Editing in a hurry
Part 1: chunk & flow.
Editing is both an art and a science: once you know how to do it, it's actually hugely satisying.
I know what it feels like when you've been either given copy to send out, or told to draft something quickly - and you don't have a lot of time to finesse it.
Here are the first 3 steps to follow when you're in a hurry.
DOUBLE UP. The first thing I ALWAYS do is copy the text and paste it directly below the original. Why? It acts as a safety net if you remove something that you realise was important, or need to check you've included all the facts. Even now, I always do this.
CHUNK DOWN. Now, go through the copy and group it into chunks: one theme or message per chunk. Type or write the summary or descriptor above it. You may need to move some of the sentences about as you do this. Keep it simple.
CHECK FLOW. Read it through - out loud if you can. As you do, trust your intuition to move the text chunks around into a logical order so there is a flow. Equally, trust any questions that pop up, as these will inevitably pop up for your reader too.
Okay, so now you have all the content and a clear flow.
Part 2: Cut & Polish.
We all know what it's like when we have to get something out to staff or stakeholders quickly.
To have to suddenly stop the momentum and read through our writing properly and cut things out is stressful - but it is time well spent.
It helps ensure your email or content will be read (not dismissed or deleted) - and therefore greater chance of your message getting through.
It helps ensure your readers feel good about reading your message (not more stressed).
It helps ensure you feel good about your work.
My editing in a hurry toolkit comprises three READ THROUGHS.
Don't try and check for typos, clarity, tone of voice all at the same time, they require different parts of your brain almost. Three quick read throughs and you're done.
READ #1: GRAMMAR AND TYPOS. Check the grammar, check the spelling, look hard at any sentences that are too long.
READ #2: STYLE & FORMAT: Are your sentences too long? Are your paragraphs too big?
READ #3: TONE OF VOICE: Read it out loud. Does it feel good to you? Does it make sense, does it reflect the personality of the writer? If it makes you feel uncomfortable or disconnected, it will make your reader feel that too.
Final checks:
Check your intro: is it a warm and engaging intro designed to connect with your reader? Do you get straight to the point?
Check your closing paragraph: is it warm and respectful, recapping the key points or actions needed?
Final cuts: Read through and remove anything that sounds like it might have come from an annual report or corporate whitepaper. It might sound clever but you'll get zero cut-through.
There's a lot more to editing of course - these tips are for general comms that need to get out quickly.
If you're sending out a comms that is related to restructures, job changes, or anything that could have a major reaction or questions from staff, use this as a starting point but know there is much more to consider.
That's it for editing in a hurry.
