversation.

“Sherri, could you create a how-to manual or guide for our committee?”

“Sure! First, I need a little background to understand the scope.”

“What would you like to know,” the co-chair, John, asked.

“Things like how many members are on the committee, basic tasks, and what’s already documented?”

“I’ll take the easy parts first. Our committee is national, with five members who wear many hats,” John said. “And nothing’s documented. It’s all in our heads!”

All in their heads? That’s exactly the challenge I enjoy!

Five steps to create a how-to guide.

  1. Set the stage. I asked myself  seven questions before I began this project. Then I…
    • defined the purpose (create a replicable template for the organization’s how-to manuals).
    • identified the key players (committee members, all volunteers) and the audience (organization’s members).
    • decided on the format (Google Doc).
    • outlined the initial project deliverable and milestone (first draft by EOY).
  2. Gather the background. I interviewed the co-chairs and some long-time committee members (SMEs). They gave me the committee’s history, background, and task list.
  3. Dig for details. Now that I had basic information, how could I connect with the SMEs? We had a unique opportunity—an in-person kickoff meeting. To prepare for that meeting, I had written the basic tasks on pieces of paper. I brought tape and poster board to the

    poster with task list-dig for details-one of 5 steps

    meeting so we could layout the tasks and fill in some details. The visual assisted us in seeing what we had, how the tasks related, and what was missing. We continued meeting—either virtually, through emails, or over the phone.
  4. Write, edit, and rewrite. I developed the initial draft and emailed the drafts the Google Doc to the committee members. Members edited their sections, which led to further revisions—everything from basic to developmental edits, copyediting, and proofreading.
  5. Obtain approval. In this case, it was approval of the first draft. The committee co-chairs and members approved the layout, topics, and details. The organization’s committee co-chairs approved the layout.

And by EOY, we’d met our goal—created the first draft of a replicable template for the organization’s how-to manuals.

Mission accomplished!project success

 

Images from Pixabay.

My Top 3 Editor Roles

· Content, Editing, Editor, Technical Communicator

In 2016, the STC Technical Editing SIG held a Watercooler Chat entitled, Technical Editors Wear Many Hats. We discussed the evolving role of an editor and various roles technical editors play. Some common responsibilities:

  • proofreader
  • trainer
  • peer reviewer
  • writer
  • video creator 

Most days, I juggle several editorial roles. Here are my three favorites.

1. Peer Reviewer

Peer reviews–or feedback–isn’t formal editing. I critique stories, blog posts, articles, chapters, or online course material. Sometimes, it’s an early draft and my colleague wants another read to help her organize the piece. Other times a fellow writer emails the story for me for one last review, to make sure the piece flows.

The side benefit? I read material before it’s published!

2. Proofreader

It’s all in the details! A client sends me a draft article or a link to their website. The task? Proofread for grammar, spelling, and punctuation matter.

One client asked me to proof their initial blog posts. I received the link to the newly-launched website and began reading. One post had this bold title: Heart Attach [sic]. I emailed a screenshot to the client before adding this error to my list. “Yikes! I proofread that title many times! It’s supposed to be ‘Heart Attack’.” Every writer needs a proofreader!

We can’t trust the automated spell checkers to pick up all our errors. ‘Attach’ is a good word but not the right word for this context!

3. UX (User Experience) Editor

I hadn’t thought of UX testing as editing. In several cases, I test as a consumer and provide text edits.

Case 1: Missing Login/Logout Buttons

Recently, I checked on one educational institution’s website. Where’s the login button? I wondered. I emailed their tech support. Tech Support responded that there’s no login button and provided the login steps. After I click around, I wanted to logout. No logout button or link, and when I closed the browser and reopened, I was still logged in. Again, I contacted Tech Support; they sent me the logout link.

My feedback to the institution? It was difficult to login and logout; please add buttons!

Case 2: Missing Donate Button and Unsecured Website

A non-profit client requested that I click through their site and try some features. We agreed that I would try and donate, to test the automated responses. On the main page, there was no Donate button. Why make a potential donor hunt through the site to give money? When I did find the donation page, I noticed that the website address wasn’t secure (not https). Consumers don’t want to provide PII (Personally Identifiable Information) on an unsecured website.

My suggested edits? Secure the donation page. Add Donate buttons on all pages.

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What kind of edits does your content need? Enter your description in the Contact Form and let’s collaborate!