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The role of the editor in the technical writing team

by Jean Hollis Weber

Originally presented to Seminar 90: Bringing Technology Closer, and published in Proceedings of the Technical Communication Seminar, October 1990, pp. 67-69. (NSW Society for Technical Communication). Amended in November 2001 to include information relevant to online help, web sites, and other online materials.

This paper covers:

Skills required by an editor

Editing today covers far more than printed materials. In this discussion, I am assuming a technical editor may be required to deal with:

I am also assuming that the audience for the material being edited is not comprised of other technical people; or if it is, the editor is not the person responsible for ensuring the technical accuracy of the material.

What people think editors do

Or (especially in academic or scientific circles)

What technical editors should do

In addition, an editor may be called upon to fill the following extraordinary functions:

Types of edit

Van Buren and Buehler (1980) published an excellent summary of technical editing work, organised under the following "types of edit":

These types of edit are combined into five levels of edit, as shown in Table 1.


Table 1. Types and levels of edit


Type

Level of edit

 

1

2

3

4

5

Coordination

x

x

x

x

x

Policy

x

x

x

x

x

Integrity

x

x

x

x

Screening

x

x

x

x

Copy clarification

x

x

x

Format

x

x

Mechanical style

x

x

Language

x

x

Substantive

x


Which of these levels of edit is applied to a particular document depends on company policy, available time and human resources, and the quality of the original material.

Coordination edit

(Handle and control manuscripts)

Policy edit

(Ensure document reflects company policy)

Integrity edit

(Ensure that parts of a document match)

Screening edit

(Ensure company's minimal editorial standards)

Copy clarification edit

(Clarify confusing text or artwork)

Format edit

(Ensure text and artwork conform to visual requirements)

Mechanical style edit

(Ensure text and art conform to company style)

Language edit

(Ensure clear and effective presentation of text)

Substantive edit

(Ensure coherence of individual parts)

Interactions with team

Technical editor works with:

Working with planner

Working with lead writer

Working with writer

Working with graphic artist

Working with designer

Working with manager

Qualifications and skills needed

Depending on the size of the team, the amount of work, and the skills of the editor and other team members, the editorial work outlined in this paper could be spread over more than one individual. In many cases, it is preferable that more than one editor be involved.

Editorial work usually can be conveniently divided into three broad areas:

Both junior and senior editors ideally should have the following skills:

Essential

Preferable

Advanced

Many senior technical editors are experienced technical writers who have taken on the editorial role. In addition to the skills listed above, a writer-turned-editor generally brings to the job considerable experience and knowledge of tool use, subject matter, procedural testing, and delivery media.

References

E.F. Bloomhower, 'Producing good technical communications requires two types of editing', J. Technical Writing & Communication, Vol. 5(4),1975, pp. 277-281.

R. John Brockmann, Writing Better Computer User Documentation, John Wiley & Sons, Inc., 1986. pp. 141-159.

Robert Van Buren and Mary Ann Buehler, 'The levels of edit', second edition, Jet Propulsion Laboratory, Pasadena, CA, January 1980, JPL Publication 80-1, 26 pp.

Ruth M. Power, 'Who needs a technical editor?', IEEE Transactions on Professional Communication, Vol. PC24, No. 3, September 1981, pp. 139-140.