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What Editors Tell Authors About Improving Their Writing

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by Barbara McNichol

What can editors tell writers and authors about improving their writing? Consider these five common writing mistakes even conscientious writers make:

Mistake #1: Being self-absorbed as a writer. With too much talk about the author’s experience of writing, you risk overlooking the reader’s experience. The fix? Use “you” more than “I” in your sentences and stay close to your core message.

Mistake #2: Addressing readers in plural rather than as a single person whose interest you want to capture. Remember, reading is a solitary pastime. The fix? Keep one person in your target audience in your mind’s eye as you write.

Mistake #3: Using a long noun phrase when an active verb will do. The fix? Whenever possible, get an active verb to do the “work” of the sentence. Instead of “the examination of the report was done by the director,” change the noun phrase to a verb and rewrite the sentence: “The director examined the report.” In this way, passive construction becomes active, reduces the word count, and delivers a more direct message.

Mistake #4: Having no clear order to the paragraphs. The fix? Once you’ve crafted a solid, compelling opening, think through how the organization and flow of your main points will best guide your reader logically to your desired conclusion. If possible, test the result with colleagues or actual readers who will give you honest feedback.

Mistake #5: Writing sentences that ramble (on and on and on and on). The fix? Limit your sentences to 15-21 words maximum. Be sure to vary sentence length to create interest.

Bonus mistake: Flat-out choosing the wrong word. Yes, in English, it’s easy to confuse common words such as “advice” instead of “advise” (among hundreds more). The fix? Use a comprehensive resource such as Word Trippers (print or ebook) to help you select the perfect word when it really matters. Want a free mini-version of Word Trippers (the ebook)? Go to http://www.WordTrippers.com

What common writing mistakes would you add to this list?

Advice for First-Time Authors from a Professional Editor

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Editor’s Note: This post is an excerpt from a new book published by Gail Woodard and Dudley Court Press. Titled Write the Book You’re Meant to Write: A Guide for First-Time Authors, it gets to the heart of the issues first-time authors face. I was honored to have been interviewed for this book as well as edit it.

by Gail Woodard

I asked my good friend and editor Barbara McNichol what advice she would give to a first-time author about the process of working with an editor. Here’s some of our exchange:

How can an editor help an author?  Smart authors know the value of a good editor to improve the clarity of their ideas and conciseness of the words they use. A good editor makes the author’s prose more readable while preserving the person’s intended voice.

Can you advise authors on how to streamline their writing so the editing process goes more smoothly and costs less money? Sure. Adopting these seven practices will make a huge difference in any manuscript:

  • Get rid of extraneous phrases (e.g., the fact of the matter is, there is and there are, is going to, is starting to, is designed to, etc.)
  • Find alternatives for wobbly words—vague words that don’t add meaning (e.g., really, much, very, some, that).
  • Change long noun phrases into short verbs whenever feasible (e.g., “the examination of” becomes “examine”; “the judgment of” becomes “judge”).
  • Limit the length of your sentences to 21 words so readers won’t get bogged down and lose your intended train of thought. (Oh, my. This sentence exceeds 21 words by 2!)
  • Pay attention to noun/verb agreements and pronouns, too. You hear people say “me and Michael went to lunch” but “me” is the wrong pronoun in this case. Know what’s right. Apply the right grammar rules; it’s important to your credibility!
  • Construct your sentences using active verbs, not passive (e.g., “The stranger created a scene” is active; “A scene was created by a stranger” is passive.) Why is this important? The action you want to convey moves forward more directly when you write in active construction. Look for the word “by,” which clues you in to when passive construction is used.
  • For accuracy, know which word to use when. Pay special attention to confusing ones such as “complementary” versus “complimentary.” Hint: the word “gift” and “complimentary” both have an “i” so when you’re being complimentary, think of giving away a gift. I call these “Word Trippers” and offer a word choice guide and subscription program to make it easy to learn the difference. (See www.wordtrippers.com)

Why should someone invest in hiring a professional editor? Editors are trained to be patient and thorough. They go through an author’s manuscript with a fine-toothed comb. That’s rarely the kind of diligence provided by friends or even critique-group members.

In addition to keeping the author’s voice, what else is a primary goal in the editing process? For nonfiction books especially, authors write them to support their business objectives. Their book forms the cornerstone of their company’s message and direction. Keeping that objective in sight during the editing process guides the editor throughout the multiple reviews. Does the book accomplish what it sets out to do for the benefit of the readership and the author, too?

What book editing questions do you have?

Action Items

  1. Order Write the Book You’re Meant to Write on Amazon
  2. Seek advice on writing/publishing your book at www.DudleyCourtPress.com
  3. Contact Barbara McNichol for your editing needs.

 

 

 

The Only Five Comma Rules You’ll Ever Need

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by Harvey Stanbrough (used with permission)

This is gonna sound WAY oversimplified, especially given the nineteen PAGES of comma rules in the HarBrace College Handbook.

But it’s true. If you use these five rules, you can’t go wrong:

1. Never put a comma between a subject and its verb or between a verb and its object.

Also you must realize that a subject may be compound, as in “John and Ray went to the store and bought a television and a radio.”

In the example, “John and Ray” is the subject. “Went and bought” is the verb. “A television and a radio” is the object.

Of course, you can also add to the size of the subject, verb or object and you can detract from the size of the subject verb or object.

2. When a subordinate clause introduces an independent clause, separate the two with a comma.

If you aren’t sure about clauses, Rule #2 is an example of itself, as is this explanation.

A clause has a subject and a verb but doesn’t stand alone, meaning it doesn’t make sense by itself. (A “phrase” is missing either a subject or a verb.)

In Rule 2, “clause” is the subject and “introduces” is the verb, but “when” keeps the clause from making sense by itself. Therefore it is “subordinate.”

3. Do NOT use a comma to separate the clauses when a subordinate clause follows an independent clause.

In Rule #3, “Do not use a comma” is an independent clause and the remainder is a dependent clause. This rule, again, is an example of itself.

As an interesting side note, the subject in Rule 3 is the implied “you.” The verb is “use.”

4. Use a comma before the appropriate coordinating conjunction to join two related sentences.

The coordinating conjunctions are for, and, nor, but, or, yet, and so. Remember the acronym FANBOYS. My female students used to love that acronym. By the way, you very seldom need a comma AFTER a coordinating conjunction, although that is a bad habit that some folks have developed.

5. Trite as it sounds, when you are in doubt about whether to use a comma, leave it out.

Believe it or not, most comma problems arise from the insertion of misused commas, not from their omission.

That’s it! The five rules of comma use. And really, there are only three. The first one is necessary, numbers 2 and 3 are the same thing in reverse, and Rule 4 is necessary depending  on how you want the sentence to flow.

And of course, the last one isn’t so much a rule as a warning.

Harvey Stanbrough adheres to Heinlein’s Rules and writes across all genres. He has written and published 20+ novels and novellas, 160+ short stories, and hundreds of poems. He has compiled 5 critically acclaimed poetry collections and 25 collections of short fiction. Sign up for his Daily Journal or his ProWriters Blog at HarveyStanbrough.com.

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5 Tips to Ensure Your Written Message is Clear

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by Barbara McNichol

No matter what your written message—a sensitive email, a report, a proposal, even chapters in a book—you aim to make it easy for readers to understand. But how can you ensure what you actually write is what you intended?

Ignore this question at your peril. No matter how busy you are or how quickly you want to advance your projects, slow down. When you rush to action, you risk having to redo, revise, and explain. That doesn’t save you time!

Turn These Writing Tips into Habitsmaking your writing clear

What can you do improve the readability of your message as you write it? Turn the following five tips into strong habits:

  1. Write short words and limit the total number in a sentence. No more than 21 words per sentence is a good rule of thumb.
  2. Include one major point per paragraph and one major concept per chapter. Don’t try to do too much in either one.
  3. Use adjectives and adverbs sparingly so the strongest, most salient ones can stand out in a crowd.
  4. Break up large blocks of type with subheads—enough that readers can skim the subheads to quickly find what they’re looking for.
  5. Don’t change the point of view within a paragraph (e.g., switching from a “we” to “you” orientation). When you have to shift the viewpoint, start a new paragraph.

Always Proofread Your Written Message

Most important, always proofread your own message and, if possible, have a colleague check it, too. As you reread it, ask: “Is this exactly what I intended?” If not, rework it until you’re satisfied your message can be easily understood by others.

The benefit to you? You will save time in the long run.

What proofreading habits are most effective for you? Share them here.

Misused Pronouns: Too Many Lead to Ranting

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 by Barbara McNichol

Allow me to rant here.

After returning from recent visits to Colorado and Canada, I felt rejuvenated. But even among family and close friends, I still can’t take off my editor’s hat.

Which way to go?In many of our casual conversations, I bit my tongue when I heard misused pronouns such as “Him and I had lunch together” as “Me and her had a good time.”

Not wanting to take on human autocorrect duties (it leads to buzzkill, as you know), I prefer to provide examples of correct pronoun use here instead.

Correct Pronoun Examples

“I” – Subjective case (the subject of the sentence or phrase)

  • Lance and I (not me) are going to the conference in L.A.
  • My boss suggested Cindy and I (not me) help the new intern.

“Me” – Objective case (the object of the sentence or phrase)

  • The new director promoted me (not myself) to manager.
  • Our assistant invited William and me (not I) to her open house.

“Myself, her (him)/herself (himself), they/themselves ” – Reflexive case

  • I congratulated myself on getting the project completed early.
  • She helped herself to more supplies.
  • Darren asked himself, “Do I work late again tonight?”
  • They celebrated the award by themselves.

Notice these reflexive pronoun all have a related pronoun or noun preceding it in the sentence. Look for that distinction as a clue to knowing when (and when not) to use reflexive. After all, reflexive means reflecting back!

Please share your examples of misused pronouns here with the correct version, too.

Pompous Phrases Can Set an Arrogant Tone

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by Barbara McNichol

#writing, #words, #ESL, #LearnEnglishDoes your writing come across as arrogant? Are you using pompous phrases? Take a moment to ask these questions!

With the spoken word, we have the privilege of adding voice intonation, hand gestures, and emotion with our vocal cords. That doesn’t happen as easily in writing. You might leave readers guessing about your intended meaning and risk setting a tone that can be misconstrued.

To avoid confusion, drop the following idioms and phrases from your writing altogether. Not only will you convey your thoughts more directly, but your writing will gain clarity.

Do These Written Phrases Suggest an Arrogant Tone?

Question using the following phrases in your own writing:

  • Not to mention . . . (then why mention it at all?)
  • It goes without saying . . . (then why say it?)
  • If I may say so . . . (it’s your writing; of course you may say so)
  • I believe that . . . (it’s your writing; of course you believe it)
  • In my humble opinion . . . (what makes it humble, anyway?)
  • To tell the truth . . . (you mean you weren’t telling the truth?)
  • To be honest with you . . . (you weren’t being honest before?)
  • For the record . . . (are we in court?)
  • Let me be perfectly clear . . . (followed by bafflegab)
  • This may sound stupid but . . . (it already sounds stupid)
  • With all due respect . . . (prefacing a negative comment this way doesn’t change it)

Which phrases would you add to this list? Share them in Comments.

One More: “In Other Words”

Another oh-too-common phrase to question is “in other words.” Why? Because it often introduces a clarifying sentence that follows a mediocre one. Instead of adding a sentence, go back and strengthen the first sentence. Then you might not even need a follow-up clarifying one. Test this idea in your own work.

Ultimately, you strive for clear, intentional expressions of your thoughts and beliefs in everything you write. Don’t let phrases such as these get in the way!

Slow Reading – A Lost Art That Has Life-Changing Benefits

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by Barbara McNichol

A recent Wall Street Journal article emphasizes how Slow Reading has become a lost art—and why taking time to read is vital. The author contends that getting away from electronic prompts and simply reading the old-fashioned way has led to:

  • reduced stress levels
  • improved ability to concentrate
  • deeper ability to think, listen, and empathize

It even cites studies saying how reading in a focused way can slow one’s memory loss. Who doesn’t want that!

Think about how what this article says might change your habits. Here’s how it starts:

Once a week, members of a Wellington, New Zealand, book club arrive at a cafe, grab a drink and shut off their cellphones. Then they sink into cozy chairs and read in silence for an hour.

The point of the club isn’t to talk about literature, but to get away from pinging electronic devices and read, uninterrupted. The group calls itself the Slow Reading Club, and it is at the forefront of a movement populated by frazzled book lovers who miss old-school reading . . .

Read Slowly to Benefit Your Brain and Cut Stress

Do you agree or disagree with this thesis? Comment here.

Polishing Your Writing? Follow These 3 Self-Editing Steps

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By Peggy Carouthers, Guest blogger from The Write Life

No matter what you’re writing, revising drafts is a headache.

Self-editingNot only do you have to review your article or story with microscopic focus, but the stress of missing an error and hurting your future writing prospects can be terrifying. Automatic editing software often misses errors and paying for editing services isn’t always an option.

It’s important to find an editing technique that makes the revision process easier and makes you feel confident in your writing.

I developed my own editing method while pursuing my bachelor’s degree in writing and communications. I was freelancing for a local newspaper and serving as editor in chief of my college newspaper while balancing a full course-load of writing-intensive classes and a 75-page senior thesis.

I didn’t have time to spend hours reading over every article or paper.

To handle the workload, I devised a simple three-step method to catch every mistake and build confidence that each draft is well written. READ MORE

 

Book Editing: What Critical Steps Come After the Writing?

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Bring Your Questions

Ask Your Questions

Editor’s note: Here’s the recording for this June 10th webinar.

Is it time to take the development of your business book to the next level? In this free webinar featuring Barbara McNichol, you’ll boost your awareness of both the book editing and writing process as you learn to:

  • Use a Planner to improve communication with your editor
  • Whack Wordiness—the most practical technique you’ll ever learn
  • Apply 10 Top Techniques to improve everything you write

Critical Elements for Book Editing

This webinar, hosted by Cathy Fyock, provides a detailed way to spell out the critical elements of your book—at any stage in your manuscript-writing process—so you can communicate clearly with the book editing pro you choose.

Barbara offers expert editing of articles and nonfiction books in the categories of business, spirituality, self-help, how-to, health, relationships, and more. Over the past 20 years, she has placed more than 300 books on her editing “trophy shelf.”

Here’s the recording for this June 10th webinar.

Thanks for listening. Feel free to ask questions here or contact Barbara McNichol at editor@BarbaraMcNichol.com.

You can download the Planner from the Editing Services page at www.BarbaraMcNichol.com

 

 

Common Grammar Miscues that Undermine Good Writing

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by Barbara McNichol

When I recently asked readers to describe writing challenges they see, one reader responded with this comment:

“Being able to write correctly has saved my editors from having to ‘help’ me. That makes them—and publishing houses in general—very happy. I suggest we also beef up our grammar/syntax so we speak correctly. No more starting sentences with ‘Me and my colleagues’ or using ‘between you and I’.”

This reader isn’t the one noticing these blatant grammar miscues. Watching a recent “Dancing with the Stars” TV show, I counted four times when participants and/or hosts got the pronouns wrong!

Without attempting to overcome years of grammar neglect, let me briefly explain certain common grammar miscues.

“Me and Jack” finished the report. It should be “Jack and I” finished the report.

Rule: When the subject is more than one, you need a subject pronoun (I, she, he, we, they, who).

Clue: Say the sentence without “Jack.” I finished the report. Now it’s easy to tell which pronoun is correct.

“Bob hired Peggy and I to draft the proposal.” It should be “Peggy and me.”

Rule: “Peggy and me” is the object of the verb “draft” and therefore requires an object pronoun (me, her, him, us, them, whom).

Clue: Say the sentence without “Peggy and.” Does it sound right to say “Bob hired I to draft the proposal”? You know it doesn’t! Bob hired me.

“Between you and I, we got the job done.” It should be “you and me.”

Rule: In this sentence, “me” is the object of the preposition “between” and therefore requires an object pronoun (me, her, him, us, them, whom).

“Roger, Lloyd, and myself finished the drawings.” It should be “Roger, Lloyd, and I finished the drawings.”

Rule: You can’t use a “-self” pronoun (myself, yourself, himself, herself, themselves, ourselves) unless it refers to another noun or pronoun earlier in the sentence.

Clue: Look for the referral word that precedes the pronoun.

What writing glitches do you see getting in the way of effective communication? Share them here!

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