Editing notes: Everyone needs and editro

OK, the misspelling is on purpose, but in my years as a journalist, I’ve made my share of unintentional boners. In all instances, an editor might have saved my bacon, but even seasoned pros let mistakes get by.

In the editing classes I’ve taught, knowledge of the language is a key topic. But what students really need is a rarified common sense that only comes through experience.

The basis for good editing is knowing what to fix and what to leave alone. My colleague Buck Ryan came up with this list of good practices years ago, when newspapers ruled the Earth, and it still fills the bill in the age of multimedia:

The good editor keeps in mind three ideals:

• Make the simplest fix possible. Some editors see one word that is a mistake and use it as an excuse to rewrite a sentence.
• For close calls, let the writer’s words stand. The editor may not like the sound of what is written, but the writer prevails in matters of taste
• When in doubt, seek help by asking questions. Others on the desk are the editor’s best resource.

I'm always surprised a bit when students, even professionals, don't follow this last rule. It is human nature not to want to seem weak in front of others. Seeking help here means asking the reporter for clarification or simply looking it up. I've learned this rule the hard way, by not following up on my doubts and letting mistakes see publication.

Reasons to change copy

The good editor has a valid reason for every change in a story that he or she makes, including:

• Accuracy. This is the No. 1 reason for changing copy. It includes “killer mistakes,” usually errors of fact, as well as spelling, grammar and punctuation. Writers appreciate changes that make the story accurate.
• Clarity. If the editor doesn’t understand it, will the reader? Problems of clarity often require the editor to ask the reporter what he or she means. Be careful not to “fix” something that is unclear by making it clearly wrong. Check first!
• Simplicity. Multisyllabic words are more difficult to read and understand; that may be why the military and government are so fond of them. The rule is, Use the shorter word when no meaning is lost. Sort out the double-talk.
• Brevity. Long, complex sentences are difficult to read and to understand. Studies have shown that the optimum average sentence length for readability is 20 words, in a pleasing mix of long and short sentences.
• Consistency. News stories must be consistent. Figures must add up. If the lead says five men were arrested, five must be named. Consistency also has to do with style. All news organizations have rules about using figures, about capitalization and about abbreviations, among other things. The Associated Press Stylebook and Libel Manual is the most commonly used style guide, but many larger news organizations have their own style books.
• Coherence. For a story to hang together, it must have smooth transitions. It may be as simple as finding the right conjunction. It may require making sure quotes are attributed logically or less frequently. In extreme cases, it may require shifting the order of paragraphs.

Rewriting vs. editing

As soon as an editor decides to abandon the strategy of making the simple fix and decides to rewrite a part of a story, he or she runs the risk of introducing errors or changing the essential meaning of the original. Remember that reporters are subject to many limitations and pressures; respect what they do and they will respect their editors.