Chapter 5: Revising and Editing Text

Chapter 5: Revising and Editing Text

Every written work should be reviewed. If your document is sent with errors, your credibility is diminished, the document takes longer to read, and the reader can draw improper conclusions. You should receive feedback on every document you write. Collaborating with others allows for more polished documents. Give constructive feedback and do not become defensive when receiving it. Use standard proofreading marks. There are four levels of reviewing and revising documents. This system, known as DOCS, is as follows:

Level 1 - Review the Design. Check the document for design and visual appeal. The document should follow standards for headings, visuals, white space, tables, etc. Use HATS to review the document in details.

Level 2 - Review the Organization. Skim the entire document. Analyze the overall information architecture. Check for indirect or direct approach and ensure the delivery method matches the message. Consider the structure and information blocks. Make appropriate changes and use OABC to ensure the overall pattern is correct.

Level 3 - Review the Content. Use the four "C"s and CLOUD for paragraphs.
   Four "C"s: Is the document clear? An intended audience member should read the document and mark any unclear aspects. Is the document complete? Use 5W2H and exclude irrelevant material. Is it correct? Check the quality of the content. Remove exaggerations or libel. Is the document compelling? Make sure the information appeals to the audience and matches your objective.
   CLOUD: Begin with the "O", Organization. Paragraphs should be direct, begin with the topic and include supporting sentences. Coherence, "C", means that each paragraph should follow one another in a logical order. Length, "L", should be analyzed by ensuring each paragraph is about seven lines long. Unity, "U", should be examined by relating each sentence in the paragraph to the topic sentence. These should match. The "D" in CLOUD stands for Development. This is checked by ensuring the main idea is adequately developed with hard supporting data.

Level 4 - Review the Sentences. Check for spelling, grammar, and punctuation errors. Read the document out loud and concentrate on each word. Use a ruler to follow each line. Have multiple reviewers read the document. Check titles, headings, and art as well. Make sure all sentences have clear structure. Be sure to review case, agreement, tense, number, and capitalization. Evaluate word usage and avoid long, awkward sentences.