By Dana P Skopal, PhD
Writing is a key communication tool in our communities and in the workplace. If you have to write or edit a document, do you understand what is involved? Do checklists help you?
Writing and editing involve numerous steps, but the first key rule is ‘write for your reader’. This may be a simple rule, but it is one that is often forgotten when writers focus on the details instead of a clear coherent message that a reader needs to understand. Next, does your reader need to follow the steps and act on that message? Or do you need to persuade them to agree with your argument or recommendation?
If your readers need to take action after reading your document, review how you are going to persuade them. Check your evidence and document structure, which is setting a logical information order. Writing and editing involves more than just putting words on a page; the structure relates to logically linking points, so the organisation of ideas is important.
For the basics of writing, grammar and good sentence structure are necessary. There are many good apps to check your grammar, even using MSWord editing tools (Editor F7). If you know you make common spelling mistakes such as typing ‘form’ instead of ‘from’, the spellcheck tool does not help. In your checklist, make a note to do a word search for ‘form’, and that helps you to correct any of those typing mistakes.
Another area to check is punctuation, including the use of capital letters. When working for an organisation, make note if they have a brand or company style guide, as that becomes your reference point. In addition, there may be set font styles and even a set way to write dates.
It is clear there are many things to check, hence many editors have their own checklist or system. One good reference for creating a checklist is the Australian manual of style (https://stylemanual.com.au/ Biotext, 2017), which sets out the stages of editing and gives you ‘quick guides’ to print, from basic editing to using an information design approach.
When writing, know your information, and then plan, draft and check your information structure. Next, review your evidence, edit, and proofread – using your checklists.
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