Editing and Proofreading

Copyediting – Proofreading Process (Part Five)

~ Kristina Stanley ~ 12 Comments

What a week! I can’t thank everyone enough for their contributions. I’m going to have to work hard at getting the comments and ideas summarized.

So you’ve finished copyediting – proofreading the manuscript, and it’s time to send it back to the author. This is usually when I think about the work I’ve done and have I done what the author asked of me. It’s a good time to pause and re-read ALL the comments. I ask myself:

  • Are the comments clear?
  • Are the comments consistent?
  • Have I introduced any errors?

If I am working on a computer copy of the document, I’ve asked the author not to touch their version until I’m done (I probably should have mentioned this in part one). With only one version active, the author can accept or reject changes without introducing new errors. Also, I figure if I’m going to spend the time editing, the author should wait for me and not create another version of the manuscript. It’s frustrating to have to repeat the editing process.

I usually summarize my detailed comments in an overview. I remember to tell the author what I liked about the story. This is important. Every writer needs to hear what he/she does well. It’s easy to focus on criticism, and my goal is to motivate the author to continue to write. I don’t want to de-motivate them because I made too many comments.

In the summary, I remind the author to do the following before shipping the manuscript to an agent, publisher or uploading it to an e-book site (if they are self-publishing):

  • accept or reject suggested changes
  • delete any remaining comments
  • turn off mark-up or track changes
  • remove bookmarks
  • check under properties that the title is correct

When you’re ready, ship the manuscript back to the author and see what he/she thinks. I’m usually nervous at this point. It’s an honour to read and work on another author’s manuscript, and I hope I’ve found a balance between being helpful and not being overly critical.

One final caution: I find it difficult to edit my own work. My eye reads what I think I wrote and not what I actually wrote. I do my best to correct my manuscript before I give it to someone else to edit, but I try to have a sense of humour and laugh at myself when errors are found. Nobody’s perfect ☺

Thanks again for reading . . .

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Copyediting – Proofreading Process (Part Two)

~ Kristina Stanley ~ 20 Comments

Today’s blog focuses on a list you can create to help you copyedit.

Creating a list is part of my process when reading another author’s manuscript. I use the list for my work too, but if you’ve edited your own writing, you’ll know how hard it is to find your mistakes.

Before I start – thank you to the people who pointed out the difference between proofreading and copyediting. Their definitions are in the comments of Proofreading (Part One). Also, thanks to everyone else for their comments. I had fun reading them all.

Monday’s blog took us part way through the second reading of a manuscript, but there’s still work to do on this pass.

While reading the manuscript for the second time, I create a list that includes:

  • Words with hyphens or words I think should have a hyphen.

While writing a novel, it’s easy for an author to forget which format they used for a word. It’s better to keep word formats consistent, which can be difficult, especially when the dictionary offers a choice or two dictionaries disagree with each other.

  • Words that are easy to type incorrectly, but the spell checker won’t find the error. There are many, so here are a few examples:

It’s/its

Their/there

Hear/here

Heard/herd

Where/were

Then/than

Then/the

This list grows with each new manuscript I read. Heard/herd came from the manuscript I’m currently editing.

  • Words that are spelt differently in Canadian or American spelling. This is hard to catch because some spell checkers allow both forms.  A difficult situation occurs if the author uses a Canadian spelling for one word and American for another.  For example:

My pyjamas are the color of green olives. Pyjamas is in Canadian spelling. Color is in American.

Search for words that can be spelt with ‘ou’ or ‘o’ and words where a consonant may or may not be doubled, such as:

Favourite/favorite

Travelling/Traveling

  • Words that can be spelt (spelled in the USA) two ways.

Toward/Towards

Backward/Backwards

Both are correct, but again consistency is important.

But what do you do with this list?

Even if you have read the manuscript in printed form, this is the point where a computer can help you eliminate errors.

In whatever word processing program you use, turn tracking on. Search the manuscript for each word in the list you’ve created during your second reading and make the appropriate changes. The author can decide to accept or reject the changes when he/she reads the suggested corrections.

Call me crazy, but I thought I was going to finish this subject in two blogs. We’re still not on to the third reading, but we’re getting there.  My next post on copyediting will be on Monday.

If you have any tips to share, I’d love to add them to my process.

Thanks for reading . . .

Related articles about proofreading versus copyediting:

Proofreading Process (Part One)

~ Kristina Stanley ~ 52 Comments

I estimate it takes 40 hours to seriously proofread an 80,000 word novel. It’s a daunting task, so here are some tips to get you through it.

At least this is the process that works for me.

1) PASS ONE: Read entire novel or short story before proofreading.

Why is this step important? I find if I don’t allow myself time to read, especially if it’s a good story, I don’t concentrate on proofreading, and I get engaged in the story.

I allow myself to jot quick comments as I read, but try not to do too much at this stage. Once I’ve done this, I can concentrate on the detailed proofreading.

2) PASS TWO: Check Basic Formatting:

Before checking for formatting, I get the document into a format that works for me. I:

  • Zoom in on the document. I go to the largest size my screen can take. This enables me to see each mark on the page.
  • Turn paragraph marking on. This allows me to see paragraph breaks and extra spaces.
  • Go into review mode and turn on track changes.
  • I’m heavy on the comments. When I make a change, if it’s not obvious why, I tell the author by using the comment function.

Things I check and correct (make consistent) during PASS TWO:

  • Are all chapter headings formatted the same?
  • Are the headers and footers formatted the same?
  • Do the same number of lines appear before and after each heading?
  • Is each chapter heading in same font and size?
  • Are italics consistently used?
  • Are paragraph indents formatted the same?
  • Does the first paragraph of each section or chapter have 0 indents, while the rest are consistent?
  • Are there any double or triple spaces between words?
  • Are there any double spaces after a period?
  • Are times formatted the same – am, a.m. AM?
  • Is the spacing between ellipses consistent (. . . and not …)?

I check these things because I think it gives the manuscript a professional feel. It shows the author took the time to check the details, even the ones that are boring to check.

I don’t like to write long blogs, so I’ll publish part two of The Proofreading Process on Thursday.  So yup, you guessed it. There is a pass three.

I hope this helps your proofreading. 🙂

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Setting in Your Novel: What to Include?

~ Kristina Stanley ~ 12 Comments

#writetip

How do you decide what to include and what not to include when you are describing the setting in your novel?

I read Ken Follett’s novel Whiteout, and realized I didn’t skim a word. I started thinking about why I wasn’t skimming the narrative, something I tend to do because I’m not that interested in flowery descriptions. Others love it, but I like a fast paced story where I can relate to the characters.

After I finished the novel, I opened the first page of Whiteout and got out my pink highlighter. I highlighted every setting description. Since I’d already read the book, on my second reading I knew how the setting would be used.

I discovered that Follett spent time on setting description only if it was relevant to the story. This may seem obvious, and sometimes I need an idea to hit me on the head, but it became clear that I didn’t skim because I needed to know what the setting looked like to understand the latter scenes.

Try this with a novel where you didn’t skim any text, and see if you discover the same thing I did. There are so many ways to learn 🙂

Now when I’m describing a place, I do it twice. Once in full detail, so I understand and know it. Then I write it a second time, cutting what doesn’t need to be there and leaving the bits that will end up in the novel. These bits are the parts the reader needs to understand in order to believe and be engaged in the story.

When proofreading, I check for description that isn’t needed. Cut – cut – cut and into the garbage it goes. (Okay so really, stored in a folder on my computer but you get the point.)

Editing: Computer or Paper?

~ Kristina Stanley ~ 4 Comments

That is the question. #writetip

If you are editing your own work, I think it depends on where you are in the writing process.

If someone else it editing your work, I think it depends on what they prefer.

If you are editing someone else’s work, I think it depends on how they like to receive feedback.

So . . .

Editing your own work:

Early in the process, I like to edit on paper. I use the blank space for story ideas, for writing whole new scenes, and for research ideas. The flow of the pen feels good in my hand.

Late in the process, I like to edit on the computer. This is when I am checking grammar, format, repeated words, etc. All things that are easier to search for and do global changes on if you are working on your computer.

Someone else editing your work:

I like to ask what my reader prefers. Some think better if they can write on paper. I’ve had readers comment on a kindle copy. Others like software. Whatever they want is fine with me. If they are willing to comment on my novel, I’m happy to get the comments in any form.

Editing someone else’s work:

I decide this based on what the author prefers. Sometimes geography dictates how.

Do you have any preference for editing?

How Do You Proofread?

~ Kristina Stanley ~ 7 Comments

#writetip Proofreading takes intense concentration. Do you have method you’d like to share?

I’m talking about the final proof, after all your readers have given you feedback, you’re not going to make any story changes, and are about to send your manuscript to your agent or publisher.

It takes me about an hour to proof 5 double spaced pages. That may seem slow, but I think worth the effort.

First, I look at each character in a line, then the sentence, then the paragraph, then the page, and finally the scene.

This is where I check every punctuation mark, check for their/there swaps, and grammar errors. For example, I force my eye to look for a period at the end of every sentence.

The only editing I do at this phase it to ask whether I need every word.

If I start to skim, I take a break, let my mind relax and get back to it.

What is your process?

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Scenes and Sequels

~ Kristina Stanley ~ 5 Comments

How do you intermix them? #writetip I don’t think about scenes or sequels when I’m writing my first draft. But when it’s done, I sure do.

After a fast paced scene, sometimes the reader needs a break. This is a good time for a sequel. You can get into your characters heads, share a little about them, and give the reader time to catch their breath.

Too many scenes and the reader loses touch with the character.

Too many sequels and the reader gets bored.

Somewhere in there is a balance, and I guess that’s where the artistic talent comes in.

Today is a big day for us. We are staging to cross the Gulf Stream to the Bahamas. It feels like a scene/sequel scenario. We’ve spent the last month in a fast paced life, getting ready to go. Now we get to hoist the sails and do some sailing. The sequel.

The Mentorship Begins . . .

~ Kristina Stanley ~ 1 Comment

Yesterday I got my first feedback from Garry Ryan. #writetip Garry is an author from Calgary, Alberta. He writes the Detective Lane series. For those of you who have been reading my blog for a while, I wrote about the Crime Writer’s of Canada mentorship program. I didn’t end of partnering with David Cole, but all has worked out and the program is underway. Garry has volunteered his time to help my make my novel better.

I won’t bore you with the details, but I want to mention one highlight in his comments. There has been talk about series writing this week on some of the writing blogs. Well, my novels aren’t a series, but I do have characters that are in all three novels.

Garry pointed out to me that I don’t describe my characters in the opening scene. Seems obvious, but for me, I’ve lived with them through three novels, so I know what they look like. I just forgot to tell the reader.

Garry is the first person to read my third novel who hasn’t read the first two. I’m not sure my readers who read the first two would have picked up on this omission. I guess it’s good to find readers that haven’t read all your work. You never know what improvement you might be able to make. Thanks Garry.

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First Draft Readers

~ Kristina Stanley ~ 3 Comments

Am I nervous? #writetip Of course I am. I have a new reader for my third novel. I decided I needed someone to read my novel that hadn’t read the first two. So what did I do to prepare my reader? A reader has different responsibilities at each stage of the  novel.

For the first draft I give the reader a list of suggestions and questions.

1. Don’t worry about proofreading for typos. That will come later.

2. Each time you suspect a character of committing the crime, write it in the margin. This allows me to see if I’ve dropped too few or too many hints.

3. Did you start to skim anywhere? This is how I find out if I’ve put too much detail.

4. Are you unsure who is speaking? This means I didn’t add enough dialogue tags.

5. Sometimes a character doesn’t appear for a few chapters. When they reappear, do you remember who they are or do I have to add a reminder?

6. Is there anything you didn’t understand or that was confusing?

And finally I ask them to comment on any passages they liked. To me this is just as important as finding out what didn’t work. Then I can review that passage and understand why they liked it. Okay, and it’s a nice boost to the ego.

Testing: Equipment and Scenes

~ Kristina Stanley ~ 5 Comments

As we get ready to head offshore we test all our equipment. #writetip Before you send your manuscript off to an agent or publisher, you should test it too. I can’t imagine going to sea unprepared or unsure that everything, and I mean everything, is working. Here we are testing bring the sail up and down, repeatedly.

I use several test people at different stages of my novel. I have a two very important test phases.

One is at first draft. Here you need a test reader that will work with you chapter by chapter and tell you what they like and what they don’t like.

Two is at the final stage before sending. Here you need a reader that has an amazing eye for detail. This is the person that will proofread for you. The one that will find all the typos your eye can no longer see.

If I’ve significantly changed a scene from when one of my experts read it, I will ask them to read one more time.  This is asking a lot, but I want to make sure I didn’t inadvertently put in a technical error.

I’m sure there are many ways to do this, but this is what works for me.