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Nonfiction Authors: Think Like an Editor

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Barbara McNichol

Writers take their observations of the world, draw a few conclusions, and translate them into messages on paper (or computer screens). When you write something to market your products or services, you don a writer’s hat to express your message in words. But don’t stop there. You then need to put on your editor’s glasses and focus on fine-tuning those words to make sure they communicate with your intended audience. That requires you to read your piece as if you have never seen it before and think like an editor.

A skilled editor examines every phrase and asks:

  • Is it NECESSARY?
  • Is it CLEAR?
  • Is it CONCISE?

When you review your own writing, you likely won’t answer “yes” to all these questions. So take off your writer’s hat and look through your editor’s glasses, then make changes based on these five common writing problems.

1. Use the active voice. (WHO does WHAT to WHOM.)

Passive: It was decided that everyone would take the class.
Active: The principal decided everyone would take the class.

2. Make subjects and verbs agree. (No mixing singular and plural.)
Incorrect:  A group of writers were in town. (“Group” is singular while “were” is plural.)
Correct: A group of writers was in town. (“Group” is the subject here, not “writers.”)

3. Use parallel construction. (Give your writing rhythm.)
Weak: We’ve learned to read, write, and we’re making sure information is shared.
Stronger: We’ve learned to read, write, and share information.

4. Make the subject obvious. (Don’t let your participles dangle!)
Yucky: Driving down the highway, the new stadium came into view. (Who was driving down the highway? The stadium?)

Better: We could see the progress on the new stadium as we drove by it on the highway.

5. Use specific, vivid verbs and nouns. (Don’t overuse adverbs and adjectives.)

Dull: I saw some really pretty yellow daffodils.

Interesting: I reveled in a riot of daffodils.

When you wear your editor’s glasses, make sure every word counts. What are your favorite writing/editing tips that will enhance someone’s writing? Please share them here.

 

Why Make a BIG DEAL Out of Correct Spelling and Grammar?

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By Barbara McNichol

As hurried electronic messages go flying by, what gets lost? As you listen to multiple news shows, talking heads, and barking sports announcers, what gets lost? The clarity and correctness of our language, something we don’t want to lose (or is it loose?).

My antenna crackles in annoyance when incorrect language reaches it. And others notice, too.

Reading a list of 25 top grammar and language mistakes in a recent Ragan Report article got me going again. After all, I’m a baby boomer whose education made a BIG DEAL out of correct spelling and grammar for 18+ years.

In grad school, in fact, the professor returned our papers when she spotted the first mistake and marked them with Do Over! The message: “Get the language right or fail the course!”

How often are you told to “Do Over” when you write or speak inaccurately? I bet it’s rare. As a consequence, spelling and grammar have become, well, sloppy–so sloppy that folks from any generation don’t always know what’s right.

This example from the Ragan Report article ranked #19 out of the 25 top mistakes:

Using “me and somebody.” It’s common courtesy to put the other person first. Thus you should always say, “Fred and I went to the gym together.”

What’s the danger when incorrect sentence structure prevails? It’s heard so frequently, people think it is correct—and the mistake perpetuates. So I’m now on record shouting, “It’s not accurate! Do over!”

Who vs. That (and vice versa)

Another mistake that made the list at #20—using “that” instead of “who”—deserves #1 because of its impersonal connotation. Remember, “that” relates to things while “who” relates to people. Here’s the correct use: “I have a friend who did me a favor, one that I greatly appreciated.” See the distinction? In fact, “who” versus “that” is one of those pesky word pairings that can trip you up—what I call a Word Tripper.

What I’ve done is create a Word Trippers ebook, but that’s a drop in the bucket in the whole scheme of things. If incorrect language use–and its ignorance and apathy–bother you too, what can you suggest be done?

I’d love to hear your opinion on if correct grammar should be a BIG DEAL. What word trippers get under your skin?

Barbara McNichol provides expert editing of business and professional books, working with authors, agents, publicists, publishers, designers, and book consultants. Barbara created Word Trippers, an e-book guide that’s the ultimate source for choosing the perfect word when it really matters. You’ll find 350+ Word Trippers as a new Kindle e-book on Amazon. Full details at www.WordTrippers.com  or head straight to www.amazon.com

Whack Wordiness: Keep Your Writing Motor Running

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by Barbara McNichol
 

“Writings are useless unless they are read, and they cannot be read unless they are readable.” – Theodore Roosevelt

After encouraging writers to quit rambling when crafting their paragraphs and chapters, I want to make sure you don’t stall out.

What techniques can keep your motor running smoothly? Take these four tips to heart.

1. One Thought, One Sentence

2. Steer on the Sunny Side

3. Build Bridges to Guide Your Reader

4. Place Strongest Words at End

1. One Thought, One Sentence

Unless you’re a novelist whose style calls for long, descriptive sentences, in the nonfiction world, it’s best to express one thought in one sentence and end it. Spend another sentence on the next thought, and so on. Keep your prose moving forward with short, succinct sentences.

2. Steer on the Sunny Side

It’s hard for readers to track what’s being written when it’s stated in a negative way. And most of the time, negative statements require a lot more words to make a point. Avoid using “no” and “not” except when you strongly want to emphasize or contrast something.

Negative: The answer does not lie with their carelessness or incompetence.

Better: The answer lies in having enough people to do the job.

Negative: We can’t incorporate all the design features without increasing the unit size.

Better: To provide all the design features, we have increased the unit size.

3. Build Bridges to Guide Your Reader

Since your goal is to whack wordiness, you may consider bridge words and phrases extraneous. Yet, the transitions from one sentence to another do keep your motor running and should be kept in high gear. Why? They create logical links that smooth the road like a well-maintained highway.

Examples of bridge words that . . .

connect two ideas of the same kind         and, plus, as well as

add another thought        besides, also, what’s more, besides, then, again,

compare or contrast ideas    but, still, however, yet, rather, likewise

 reinforce an idea             indeed, in fact, of course, by all means

show results                          as a result, consequently, thus, hence

 4. Place Strongest Words at End

Consider placing your most prominent words at the end of your sentence. Doing so provides emphasis and helps push your writing from one new idea to the next. E.g., “With your new ability to whack wordiness, you’ll drive smoothly toward your writing destination.” The main message hinges on “drive smoothly” rather than on the support statement “with your new ability . . .” It strengthens your intent.

 

Whack Wordiness: How to Stop Rambling

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By Barbara McNichol

Rambling in your writing often stems from muddy thinking—that is, not having a clear idea of what you want to say. When analyzing a piece of your writing that rambles on, ask, “Exactly what was I trying to say?” Challenge yourself to state its purpose in one simple sentence. Then once you have your intended point in mind, ask:

  • Did I put in unnecessary facts on the road to making my point?
  • Did I add any phrases that were irrelevant to this point?
  • Did I keep in mind what readers might be asking as I make my point?
  • Do my sentences lack rhythm that jars like riding a bumpy road?
  • Did I take a straight line to make my point or did I take unnecessary detours?

Consider using the following formula* to monitor your writing and keeping sentences from running away on you. Use no more than:

  • 5 paragraphs per page
  • 10 sentences per paragraph
  • 15 words per sentence
  • 3 syllables per word

*Recommended in Don’t Let Your Participles Dangle in Public!

How to apply this formula

Step 1: Take one page of your writing, 300-400 words, and count the number of paragraphs. Fewer than 5?

Step 2: In an average paragraph, count the number of sentences you have. Fewer than 10?

Step 3: Choose one paragraph and count the number of words in each sentence. What’s the average? Fewer than 15?

Step 4: Now circle all the words on the page that have 4 syllables or more.

Following these four steps, you now have lots of clues where you can stop the rambling and smooth out the potholes on the road.

Whack Wordiness: Eliminate Extraneous Phrases

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by Barbara McNichol

As you revise, proofread, and finalize what you’ve written, whack all the extra words you can to sharpen your message in compelling ways.

Eliminate extraneous phrases such as:

“there is” and “there will be”
e.g., There will be many candidates who are already planning to move. Better: Many candidates may be already planning to move.

“It is all about”; “the fact of the matter is”; “the fact that”
e.g., The fact of the matter is that it’s unwise to go out carousing. Better: It’s unwise to go out carousing.

“in regards to”
e.g., There may be additional sites you should seek out in regards to your industry. Better: Seek additional sites related to your industry.

“is going to”
e.g., He is going to be a key asset. Better: He will be a key asset.

“in order to”
e.g., Add key words in order to describe the new position. Better: Add key words to describe the new position.

“is intended to, meant to, designed to”
e.g., Prescreening is intended to focus on key aspects of the position. Better: Prescreening focuses on key aspects of the position.

“the reason why is that . . .” (a simple “because” will suffice)

Take out these wobbly words whenever you can:

some “We rely on some long-standing methods.”

much “Jobs posted on the internet reach a much larger audience.”

very “Get ready to do a very good job.”
quite a few “It’s been quite a few days since we spoke.” Be specific; use a number.

that “Find information that you can apply easily.”

Note: The word that doesn’t substitute for who when referring to a human being. E.g., “. . . a person that plays the piano” should be “a person who plays the piano.”

Knock out redundancies such as:

end result
add more
tally up
future plan
absolute guarantee
alongside of
ask yourself
at the present time
spell out in detail
sum total
visible to the eye

Think of these extra words as layers of onion skin before you get to the usable part. Peel them from your writing. – Diana Booher, Booher’s Rules of Business Grammar

Replace phrases with single words where appropriate:

“a great number of” with “many”
“ahead of schedule” with “early”
“during the time that” with “while”
“give consideration to” with “consider”
“in spite of the fact that” with “although”

Change nouns to verbs:
“the examination of” becomes “examine”
“reach a decision” becomes “decide”
“the transformation of” becomes “transform”
“the reorganization of” becomes “reorganize”

Revise long-winded sentences:
Chop a long sentence into two – and make sure they both sound correct!
Combine thoughts and ideas when you can.
Question every single word – especially every adverb and adjective.
Take out the ones that don’t add to the meaning.

Rout out words that are inadvertently used twice:
“Following a process for hiring, we followed his techniques.” Better: “Following a process for hiring, we adopted his techniques.”
“Hoping for warm weather, we hoped to book our vacation in the south.” Better: “Hoping for warm weather, we booked our vacation in the south.”

Let absolutes be absolute:
e.g., Ever heard someone say “his bucket is emptier (or more empty) than mine”? How can something be emptier than empty? The same holds true for all absolute words. Drop the “less” or “more” in front of these:

perfect
unique
equal
final
first
last

Get rid of tag-ons to verbs:
continue on
refer back to
grouped together
open up
cancel out
first began

Employ these tips today and you’ll see how quickly your writing improves!

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“Barbara McNichol’s teleclass Whack Wordiness was extremely valuable and brilliantly presented. Barbara has been the editor of my book, several articles and letters. I would not send out anything important without getting Barbara’s expertise and keen eye for perfection first.” – Maureen Minnehan Jones

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