Barbara McNichol Editorial Services

Add power and persuasion to your books, articles, and one-sheets

Fine-Tune Your Writing Through an Editor’s Lens

by Leave a Comment

by Barbara McNichol

fine-tunr your writingWhenever you write something—a report, article, proposal, manuscript, or sensitive email—you naturally don a writer’s hat. But don’t stop there. You’re not finished! It’s time to scrutinize and then fine-tune what you’ve crafted.

Start with this question: Does every word contribute to conveying your intended message?

To answer that question, you need to reread your piece (at least three times) as if you’ve never seen it before. It’s akin to “thinking like an editor” by examining every phrase/sentence and asking:

Is it NECESSARY?

Is it CLEAR?

Is it CONCISE?

If you can’t confidently answer YES to these questions, pay attention to the following fixes and use them wherever it’s appropriate.

NECESSARY: Be picky and picky again. Delete whichever elements don’t support the piece’s meaning.

CLEAR: Ensure subjects and verbs agree; no mixing singular and plural. For example,

  • 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.”)

CONCISE: Whack wordiness by getting rid of extraneous phrases and words that add no value—e.g., really, some, great, very, that. Change these wobbly words to something specific and/or descriptive that gives readers more information. For example,

  • Let’s add some examples to the report.
  • Let’s add 12 examples to the report.

By looking through your editor’s lens, you can fine-tune your writing to ensure every word counts toward getting your message across.

You’re Told to Fix and Polish This Message–But How?

by Leave a Comment

By Barbara McNichol

Suppose your supervisor emails you a message that says, “Fix the attached” or “Polish this piece.” But exactly what does it mean to fix and polish? In addition to correcting punctuation, typos, misspellings, and grammar glitches, what’s required beyond that?

First, find out what your supervisor thinks it needs. Where does it fall short? What’s missing? Whether or not you receive an answer, go through the following key questions yourself:

  1. Why is this piece needed? What’s its intended purpose? Because readers are busy, you must immediately make clear what this message is about. A specific title or subject line goes a long way. For example, instead of writing “For New Customers” you might write, “5 Ways to Communicate with New Customers.”
  2. What should the reader do, think, believe, or remember as a result of this piece? Does the communication specify what you want readers to do and by when? How easy is it for them to first understand the instruction and then take action? For example, if it’s a letter to a credit card company about a dispute, make it clear what you want, e.g., future credit or a refund. Then state when you want a resolution, e.g., “before the next payment cycle on June 23rd.” Put this call to action near the top!
  3. How long should your sentences and paragraphs be? Ensure your message comes across in short, easy-to-read sentences. My rule of thumb is not more than 21 words in one sentence or 3-4 sentences in one paragraph. Why? It’s hard for anyone to track your meaning when sentences ramble, especially when they’re part of long paragraphs. People scan more than they read; they can take in short sentences and paragraphs more quickly than long-winded ones. Don’t make it seem like hard work!
  4. How can you use polite, positive language to persuade others?Remember, a positive outcome should be the goal of every communication. Your objective may be to retain a customer, win a contract, build a relationship, gain approval, or advance a project. Always spell out benefits: e.g., resolution, improvements, increased profit, etc. And be polite by using words such as welcome, thank you, please, appreciate, happy to, and value your input. If your piece doesn’t include positive language, then why send it at all?

When it’s up to you to fix and polish that important message, use these questions as your checklist every time.

  1. Why is this piece needed? What’s its intended purpose?
  2. What should the reader do, think, believe, or remember as a result of this piece?
  3. How long should your sentences and paragraphs be?
  4. How can you use polite, positive language to persuade others?

What essential fix and polish elements would you add to these?

The Gift of Speed Reading

by Leave a Comment

by Barbara McNichol

How can you optimize your reading speed to achieve success? What kind of freedom and confidence can speed reading deliver?

When I asked these questions, a solution appeared in the form of a Rev It Up Reading course and an entertaining 60-second video to explain the course.

Video Answers the Question WHY. Take a look here.

This video reinforces Rev It Up Reading’s key course features, including:
• self-paced, online convenience
• techniques for rapid reading improvement
• how it can help you read more in less time
• encouraging folks to engage with our free trial offer

My experience: I’ve been diving into this program and it’s already helped me “skim” through a nonfiction book I needed to read for a deadline. Yes, it takes practice (and I need plenty more of it), but I’m encouraged by how much faster I’ve been reading with the comprehension I need.

Give Speed Reading as a Gift—Special Offer

It’s graduation time for someone you care about!

You can purchase a practical gift for high school and college students/graduates to increase their success at this special time. Rev It Up Reading is offering gift certificates at only $99. PLUS anyone who purchases a gift certificate for someone else receives a $100 discount off the retail price. Here’s the link to all the details: Purchase a 90-Day Access to the online speed reading course.

Rev It Up Reading is an online course created by America’s #1 Speed Reading Expert, Abby Marks Beale, to help people become the best readers they can be. Go here for complete details.

How to Get Rid of Tag-ons and Redundancies

by Leave a Comment

by Barbara McNichol

Let’s say you have to fill out a form online and you’re restricted to 100 words. You absolutely cannot add one more word. So you work it the best you can, but what can you search for in your quest to meet that magic number of words and whack wordiness at the same time?

redundant wordsTag-ons and redundancies (superfluous repetition or overlapping, especially of words).

A few examples of tag-ons:

  • continue on
  • ramble on
  • refer back to
  • open up
  • cancel out
  • follow on
  • send out
  • start out
  • finish up

Common redundancies:

  • grouped together
  • add more
  • still persist
  • continue to remain
  • plan ahead
  • sum total (choose one)

With many redundancies (such as sum total), you’d use one or the other depending on the context, but not both.

Your challenge: Question every phrase you think may be redundant and test each of the words separately. Which works better in context?

Clutter is the disease of American writing. We are a society strangling in unnecessary words, circular constructions, pompous frills and meaningless jargon. – William Zinsser

For a reference list of redundant phrases, send an email request with Redundancies in the subject line.

What redundant phrases would you add? List them here.

Word Trippers: A Candid Book Review

by Leave a Comment

Editor’s note: Thanks to Kaye Parker for this book review published in the Halifax Herald Chronicle. Book details at www.wordtrippers.com

Word Trippers, Your Ultimate Source for Choosing the Perfect Word When It Really Matters, Second Edition, by Barbara McNichol, 2014, 93 pages

I had the pleasure of listening to Barbara McNichol at the Canadian Association of Professional Speakers convention last weekend, and when I got a chance to look at Word Trippers, a handy-dandy, excellent writing reference, I just had to spread the word.

If you must write on a regular basis, particularly for your work, you know what it can do to your career and your credibility if you get spellings and meanings mixed up.

Not only will such mistakes put a black mark against your professionalism, it can also compromise your ability to shape your message clearly and precisely.

The most damning thing of all about these writing errors is that they stay in the archives, part of our writing history, forever.

Do you know the difference between ability and capability? I didn’t. Ability refers to skill, while capability means aptitude. These were the very first pair of words my eyes fell on, and I learned something. I was hooked.

Like many of you, I love words. I’ve been known to read the dictionary in my spare time. But there are many words I’ve used incorrectly.

Sometimes it hasn’t mattered. Other times it has.

Most of us, if we are unsure of our words, will seek some type of guide or reference. However, often we commit these bloopers unknowingly because we haven’t even considered the possibility we are using the words incorrectly.

Consider imply and infer. I didn’t know the difference. I’m sure I’ve used them incorrectly at some time. The one who initiates a communication is implying, while the person who is listening or watching that communication may infer something from it.

One final pair: winery and vineyard. A winery is where wine is made. A vineyard is where wine grapes are grown.

Word Trippers helps us find the exact word for what we want to say. It gives us an easy-to-search tripper-tracking source for selecting the perfect word when it matters most.

The good news? It’s inexpensive and in an easy-to-use paperback format.

The format of this book is simple. Pairs of often-confused words are listed in bold, in alphabetical order, followed by the meaning of each word. The words are then used in a sentence that clearly illustrates their different meanings.

McNichol is a respected editor of non-fiction books and articles. She knows words and enjoys working with, and collaborating with, successful and inspiring people, to help them make their message powerful.

While she lives in Arizona, she hails from Saskatchewan, so she is comfortable with word usage on either side of the border.

McNichol also has a Word Tripper of the Week to stay current with using the right word in the right way. Sign up at www.wordtrippers.com

I welcome your comments on this review here.

7 Writing Resolutions for 2015

by Leave a Comment

By Barbara McNichol

 Are you focused on writing your book and polishing your business plan for the upcoming year?

Let me offer 7 good habits to add to your resolutions for improving your writing life this year. They apply to EVERYTHING you write!

Your Writing Resolutions for the New Year

Your Writing Resolutions for the New Year

  1. Write your message with the readers’ needs in mind, not your own.
  2. Tap into the power of three for more powerful prose.
  3. Use no more than 21 words in a sentence for better readability.
  4. Say exactly what you want to convey before sending it to others.
  5.  Read and reread your writing with fresh eyes:
    • take a break and come back
    • ask at least two others to read your work
    • print it out and read it on paper
  6. Keep agreements (grammatically speaking). If you’re not sure, look up grammar rules or ask!
  7. Brush up on correct punctuation. (Request my Punctuation Guide at editor@BarbaraMcNichol.com.)

 Bonus: Match the word with the meaning. Don’t get tripped up using the wrong word (like “affect” instead of “effect”). Word Trippers can help!

What additional resolutions would you add? Put your favorites in the comments section below.

From Our Blog

View all blog posts »

Barbara McNichol Editorial
5090 N. Camino de la Cumbre
Tucson, AZ 85750

Phone: 520-615-7910

Email us »