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HOME Constance G. Burt Owner/Consultant |
(Note: The following article was written by Connie Burt in 1994. It is still relevant, if somewhat dated.) TECHNICAL EDITING: “Total quality, value-added benefits, do it right the first time”—business buzzwords of the 1990s. We hear them all the time, but how many professional fields actually devote 100 percent effort to accomplish these goals? Simply stated, the primary mission of technical editing, at any level of effort, is to put the “polish” on written communications. The quality and impact of all types of business documents—from menus, brochures, and newsletters to annual reports, employee handbooks, and engineering studies—can be enhanced by technical editing. “My word processor has spell-check, so why do I need a technical editor?” A fair question, but misspellings are only the tip of the iceberg. Basic copyediting (i.e., spelling, punctuation, and grammar) is only the first level of technical editing. Many business people already have an excellent command of these rules and may even enjoy writing. Indeed, writing courses teach that authors are their own best editors, given enough time between readings. However, time is a commodity that many people don’t have for reorganizing, rewriting, and careful proofreading. Technical editing ensures the readability, credibility, and professional appearance of important publications—a directory of local services, a report drafted for a client, zoning ordinances that become part of the public record—by reducing technical jargon, simplifying tangled sentences, and fine-tuning for consistency. A technical editor sees a document in the dress-rehearsal stage; that is, the author’s “best shot” is previewed before the opening performance. Although the author has a thorough understanding of the subject, conveying the message succinctly and accurately to the uninformed reader is not easily achieved. Typically, a technical editor (as opposed to a technical writer) does not have expertise in the particular discipline and can objectively represent the needs of the audience. The problem may be a seemingly minor oversight, as in the difference between -20 degrees and 20 degrees—but consider the consequences if this were cited in the formulations manual for a chemical process. Or it may be conciseness, as in this example: “An insatiable need to know that which it did not understand led to the inevitable demise of the felis catus.” (In other words, curiosity killed the cat.) In editor’s jargon, a “reader-stopper,” anything that requires you to re-read something for comprehension, should be rewritten. Consider the following excerpt, taken from directions on how to read a multimeter: “When the eye is off to the side and not aligned properly, a faulty reading results.” After editing, the passage now reads: “When your eye is focused off to the side and not aligned with the needle, a faulty reading results.” Humorous bloopers are just that, but imprecise instructions in a first-aid manual, for example, could be life-threatening. (Note: A spell-checker would not highlight any of these examples.) Other editing functions—tone appropriate to the audience, style consistency among multiple authors, formatting of headings—are not as easily remedied by a good knowledge of the rules of grammar. Documents must be carefully written, keeping in mind connotations of words, as well as potential legal implications. Are you explaining your scientific findings, promoting your product or service, instructing your employees, or proposing on a lucrative government contract? Choosing the word “may” instead of “shall” seems inconsequential, but to a sensitive audience, the psychological difference is immense. When several authors, with varying writing styles, contribute to substantial reports, technical editing smooths out the seams, blending the information into a consistent presentation. Certain elements of a report that are overlooked when a production deadline is imminent can distract and frustrate your readers: a table of contents with the wrong page numbers, a listing alphabetized incorrectly, illogical indexing, and figures that contradict the text. You can spend lots of time and dollars on pretty layout, design, and graphics, but it is not well spent if the message is misleading, inaccurate, or unintelligible to your readers. Technical editing does it right the first time. If you’re still convinced that a spell-checker is a cure-all, let me leave you with the following poem: SPELLBOUND
(Source: College and Research Library News; October 1992, p. 657.) |
Copyright 2009 Debra Bourgoin |
Mend your speech a little/Lest you may mar your fortunes. (Shakespeare) |