Editing is a crucial part of the writing process, but it can also be a challenging and delicate task. How can you provide constructive feedback to a writer without hurting their feelings, confusing them, or undermining their voice? In this article, you will learn some tips and best practices for communicating effectively with a writer when editing their work.
Before you start editing, you need to understand the purpose of the writing project. What is the goal, audience, tone, and format of the piece? What are the expectations and requirements of the writer and the client? By clarifying these aspects, you can align your editing strategy with the intended outcome and avoid unnecessary changes or conflicts.
Many writers are very defensive of their work. You can preemptively disarm those defenses by demonstrating you understand the purpose and the format of the piece. Writers love it when their choices are understood, and they're more willing to chop and tweak with a partner who demonstrates that understanding.
May be this is the initial step but is not the last. In some cases, non-native writers have no idea about the difference between a translator and an editor. In my view, helping them with distinguishing the two is of high significance.
Don't tell the writers they are wrong. As an editor, we can tell them where and how to improve and why. Example - ?? Please change the introduction. ?? We can rewrite the intro as..." (Give them the starting point or the structure of the intro you want)" Giving them a reason to tweak their write-up and asking their opinion about the change helps them understand the change better.
A few things come to mind. First, I tell them that I'll check in with them on a weekly basis - just a quick status. This gives them more confidence in the process. Also, in my Track Changes comments, I'll typically preface a suggestion with, "Consider XYZ" or "Feels awkward, what about XYZ?" etc. The comments are always open-ended and designed to get them to think and make their own decision. Lastly, when I return the job with the edits done, I give them an overall accounting of the changes that were made and/or suggested and tell them I'm available for any follow-up if they have questions. So I include my clients in a major way in the process and I think they appreciate that.
Effective editing can't happen in a silo. To understand what "good performance" means, we need to understand the context each article sits within: 1. What is the broader strategy that this sits within? 2. What is the intended outcome of this article? 3. Who is the target audience? 4. What is the available scope of our editing?
When you edit, you are not only correcting errors, but also suggesting improvements and pointing out issues. How you communicate these feedbacks can make a big difference in how the writer receives them. Use clear and respectful language that explains the reasons for your edits, acknowledges the strengths of the writing, and avoids personal attacks or harsh criticism. For example, instead of saying "This sentence is too long and boring", you can say "This sentence could be shorter and more engaging by breaking it into two and adding a transition word".
An Editor's job is to correct the grammatical errors and improve the sentences where needed. But 'correcting' someone's work doesn't sit very well with some people, so 'how' you do it matters a lot. My practice while making an Editorial Report is to first highlight the Strengths of the manuscript where I describe everything that's well written and structured. After that, I elaborate on the Weaknesses Section. This way, the author doesn't feel offended because of the prior discussion done on the Strengths of the manuscript.
Being direct is hard for editors because there's a fine line between directness and hurting someone's feelings unnecessarily. Never, ever make the comments about what the writer did or did not do. Instead, make them about what is or is not working in the text. It's not about character — laziness, work ethic, etc. — it's about the content. So, comment on the content, not the writer. Do that religiously. And be extremely clear while doing so. Don't say something is working when it isn't because that's almost as disrespectful to the writer as being too harsh in your criticisms.
What you focus on grows. Focus on the good stuff and then reframe the stuff that requires improvement as the article suggests. Instead of saying: I don't like this. Say: I like how you did it. Can we try to reframe just this one sentence/paragraph in a different style just to see how it looks? You: 1. Avoid triggering the writer's defence mechanism. 2. You engage the writer's tendency to be creative (because collaboration is indeed ftw ????).
Effective communication with a writer is paramount for ensuring quality. First, be clear and specific—highlight the precise issues whether they pertain to syntax, style, or content. Second, exercise diplomacy; constructive criticism encourages positive collaboration. Third, align feedback with the project's goals and the target audience to ensure relevance. Fourth, consider employing an in-house style guide to navigate complex Arabic nuances and ensure consistency. Lastly, maintain an open dialogue to resolve ambiguities and facilitate receptiveness to changes. By balancing clarity and diplomacy, editors can foster a productive relationship with writers.
As much as you are trying to pick out the issues and help them make their work better you will not be able to effectively deliver your role if you downgrade their work or speak to them rudely. No one is perfect and that's why they come to you for help so do your job but be more compassionate and sensitive to their feelings.
One of the most useful tools for communicating with a writer when editing is the track changes and comments feature in word processors. This allows you to show the writer what you have changed, deleted, or added, and why. You can also use comments to ask questions, give suggestions, or highlight areas that need more attention. By tracking your changes and comments, you can make your editing process transparent and collaborative, and invite the writer to review and respond to your feedback.
Learn to think of tracked changes and comments in terms of the old adage about the difference between giving someone a fish and teaching them to fish. When you’re making line edits in tracked changes, you’re mostly just giving fish. There’s value in that. But there’s only so much room for learning from the edits themselves. That’s why coupling your edits with explanatory comments is so important, especially when you’re in a supervisory or mentoring role. Sure it takes longer in the short run. But those explanatory comments are where the growth happens. So unless you want to keep doling out the same tired fish (edits) every time you review their work, it’s worth investing the time to teach them to fish (write) in the comments.
You wouldn't believe this, but... Just recently I worked with a "marketing manager" who refused to document her feedback on any content! Instead she chose to read through this with me and ask for "something different" for certain parts/paragraphs. I would ask, can you give me an example of what you'd like? She would reply - "you're the contract head of the content strategy, isn't this YOUR job?!" I kid you not, these people can walk among us. However, getting to the point - 100% Changes should be visible, so you're able to see how the article has evolved, and where it has come from. If not documented, in round 3 you start to notice NEW edits, to previous EDITS. (If you're unlucky and land a contract for people like I did!)
Be Clear: Ensure each comment states the issue and a possible solution. Constructive Feedback: Frame feedback positively. "Consider rephrasing" vs "This is wrong." Use Examples: Offer rephrased sentences or clearer word choices. Be Open: Encourage a dialogue. Editing is collaborative!
There are many reasons for editing a document. It's worth bearing the context in mind to determine the most useful way to edit, to safeguard your time & respect their work. When: - polishing the document in a supervisory role: add comments to explain tracked changes. Keep the comments factual or suggestive. Worth including a few encouraging comments too. - contributing your expertise: pop it straight in as a tracked change so it's easy for the writer to accept changes rather than rephrase or copy/paste your comment. Can add in explanatory comments too. - feeding back: Stick to comments or even put general themes in an email. - on a tight deadline: get stuck in to tracked changes. No comments unless essential for clarifying.
Record a Loom video of yourself/your screen, walking the writer through your editing process. A visual and audio aid can be very helpful, especially when recorded.
Another way to communicate effectively with a writer when editing is to follow the style guide and conventions of the writing project. A style guide is a set of rules and standards for grammar, punctuation, spelling, formatting, and usage that ensures consistency and clarity in the writing. Conventions are the accepted practices and norms of a specific genre, field, or audience that influence the writing style and structure. By following the style guide and conventions, you can edit the writing according to the expectations and preferences of the writer and the client, and avoid introducing errors or inconsistencies.
For effective communication with someone who writes during editing, it is crucial to follow the project's style guide and standards. A style guide provides guidelines for language, formatting, grammar, and punctuation to ensure uniformity and clarity. Style is also affected by genre- or audience-specific conventions. Following these recommendations makes it easier to make adjustments that are in keeping with the writer's and the client's expectations, avoiding mistakes and maintaining consistency.
Consistency is important, but it should never come at the expense of a writer's voice and ideas. If you cut an interesting or colorful turn of phrase for the sake of rigid adherence to a guideline, you've probably done something wrong.
Style guides and conventions are essential because they promote consistency, professionalism, clarity, and efficiency in writing projects. They help writers meet the expectations of their audience, maintain brand identity, and ensure legal and ethical compliance where necessary.
A style guide is essential: I’ll never stop saying it! While ensuring consistency in both writing & formatting, it also helps maintaining a professional appearance, clarifies editorial decisions, and improves readability. It's also a basis for agreeing on objectives, tone of voice and format between multiple stakeholders. But don't forget to make it evolve over time: consistency doesn't mean immutability!
I always recommend them to follow the APA style, which provides them a good style guide and I think it works. Other styles, like the MLA also are beneficial, given the field of the study of the writers.
Editing is not a one-size-fits-all process, and different writers may have different opinions, preferences, and styles. As an editor, you need to be flexible and open-minded when communicating with a writer, and respect their creative choices and voice. You also need to be open to feedback from the writer, and be willing to discuss, compromise, or revise your edits if needed. By being flexible and open-minded, you can build a positive and productive relationship with the writer, and enhance the quality and effectiveness of the writing.
Great editors need skin in the game. They should be willing to write parts of a draft themselves, offering up example text, rephrasing language, and brainstorming ideas together. As the adage goes, if you ask for advice, you'll always get it. Great editors go a step further and prove that their advice is valid—often, by following it themselves.
For any editor, flexibility and open-mindedness are necessary qualities. It is crucial to acknowledge the various viewpoints, preferences, and writing styles of authors. It's essential to respect their artistic choices while remaining open to their criticism. When you're willing to talk things over, make concessions, and make changes as needed, collaboration will flourish. These traits improve the quality and impact of the information while also fostering a pleasant relationship. Being flexible is essential for success in editing.
I think first go through the article, note down your issues and then have a conversation with the writer. Listen first to the approach he or she took to writing the article. And the rationale behind it. Then give your suggestions for changes. Always keep the process two-way so the writers do not feel their views are immaterial.
Editing requires kindness and humility. As you put yourself in the writer's shoes, you make their content shine by protecting their voice and style. Always keep their audience in mind, because that often governs their creative choices too. Being flexible and open-minded shows the writer that you're willing to listen and are determined to help them communicate their ideas clearly and authentically.
Having a house 'style' is good. We all understand this. However, it's never good to try and get your writer to write exactly how you would. Having differing points of view, phrases, or tone is all part of what makes great content. Don't disable your writers' creativity, because it doesn't sound exactly the same as you would have phrased it. This is just going to cause a confusing final piece.
The last step of communicating with a writer when editing is to confirm the final version of the writing project. This means that you and the writer have agreed on all the edits, comments, and revisions, and that there are no outstanding issues or questions. You can confirm the final version by sending a message, email, or call to the writer, and thanking them for their cooperation and work. You can also ask for their feedback on your editing service, and offer your assistance for any future writing projects. By confirming the final version, you can close the editing process with a professional and courteous note, and ensure the satisfaction and trust of the writer and the client.
As a writer, if possible work with an editor with whom you have rapport. This will enable good dialogue, a great writer/editor relationship is one open to ideas and where both parties can bounce ideas off of each other.
YES, please! As a writer myself, but also someone who manages writers and content, I always ensure that a final version is agreed upon. I have been in a huge amount of situations where the term 'scope-creep' is not anywhere near as descriptive enough to describe their way of working! When you're managing content and strategy it's important not to move the goalposts constantly! Sounds crazy, but you won't believe how much this happens!
It's very important to give the text back to the Copywriter before the final submission, so that he can be sure that the style has been respected and that both parties are in agreement. Then it's all over.
Ojo para una publicación o escritorio no hay versión final pues se puede variar o hacer peque?os cambios según los designios del escritor... Pero en su gran mayoría los escritores buscan finalizar sus obras y no modificarlas a pesar de que pueden hacerlo...
Una reunión presencial y con los detalles calores es la respuesta. (nada virtual, todo presencial y directo para todo el proceso.)
Effectively communicating with a writer during editing is a multi-faceted process. Leveraging my group comprised of managers, SEO leaders, and assistant managers, I initiate by sharing my concerns and knowledge with this core team. This structure ensures that feedback is consistent, aligning with our broader strategy. We then cascade this feedback to respective teams, maintaining clarity. Open channels for questions allow for dialogue, fostering understanding rather than just directive changes. By combining my insights with structured team communication, we ensure edits not only enhance quality but resonate with our intended message and audience.
Editing is not an easy job, when you are editing someone else written content, you have to be more careful. Before editing any content, connect with the writer. Talk about the topic, the content and the perspective he/she has written the content. Don't enforce your perspective and opinion while editing. Keep the tone and authenticity of the content alive. Sometimes, you might have to change the tone a bit to make it more relevant to the targeted audience but never alter the whole feel. Think like a Teacher/Educator while editing the content, you just want to correct the mistake and provide valuable feedback.
Editing is not for everyone! My experience is with technical editing (higher ed accreditation). A technical editor may know how to write, but is viewed much more positively with experience in the field. Cutting content to tell a better story can create conflict when the author sees those words as vital to understanding the topic. This then requires patience and tact on the editor’s part. It can be a very challenging job!
It's important to remember that editors are hired to help improve the author's draft, rather than completely rewrite it. Keeping that in mind as you edit can help ensure a productive and positive experience for the original author. That might entail framing recommendations as suggestions, rather than indicating they must be done, or asking questions for clarification rather than making assumptions about the author's intent. I've been on both sides of the equation, as an author whose work was being edited and as an editor helping to polish someone else's writing. I found that I was much less defensive when my editor shared alternatives and offered new ideas, rather than chastising me for a misplaced comma or grammatical error.
When possible, it's good to meet with writers one-on-one instead of relying exclusively on written feedback. Sometimes, the same feedback can feel much less harsh and much more constructive when delivered in a verbal format, where the writer has a chance to respond, ask questions, and brainstorm with you.