The Art of Editing: Refining Your Written Work

As a writer, you’ve invested considerable time and effort in crafting your document, be it a report, speech, newsletter, or other written piece. Now comes the crucial phase of editing, a process that demands both skill and objectivity.

While numerous practical editing techniques exist, their effectiveness hinges on addressing common challenges faced by even the most accomplished writers. Let’s explore some key strategies to enhance your editing process:

 Gain Perspective Through Distance

Walk away from your work before you try to edit it. After completing your initial draft, it’s essential to create some distance between yourself and your work. This separation allows you to approach the text with fresh eyes, enabling you to give it a more objective review. The duration of this break may vary depending on your deadlines, but even a short respite can significantly improve your editing effectiveness.

Cultivate Objectivity

When you get ready to edit, pretend you did not write the piece. Remember that your written work is a professional product, not an extension of yourself. This mindset is particularly crucial for newer writers who may feel a strong personal attachment to their words. As you gain experience, you’ll find it easier to view your writing objectively.

Approach Editing with Precision

When you return to your work, adopt the perspective of your intended audience. Reading your text aloud can be particularly helpful, especially for speeches or presentations. Consider the following techniques:

1. Envision your reader (e.g., a busy attorney seeking a concise, clear expert witness report).
2. Identify and simplify technical jargon, translating it into layman’s terms where appropriate.
3. Flag awkward phrasing, unclear sections, and repetitive language.
4. Assess the formality of your tone, ensuring it matches your intended audience and purpose.
5. Simplify your writing so that a person with a 6^th grade education would understand it.
6. Break up long, convoluted sentences. For example, I once edited a sentence that was over 50 words long into 3 separate sentences.
7. Check your work in stages. For example, look for typos and spacing errors, and then return to the top and check the consistency of headers.

Refine Your Style

Consider these stylistic elements to enhance the impact of your writing:

1. Maintain focus: Avoid unnecessary detours that may distract from your main points.
2. Craft concise paragraphs: Aim for short, focused paragraphs (ideally 3-4 sentences) to improve readability. I used to advise writers to break up paragraphs that were up to 10 lines long. Now the trend is to use paragraphs that are 3-4 lines.
3. Use strong language: Opt for powerful verbs and nouns, reducing reliance on adjectives and adverbs.
4. Be assertive: When presenting facts or data, use definitive language (e.g., “These figures confirm” rather than “These figures suggest”).

Key Principles for Effective Editing

1. Allow time between writing and editing.
2. Approach your work as a separate entity, not an extension of yourself.
3. Edit with precision and objectivity.

By applying these principles consistently, you’ll develop a sharper, more polished writing style. Whether you’re a novice writer looking to improve or an experienced professional seeking to refine your skills, these techniques will help you transform your writing into a powerful communication tool.

For more comprehensive guidance on writing and editing, consider  purchasing my book, “52 Writing Tips: Fast and Easy Ways to Polish Your Writing.” This book provides valuable insights into grammar, editing techniques, blogging essentials, and strategies for engaging your readers effectively.

Remember, the art of editing is a skill that improves with practice. Embrace the process, and watch your writing flourish.

Pat Iyer MSN RN LNCC is a consultant, speaker, author, editor and coach. She has written or edited over 60 of her own books and worked with a few dozen authors. Pat is an Amazon international #1 bestselling author. Coaches, consultants, and speakers hire Pat to help release the knowledge inside them so that they can attract their ideal clients.

She delights in assisting people to share their expertise by writing. Pat serves international and national experts as an editor, book coach, and a medical and business writer.