Write Now Editing

The Makings of An Excellent Proofreader by Sharon Ford

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What is Proofreading?
Proofreading is usually the last step in the publishing process. It is the final analysis of the visual and content levels of a document after it has evolved from various cycles of revision and has been finalized by a content editor. By the time a document reaches the proofreader, corrections of sentencing and word usage have already been addressed. Having gone through a thorough review to tidy up text via a focus on style, content, punctuation, grammar and consistency of usage via copyediting, proofreading is the final polish that ensures that the document is finally ready for publishing.

Though proofreading reflects no real editorial authority, proofreaders mark-up documents for typesetters, editors, and authors to reference for additional changes. In addition to immediate errors in grammar, spelling, punctuation and other language misuse, proofreading includes a final check to ensure all elements of the document are included and in proper order, all amendments have been inserted, and that the house/style guide has been followed.

Get the Skills
What do publishers look for in a top-notch proofreader? Below are a few frequently noted skills to cultivate:

Hard Skills

  • Proofreading symbols and abbreviations
  • Knowledge of the publishing process and industry
  • Style or house manual(s)
  • Publisher’s preference for a descriptive or prescriptive approach to the application of grammatical rules
  • PDF editing tools for digital editing
  • Microsoft Word’s track changes
  • Hyperlinking when working with website content
  • Excellent command of written English
  • Specialization in a specific subject, though not absolutely necessary

Soft Skills

  • Above average eye for catching typos, punctuation, and formatting inconsistencies
  • Patience for the long, slow process required to review a document from word-to-word to paragraph-to-paragraph
  • Communication, communication, and more communication
  • Self-starter with the ability to work well independently
  • Ability to juggle and meet multiple deadlines
  • Tact
  • Relationship-building and management

How Do I Know I’m Good?
Want to test your current level of proofreading acumen? Most publishers will extend a proofreading and or copyediting test within their new hire/candidate review process. Some will assign a proofreading project as a task to entry-level new hires to ensure fundamental editing skills are in place. If you want to get an idea of what this testing may entail, here’s a 20-question online proofreading test from UK-based Society for Editors and Proofreaders.

Carol Saller, the author of The Subversive Copy Editor and contributing editor to The Chicago Manual of Style blogs about “the second-most common* fatal error that candidates make” when taking the test her office administers when hiring at the entry level. She notes that, “…the fatal error candidates make on the test: that is, their failure to understand the concept of proofreading.” Wannabe Editors: Can You Pass a Proofreading Test?

How to Get Trained
The PEN Institute has group courses and lesson packs that cover the how to of proofreading and how to provide serves as a freelancer as well. Below are the 2019 group course offerings. Each group course has a corresponding lesson pack. lesson packs include the same lesson materials as the group courses but are self-guided without the online discussion or instructor feedback.

  • Proofreading 101
    August 19­–September 23, 2019
    Registration opens June 19, 2019
  • Establishing Your Freelance Business 101
    September 23–December 9, 2019
    Registration opens July 23, 2019
  • NF Copyediting and Proofreading Boot Camp 401
    October 14–November 18, 2019
    Registration opens August 14, 2019

Since finding The Christian PEN during a prayerful search in 2015, Sharon Ford has been more than blessed by the wisdom, camaraderie and opportunities she’s found with her PEN family. When she joined, she jumped at the chance to volunteer and support this new found oasis in hopes that she’d learn and grow in preparation for a long mulled over career change. After many classes and months of support from the PEN and PEN Institute courses, she launched her freelance business, Tidy Up Content Services, late 2018!

Trust Your Reader (a.k.a. Stop Over Explaining)

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My younger sister is a teacher. She often gives directions, then has to repeat them, then has to explain them (as high school students aren’t necessarily known for their listening skills). Because of that, she’s gotten into the habit of repeating and overexplaining things when she talks to her family and friends. It’s not uncommon to hear something like this:

We need to leave the house by three so we don’t get stuck in rush hour traffic. Rush hour is usually between four and six, and that’s when traffic is the heaviest because everyone gets out of work at the same time. It can take twice as long to drive through rush hour, so we need to leave the house by three.

That kind of over explanation works in small doses, but even those of us who know her well have to occasionally remind her that we don’t need step-by-step instructions for everything. People who don’t know her can feel insulted by the repetitiveness (as if she thinks they aren’t smart enough to understand what she’s talking about).

What does this have to do with novel writing? Everything!

Why? Because new authors tend to overexplain and repeat everything to make sure the reader knows what’s going on. Instead of making things clear, however, the readers (like people who don’t know my sister) often feel insulted (and bored) as they reread the same information over and over again.

How do you make sure you’re not overexplaining (and insulting your reader)? Here are two ways you can trust your reader more:

  1. Don’t explain the obvious. There are a lot of ways writers do this. Some are on the smaller scale. For example, she clapped her hands—you can delete her hands because she wouldn’t clap her feet. A larger scale explanation would be something like the rush hour example. The majority of people know what rush hour is. There’s no need to explain it. The few people who don’t understand it will look it up.
  2. Don’t repeat the details. After you introduce a character with blue eyes, you don’t have to mention those details every time she shows up on the page. Another point-of-view character might notice her eye color the first time he sees her, but there’s no reason to mention them in every scene she’s in. The reader will remember. The same is true for her age, hair color, height, etc. (A couple of reminders throughout the story are fine, but mention these details too many times and the reader will start skimming.)

Start looking for and keeping track of these things (e.g. how many times do you mention your characters’ ages?) and you’ll not only tighten your writing, you’ll keep the reader engaged and wanting more.

Five Ways to Strengthen Your Novel—and Your Life! By Linda Nathan

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Whether we read a novel just to kick back and relax or to jump into an exciting adventure, we enter one or possibly more new worlds.

Fiction’s power comes from its ability to draw a reader into a world view—a set of beliefs, ideas, and attitudes about the world, ourselves, and others. It can impart both truth and deception, so as Christians, it’s vital to discern what we’re reading and, as writers, what we’re writing. Understanding and utilizing world views can help us to do both.

World views appear in themes of truth and deception, love and hate, good and evil, unity and brokenness, and more. The realities of those world views play out through plots, characters, action, dialogue, atmosphere, and other fictional elements.

A biblical world view discerns good from evil, truth from falsehood. The Apostle Paul tells us to take every thought captive to Christ (2 Cor. 10:5), and Romans 12:2 exhorts us to mature in discernment through God’s Word. Comparing world views that we encounter with the Bible, helps us to do this.

What worlds entice you when you read? And what worlds do you create for your readers?

Following are four influential world view areas operating in our culture today. Can you spot their spiritual realities in fictional landscapes? Do they shape any world views you encounter or want to write about? Studying world views will help you understand how they conflict, combine and communicate their message to others.

  • Biblical. The Word of God is the foundation of a Christian world view (Heb. 4:12).
  • New Age/mystical. Sees the world as magical with no Creator God. Emphasizes imagination, feeling, and intuition. Looks “within” for truth though mysticism, “spirit guides,” psychedelic drugs, etc.
  • Psychological. Seeks transformation via therapy, self-analysis, pop psychology, and self-help and behavioral change methods. Intersects with New Age/mystical.
  • Secular/materialist/atheistic. Relies upon worldly techniques and materialistic philosophies.

Want to create a riveting story? Utilize world views to increase conflict, reveal character, and create atmosphere. Here’s an example. Can you spot the world views operating in this vignette?

Judy McGrath stirred her coffee and stared out the window at the veil of fog shrouding the garden. She shivered. It reminded her of the veil she felt over her marriage—a cold, distant, and alien fog. Once again, John was off managing the high-tech company he loved—and once again she was alone.

Alone.
And childless.

“Children are counterproductive to a green Earth,” he’d insisted. “Our planet’s already overpopulated.”

“But John, don’t you want family?” she’d protested.

“Nonsense. We have to separate human sexuality from human reproduction or earth will be doomed.” He’d hurried away, scowling.

Judy wiped a tear and stirred her coffee, then wiped away another tear. Finally, she gave up and reached for the box of tissues.

The ability to identify world views can sharpen our awareness of the world around us, enrich our stories, and protect us and our readers from deception. To identify world views as you read and write fiction, ask yourself:

  • What philosophies, attitudes, and beliefs underlie and shape the plot, imagery, characterization, and dialogue?
  • How do these world views interact, conflict, combine, and communicate with each other?
  • How do they line up with the Bible?

In summary, learning about world views can help us to:

  1. Discern what we’re reading and, as writers, what we’re writing;
  2. Mature in discernment as we are transformed by God’s Word;
  3. Understand how they conflict, combine, and communicate among themselves;
  4. Create a riveting story through conflict, character change, and atmosphere; and
  5. Sharpen our awareness of the world around us, enrich our reading and writing, and protect us and our readers from deception.

* * *

We’ve taken on the challenge of writing about radically conflicting world views in our new thriller, The Glittering Web, coming this April 22 through Redemption Press.

Based on the true story of our rescue by Jesus Christ, our fast-paced novel plunges the reader into deep struggles involved with escaping Satan’s kingdom and clearly distinguishes the conflict between the kingdoms of light and of darkness.

Linda Nathan has 27 years of experience as a professional freelance writer, editor, and consultant for authors and institutions through her business, Logos Word Designs, LLC. She is a staff freelance editor with Redemption Press and a gold member of the Christian Editor Connection. Linda has a B.A. in Psychology from the University of Oregon and master’s level work, as well as 10 years of experience in the legal field. She has helped numerous authors attain publication and in several instances achieve industry awards.

The book:
http://www.theglitteringweb.com
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authors@theglitteringweb.com

Logos Word Designs, LLC
http://www.logosword.com
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editor@logosword.com

4 Tips to Creating a Cleaner Manuscript By Sue A. Fairchild

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Last year, I began doing proofreading work for a publisher. Proofreading examines a previously edited manuscript to find and correct typographical errors and mistakes in grammar, style, and spelling.

At the proofreading stage, the manuscript has already been thoroughly edited by other industry professionals. This means I rarely find too many mistakes—only minor errors here and there. This is great for me because it’s almost as if I’m simply reading a book for enjoyment!

Although I had previously been more of a content editor, I love the proofreading work. In addition, it has assisted me in other areas of my editing business because it helps me understand how added spaces or incorrect formatting can affect a final manuscript. Since I’ve started proofreading, I’ve noticed I look for these types of errors while I’m completing other edits as well. I pass these corrections on to my clients so they can ensure their manuscript is ready for publication.

Here are a few items to look for and correct within your manuscript.

Additional spaces after a period. This one is standard and should be done by every editor, in my opinion. Most writers type more than one space after a period at least once in their manuscripts. Additional spaces can be easily found and corrected using the Find/Replace tool in Word.

Spaces before a paragraph return. I have discovered that almost every author (or at least the ones I’ve worked with) will sometimes press their space bar before the enter key when they want to start a new paragraph. This can cause some issues with formatting so I will utilize the Find/Replace tool again in Word to find this issue throughout the document and correct it. Simply click the “special” pull down menu within the Find/Replace menu and choose “paragraph mark.” In the Find section, you’ll see a caret before the letter P. Put a space before that and Word will find all the spaces before any paragraph marks in your document.

Chapter headings. Most of the publishers I work for do not want the manuscript’s chapter headings to have any indent. I choose each chapter heading and ensure I set it to left justified without any indents.

The red underline. In Microsoft Word, misspelled words are underlined in red with a squiggly line. It’s easy to skim through your document and catch those words thanks to that red line. Remember, it might just be a word that the program is unfamiliar with or one you’ve made up (especially if you’re a fantasy writer), so make sure you know which word you truly want. Utilize Merriam-Webster’s online dictionary to check any words of which you’re unsure.

Editing encompasses so much more than these four things, of course, but every author can take these small steps toward creating the cleanest manuscript they can before sending it off to an editor. But even if you do, I’ll still check!

Sue started out as a devotion writer, but now also claims the titles of editor, proofreader, webmistress, and blogger. She has written and self-published three books as well as helped a variety of authors get their manuscripts into readers’ hands. Sue loves working with clients who are working toward the greater good of sharing God’s message in this world. Email sueafairchild74@gmail.com to discuss a free sample edit. Check out her website for testimonials: suessimplesnippets.wordpress.com

Bad Writing is NOT Your Author’s Voice

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Aerial view a woman using a retro typewriter

Purple prose. Telling. Large sections of backstory.

More and more often I find these literary no-no’s popping up in published works. In fact, it happens so frequently that I’ve started to question myself—are these now in vogue? Are we reverting back to these writing styles? Is this what I should be teaching my clients and students? As an editor and teacher, I need to make sure I’m giving correct information!

After some inquiries and research, I’ve discovered this disturbing trend: these are still considered writing issues to be corrected, but editors and authors are now embracing bad writing as “author’s voice.” Why? Because well-established writers do it. Because every now and then someone who writes that way gets nominated for an award. Because (in my opinion) it’s easier. Because it’s the “authors voice.”

I’ll see your argument and raise you one truth: it’s not voice, it’s bad writing.

When it comes to authors who self-publish, I realize there’s nothing freelance editors can do to convince an author to take our suggestions; however, that doesn’t mean we shouldn’t be making those suggestions. It seems that there are editors out there who no longer suggest correcting these types of issues. Instead, they shrug it off as author voice, then carry on.

Imagine if we embraced this standard in other areas of our lives.

Would you hire a house painter who leaves streaks and paints things he shouldn’t just because someone else did it once and no one complained? Would you hire an accountant who doesn’t double check his work because he hasn’t had a problem yet so he probably won’t have one with your taxes? How about a mechanic who doesn’t tighten every bolt because there’s never been an issue in the past? Or would you rather work with the person who paints completely and cleanly, who checks his math, and makes sure every belt, bolt, and screw is secure?

As editors, our standards shouldn’t be whether or not someone else got away with something but whether or not something’s right. Can we force our authors to accept and incorporate these changes? Of course not. Should we point out the issues anyway? Absolutely! Is there going to be push back from the authors? Count on it.

I get it. No one wants to be told that their work is bad, and it’s not always easy to share that truth with others (especially when it’s really bad), but that’s what editors are paid to do. It certainly is easier when you’re a copyeditor or proofreader and you can point to style guides to show why something is grammatically incorrect (thank you Chicago Manual of Style). In my opinion, it’s significantly more difficult to tell someone their word selection and phrasing is confusing and lackluster, but that’s why authors hire us. Sure, there are some people out there who just want to get a book published, but other writers want to produce good books, and their editors are failing them.

This is my plea to editors everywhere:

Speaking as an editor, please stop sugar coating bad writing. Call it what it is. If the author wants to keep it, fine, but make an effort to stop the madness.

Speaking as a reader, please stop sugar coating bad writing. It produces mediocre, barely engaging books that could have been great if the authors had tried to work through their issues to strengthen their craft instead of believing good enough was good enough.

Do you need to brush up on the industry standards for fiction? Check out Substantive Editing for Fiction—this four-part class will walk you through the foundational elements you need to know to provide a comprehensive substantive edit. The first class—SEF 101—start today!

My debut novel—Summer Plans and Other Disasters—is now available on Amazon! Sign up for my monthly newsletter and you’ll receive the unpublished prologue: find out what inspired Calista Stephens to make those summer plans. Follow me on Facebook, Instagram, and Twitter for writing tips, updates on Guiding Light, and more!

ABOUT ME

Editor. Teacher. Novelist.
A passionate lover of fiction, Karin doesn't just write novels, she helps others write their best stories! A certified substantive editor with the Christian Editor Connection, her goal is to help authors to put her out of business by equipping them with the tools they need to become better writers.

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Lover of all things fiction, I also love University of Michigan football, the Detroit Lions, Tigers, and Red Wings, kayaking, gluten-free cupcakes, and my husband.

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