Revising and EditingRevising and Editing

Adapted from Adapted from PWOPWO by sladow and nkerns by sladow and nkerns

Revising and EditingRevising and EditingThree levels:Three levels: TopTop SectionSection SentenceSentence

Revising and Editing PatternRevising and Editing PatternProofreadProofreadRevisionRevisionEditingEditing

The Top LevelThe Top LevelExamine the title, overview and Examine the title, overview and

headings. They should answer the headings. They should answer the following questions:following questions:

Is it clear what the document is about?Is it clear what the document is about? Is it clear what the document is doing?Is it clear what the document is doing? Is it clear where I should read if I only Is it clear where I should read if I only

want a certain section of the report?want a certain section of the report?

Top Level ChallengesTop Level Challenges RhetoricalRhetorical StructuralStructural

Top Level: Rhetorical IssuesTop Level: Rhetorical IssuesProblemProblem Isn’t clear what the problem is…why is Isn’t clear what the problem is…why is

this report being written?this report being written? The answers don’t work/make senseThe answers don’t work/make sense Misses the real issueMisses the real issueArgumentArgument Isn’t convincingIsn’t convincing Isn’t clearIsn’t clear Neglects audienceNeglects audience

Top Level: Structural Top Level: Structural ProblemsProblems

Executive SummaryExecutive Summary Doesn’t provide main pointsDoesn’t provide main points Doesn’t provide an overview Doesn’t provide an overview Doesn’t outline the reason Doesn’t outline the reason

for writing/problemfor writing/problem

BackgroundBackground Doesn’t establish historyDoesn’t establish history Doesn’t give any prior Doesn’t give any prior

actionsactions

DiscussionDiscussion Doesn’t expand on main Doesn’t expand on main

pointspoints Doesn’t provide Doesn’t provide

details/evidencedetails/evidence Doesn’t have proper Doesn’t have proper

sourcessources

Top Level: Structural Top Level: Structural ProblemsProblems

ConclusionConclusion Doesn’t wrap upDoesn’t wrap up Doesn’t have any finalityDoesn’t have any finality

OrganizationOrganization Lacks organization overallLacks organization overall Has misplaced headingsHas misplaced headings Doesn’t logically flowDoesn’t logically flow

Top Level: Problems with Top Level: Problems with VisualsVisuals

Fonts/ColorFonts/Color Inconsistent use of fonts throughout Inconsistent use of fonts throughout

documentdocument Inconsistent use of color for headers or boxes Inconsistent use of color for headers or boxes

(if applicable)(if applicable)Visuals/GraphsVisuals/Graphs Not clearly markedNot clearly marked Have nothing to do with the pointHave nothing to do with the point In the wrong sectionIn the wrong section Hard to see/read/understandHard to see/read/understand

The Section LevelThe Section LevelLook at your headings and sections:Look at your headings and sections: Are they in the conventional order?Are they in the conventional order? Are they divided logically?Are they divided logically? Do they contain a guiding/topic Do they contain a guiding/topic

sentence that clarifies what section sentence that clarifies what section is about?is about?

Section Level ProblemsSection Level ProblemsRhetoricalRhetorical Heading and opening (topic sentence) misleadingHeading and opening (topic sentence) misleading Inappropriate information or visualsInappropriate information or visuals Design misleading; e.g. emphasize less important Design misleading; e.g. emphasize less important

criteriacriteriaStructuralStructural Section out of conventional orderSection out of conventional order Heading has nothing to do with the sectionHeading has nothing to do with the section Material not covered in depthMaterial not covered in depth Color inconsistentColor inconsistent

Paragraph and Sentence Paragraph and Sentence LevelLevel

Do you have to reread a sentence?Do you have to reread a sentence? Would your audience understand Would your audience understand

your lingo/terminology?your lingo/terminology? Are sentences long, with several Are sentences long, with several

clauses? Consider breaking them clauses? Consider breaking them downdown

Sentence Level ChallengesSentence Level Challenges FragmentsFragments Run-onsRun-ons Subject/Verb AgreementSubject/Verb Agreement Missing parallelismMissing parallelism Inappropriate or missing punctuationInappropriate or missing punctuation SpellingSpelling

Revising and Editing Wrap Revising and Editing Wrap UpUp

Top-level down is the most effective Top-level down is the most effective order (top level/section order (top level/section level/sentence level)level/sentence level)

Spelling and grammar check Spelling and grammar check essentialessential

Format check for document and Format check for document and sourcessources