Editing Steps

One of the most important things I learned while completing a copyediting certificate was how to use checklists and work in a very methodical way. When you’ve readied your manuscript for editing and sent it my way, there are a series of basic steps I will follow for each project:

Save.

I copy all files so that I have a working file and an original file. I also advise authors to make sure they have a backup copy of everything before any changes are made.

Look.

Once I have all the files in order, I’ll glance through the entire document, familiarizing myself with it. I’ll look at any illustrations, charts, graphs, etc. so I know what to expect as I read. I’ll watch for any glaring problems, standardize fonts throughout, and find and replace all double spaces.

Read.

Before beginning any editing, I will read the manuscript. For a short document, I would read the entire text at this stage. For a sample edit of a larger work, I would read the portion meant to be edited. If I notice issues during this reading, I’ll simply make a note for myself and continue. No changes are made on the first reading.

Style.

A large part of copyediting is applying a consistent style to the text. In order to achieve this, editors create style sheets to record editorial decisions made on the manuscript. This sheet can include a list of characters or unique words, punctuation rules, word usage notes, details on how numbers are handled, citation examples, etc. I will pass this style sheet on to you when I return your edited manuscript. 

Edit.

Now the fun begins. The first round of editing will generally look at the larger picture, then I narrow down as I work. So I begin with issues that affect the entire text (or the entire portion being edited for the sample). By the second round of edits, I’ll be looking at each punctuation mark, word, and sentence. Each of these things should work toward the whole.

Clean.

Before returning a manuscript to the author, I clean up the working file. This includes editing any queries to the author to make sure they’re clear and concise, removing anything the author doesn’t need to see, and running a final spell check. This helps ensure that I haven’t accidentally introduced any errors. After all, editors are human too!

There are a lot of variables when it comes to having your work edited, but finding an editor who is flexible and responsive is very important. Knowing how the process works can help an author and editor maintain a clear line of communication through it all.