Module 1 — Effective
writing: Strategies
and principles
| Course Guide | Module 1 | Module 2a | Module 2b |
Step 4: Editing
Careful editing is key to effective writing. It should not be done immediately after drafting. A time gap will enable you to look at your writing with the eyes of the reader rather than the writer.
Editing is a two-stage process: macro- and micro- editing.
Macro-editing
Editing at the macro-level involves looking at the big questions: :
- How well will the document achieve your purpose?
- How appropriate is it for readers and how effectively has it met their needs?
- Is the overall shape, look and design of the document appropriate for your objective?
When you read a document at the macro-level, identify anything that will be counter-productive to achieving your purpose. By considering your reader(s), you may decide that you need to:
- add information if they need more context or background to your message;
- eliminate extra information if they are very familiar with your subject;
- add examples to clarify your points.
By focusing on the overall structure of the document, you may decide that your message will be clearer if you:
- reorganize the document;
- strengthen particular sections of your document, like introductions, conclusions, and recommendations;
- improve the transitions between sections and between paragraphs.
Micro-editing
Editing at the micro-level is about making sure all the mechanical elements are correct, such as:
- sentence and paragraph structure
- grammar
- punctuation
- spelling
- word usage
These elements are important since mistakes damage your credibility. If they are significant enough they can distract your reader from focusing on your message. At worst they can brand your effort as unreliable, or make it impossible for the reader to understand your message.
Many officers in the ILO are operating in a language other than their mother tongue. Inevitably, second language types of errors will be present, but in general, these kinds of errors are different from the more avoidable mechanical errors we are discussing here. Micro-editing is something you should be doing as you write your documents. You will have another chance to catch these errors when you do your proofreading.
This course assumes a good level of competence in these mechanical elements. Your tutor will give you feedback on any problems identified in your work and will refer you to resources for further help.