Why You Need an Editor

The printer’s devil hates you.

Cartoon of a printer with devil's horns.

A while ago I had a conversation with a client who approached me to proofread a major financial document. I agreed, but soon they came back to tell me that higher-ups had vetoed the idea, saying that several people had approved it, so it was okay to print as it was.

Um . . . mebbe, mebbe not.

Now, what I’m about to say might sound arrogant and self-serving, but I don’t mean it as such. Believe me when I say that if any document is meant for public consumption, it’s a really, REALLY good idea to have a professional editor or proofreader look it over.

Here’s why.   

An editor’s eye is different

Yes, yes, we’re all educated people here. We can all put together a decent memo or report. But thinking that a document is fine because management has looked it over might be a mistake. When professionals proofread, we examine every single sentence. We check every single punctuation mark. We debate agonisingly over every bulleted list. Periods at the end of each item or no? Indented or flush? We’re by no means infallible, but I can promise you that when you pass your document through the hands of a good editor, it’ll be better for it.

You need someone to double-check your facts

You say the time in Ghana is three hours ahead of Trinidad and Tobago . . . but are you sure? Maybe I can run a quick check on that for you? (Yeah, it’s actually four hours.) Have you correctly spelled the name of your Minister of Parliament? (And do you want them to forever hold you in their craw if you haven’t?) Is the person you’re writing about called Jennifer or Gennifer? I’ll find out for you.

People might actually understand what you’re trying to say

Have you ever had to read something three or four times to be able to understand what the hell it’s saying? *eye roll. If some corporate writers got paid by the number of letters in each word, they could retire and open a coconut ice cream stand in Malibu.

A good editor will help you break down dense copy into easily digestible bites. So your reader doesn’t give up halfway and use your publication to line their hamster cage.

The printer’s devil hates you

Photos printed upside down. No captions. Page numbers screwed up. An entire column in a story says ‘lorem ipsum’ over and over. You notice too late that someone in the background of your cover photo is flashing their boobs. Oops.

Reprints are expensive

You know what’s painful? Getting your booklet back from the printer only to discover a handful of minor typos—or a major, catastrophic one. Which will leave your company with egg on its face, and you stammering before your superiors about how you let it slip past you.

You like to sleep at night

In short, hiring an editor to edit or proofread will give you peace of mind. Someone has taken the time to pick and poke at your valuable document and then stitch it back up again. Feels good, doesn’t it?

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Eschew Obfuscation*

*Try not to confuse anyone

Poster stuck to wall. It says Rodent Control Device.

One of my father’s favourite bits of advice was “eschew obfuscation”, which, of course, was obfuscating in its own right.

I happened across this sign recently. Rodent Control Device, it said. Not Rat Trap. And yes, it does go on to list a number of devices that they might be using, but it did make me chuckle.

It got me to thinking of how many times documents cross my desk swollen with $20 words when a couple of 15-cent words would do just fine. The urge to show off your vocabulary is almost irresistible, that’s for sure. Just listen to our politicians speak.

But when we write, we write to be understood, not to impress others with the fabulousness of our expansive and sagacious verbosity. At least, I hope not! We write to communicate.

So keep it simple. Ask yourself, what’s the easiest way I can put this? How do I get my reader to understand what I want to say without reaching for a dictionary? Do I really need to construct elaborate sentences with multiple subordinate clauses? How long do those paragraphs have to be? Is there a new law against white space? And unless you’re being paid by the word—well, even if you’re being paid by the word—try to curb your enthusiasm. I know a blank page can be daunting, and anxiety propels us to fill it, but it’s better it be half-filled with something of value than full of sound and fury, signifying . . . well, you know.

One tool I find useful is the Flesch Reading Ease and Flesch-Kincaid Grade Level tool in Word. You’ll find it under File – Options – Proofing. It helps you check the readability of what you’ve written using a sophisticated algorithm and gives you the relevant scores.

The Flesch-Kincaid score corresponds to the reading age or US grade level a person would need to read your piece. The Flesch score tells you the percentage of people who you can expect to easily read it. You want to keep your piece at around Grade 8, or age 14 or so, and around 60% or more, or you’ll start losing us as readers. The tool also gives you helpful info like number of words per sentence, sentences per paragraph, and the percentage of passive sentences.

What it boils down to is this: Use shorter words in shorter sentences. Obfuscation represents a lack of self-control . . . or an over-abundance of vanity. Neither is a good thing. Learn to throttle yourself back—and call a rat trap a rat trap

For more about the Flesch and Flesch-Kincaid scales, check out these websites here and here.

Excited to hear your point of view. Please leave a comment below.

The Unconscious Sexism of Words

Sometimes what’s deeply buried in our minds pops to the surface like the skeletons on Poltergeist.

I was cleaning the litterbox the other day while our kitten sat nearby and supervised. It was, shall we say, a messy job. “Oh my God, Captain Poopypants!” I exclaimed as I filled my scoop. (No, her name isn’t Poopypants, and no, she wasn’t in the least bit ashamed of herself.) Immediately, a thought popped into my mind: But I can’t call her ‘Captain’; she’s a girl!

And then I punched myself in the face.

We all love to say we’re not sexist, but sometimes our unconscious biases spill out in our writing. This was a classic example; me for a second wondering how a female could be captain of anything. Duh.

Here are a few other ways in which our words betray our non-conscious sex and gender biases:

  • Calling women ‘girls’, especially if they work for you or perform lower-paying jobs like housekeeping or secretarial work. “I’ll have my girl call your girl”. Um . . . your ‘girl’ is 42 and has grown kids . . . .
  • Using a woman’s first name while referring to men by their last. “John Donovan, Miguel Santos, and Charlene were at the meeting.” Surely you mean ‘Ms. Thornhill’!
  • Referring to women as ‘females’. “What are all these females so upset about?” ‘Female’ is a biological term. Outside of medical or scientific situations regarding humans, the term is usually applied to animals. Who wants to be defined by their sex organs and chromosomes?
  • ‘Lady doctor’ and ‘male nurse’. We often make assumptions about the sex of a person in certain professions, so we feel we have to loudly announce when that person doesn’t belong to the gender we expect. How terribly 80s of us. How ‘bout we stop?
  • “Professor’s Wife Murdered”. I’ll never forget that newspaper headline; it actually caused quite an outcry from women’s groups. With all this woman must have achieved in her life, and the tragedy that she’d lost it, why was she reduced to the context of her relationship with a man? Why not “Science Teacher Murdered”? Why not “Runner-up in Art Competition Murdered”? She was more than a wife, no?

I’m not a huge advocate of completely unsexing the English language, and don’t care for newly created terms that disguise or eliminate gender altogether, but I do think we should keep our radar on when we write. The relationship between the genders is already fraught with tension. Why add to it?

Can you think of any more examples? Put them in the comments and let’s talk.

‘Or’ vs ‘And’

What’s the diff?

Poster on wall saying "No eating and drinking".

I spotted this poster on a wall at the mall and just had to take a photo. It’s a common mistake; you see it everywhere. No eating and drinking. The ticklish bit here is the ‘and’. Do they mean that you aren’t allowed to do both in their store at the same time? That if you’re eating and not drinking, it’s okay, or if you’re drinking but not eating, it’s fine, just don’t do both?

Sometimes you even see: No smoking, eating and drinking.  No cell phones and cameras. No vending and soliciting.

I know everyone understands what the sign says. I know I’m being a bit nit-picky, but I am what I am. Up to me, I’d use ‘or’, so it’s clear that none of these activities is acceptable. Even if you’re only doing one of them.

I’ve done my part. Now it’s your turn. Leave a comment below.

Only Having Fun

Red and white poster with the words Dispose of Toilet Tissue Only in the Toilet.

I love the word ‘only’. You can have so much fun with it, depending on where you place it in a sentence. Take this poster.

Think about how the sentence would change if you moved the word ‘only’ around. For example:

 

  • Only dispose of toilet tissue in the toilet: are they using it for something else?
  • Dispose of only toilet tissue in the toilet: are they putting other stuff in there?
  • Dispose of toilet tissue in the toilet only: are they putting it somewhere else?

You can get yourself in a pickle if you don’t use ‘only’ right. Think of how it would affect your relationship if you used it like this: Only I love you. I only love you. I love only you. I love you only.

Think of how your relationship could turn out with these different declarations:

  • Only I love you.
  • I only love you.
  • I love only you.
  • I love you only.

If you love words and have nothing better to do, you can have a lot of fun.

Please comment below and let us know what you think.

A Kid is a Baby Goat

Stand your ground against the Grammar Police.

Cute cartoon of a baby goat. Or a 'kid' if you like.

True, but a ‘kid’ is also a juvenile human creature—quite often annoying, but let’s not go there. I know it’s standard use in America, but here in the Caribbean, you’d be surprised how many people will fight you down to the ground if you use the word ‘kid’ to mean child. I have had people send back my work with the word ‘kid’ circled in red with the witty, original, and utterly-never-heard-before comment, “You mean a baby goat?”

Oh, grow up. As an editor I get paid to be nit-picky about language, but as a person in possession of a working brain and a functional concept of how languages work, I also reside on this planet, and I have two points to make.

  1. Language is alive. Just like you and me: It is born, it grows, it matures, it changes, and it will eventually die. A few years ago the word ‘selfie’ didn’t exist. Or ‘blog’ or ‘vlog’ or ‘twerk’ . . . or dozens more.  They were created to fill a need. Also, words we consider “proper” English had different meanings in earlier times. We use the word ‘slut’ today to mean a woman with low sexual values, but it originally meant a dirty and unkempt woman. The word ‘nice’ originally meant foolish or stupid; now it has morphed into the wishy-washy non-word we all know and love. The meaning of words changes.
  2. I first heard the word ‘kid’ back in the 60’s, on Sesame Street. When I was a kid myself. It dates back more than 100 years. And as far as I’m concerned, if a word has been around so long, it’s earned its stripes.

So, if you feel strongly about it,  you can type ‘children’ until your hands hurt, but if I choose to do otherwise, there’s no need to get all up on my back about it, ‘kay?

Comments and questions, guys. Let’s talk it through!

I Hate my Boobs.

Well, not really. But I got your attention, didn’t I.

At present, I’m not happy with my boobs, so presently I will be checking myself in for a lil’ nip and tuck.

April Fool! My boobs are just fine, thanks. In fact, I’ve been told they’re spectacular. I just wanted to demonstrate the difference between ‘at present’ and ‘presently’, which is so easy to understand and yet many people get them confused, including mainstream media and major publishers.

It’s simple: ‘at present’ deals with the now. This very moment. ‘Presently’ deals with the future, stuff that will happen soon but hasn’t started yet. So, “At present I am enjoying a cold brew or two” = “I ‘m knocking back a half-case of Carib beer over here.” and, “I shall be with you presently” = “Relax, man! I’ll be there soon!”

Wanna talk about it? Please leave a comment below.

I’d Like to Complement the Windies on Their Spectacular Win

(Even though I know nothing about cricket.)

Oh . . . wait . . . sorry. I meant to compliment them. ‘Complement’ and ‘compliment’ are often confused, but easy to tell apart, if you look hard enough.

‘Complement’ with an E means to be a harmonious addition to something. For example, white wine is a great complement to a fish dinner. Colours and angles can also be complementary, in that they complete or enhance each other.

On the other hand, ‘compliment’ with an I means to give positive feedback, as in a lot of people have paid me some very nice compliments about my Scribble Pad posts.

‘Complimentary’ also means an extension of courtesy or good manners . . . and it implies that something is free of charge.  So when you’re invited to a fete where the drinks are ‘complimentary’ it means you don’t have to pay for them . . . your rum and Coke will not tell you how well your dress goes with your shoes.

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My Neighbour Pisses Me Off

Seriously, he needs to stop . . . .

He’s continually pissing on my boundary wall. But it’s a good thing he doesn’t piss continuously, or he’d be dead.

Let me explain. A continuous action is one that doesn’t cease, like the waves on the ocean, rolling and rolling. Big Ben has been ticking continuously since 1859 (except maybe when they change batteries, but you know what I mean.)

Continually refers to an action that has a start and a finish, which happens over and over, but doesn’t go on uninterrupted. So this guy next door, he peed on my wall last night, zipped up and walked away. Tonight, he’ll probably do the same thing. Continual, right?

And I continuously hate his guts.

What do you think? Leave a comment and let’s talk.

Working in My Jammies!

When I started working from home, the thing I looked forward to every day was sitting around in my everyday clothes and scratching my butt. Well, technically, that’s not true. I discovered quite quickly that I was at my most productive when I dressed for work, even when nobody was around to see me. I was less tempted to fall back into bed and drool the day away.

Cartoon of woman working in the lotus position wearing casual clothing. A cup of coffee is next to her and she's working on her laptop.

But I simply wanted to demonstrate the difference between “everyday” and “every day”. It’s staggeringly simple, but many people get it confused, even large corporations in their ads and publications. “We give quality service everyday!” I saw it on a billboard this week and my head steamed so badly my hair went straight.

“Everyday” —one word—means ordinary, blah, dull as dust.

“Every day”—two words—refers to the length of time determined by the solar cycle; the rising and setting of the sun.

Easy peasy. So even though my everyday wear consists of an old T-shirt, a saggy pair of men’s boxers, and a pair of flip-flops, every day God brings I open my eyes and give praise.

Excited to hear your point of view. Leave a comment below.