Planning your plain language project: don't forget the editor.

• Author: Kate Harrison

Behind every good writer is a good editor. Yet, each time I do plain language projects or training I am faced with the case of the missing editor. This key player on the communications team is nowhere to be seen; and the process is weakened and often ineffective because of this. Whether you are revising a contract or writing new plain language legal information pamphlets, you'll want to make sure you have a strong team with skills matched to tasks, and especially a strong editor.

Where to start?

Document production should follow a planning, drafting, testing, editing, and final proof-reading process. On a larger scale, your project plan should include the ten step checklist outlined. Invest enough time planning in the beginning to avoid costly problems later.

Make sure your audience, purpose, and goals are clearly outlined, and your editor understands them.

Identify potential editors in your organization, your profession and in the plain language field. Integrate editing into your project budget at the beginning and save time and costs later.

What goes into the project planning checklist?

Here are 10 key steps to get you started. If you miss any of these steps, you risk having problems before, during, and after production.

1. Identify who you are writing for and their needs.

2. Decide what needs to be covered.

3. Determine the outcome you want.

4. Write the first draft.

5. Edit the text.

6. Test it with the readers.

7. Edit it again, inputting the changes.

8. Do a final test.

9. Incorporate the changes.

10. Prepare the document for distribution.

I am often asked to edit a document but given an unrealistic deadline. Yet, the demands placed on the editor include something of each of the ten key steps. These expectations push the effectiveness (and patience) of project editors, but you should also be fair and include them in the process early so they can determine the parameters.

Why edit?

Writing is a creative process. It should flow, be done free style, and not be interrupted. In contrast, editing is a methodical process. Your editor should use strict guidelines, go one step at a time, and follow a logical progression. You gain obvious advantages by having someone removed from the writing process as the project editor.

Who is the editor?

Your editor can be found in your organization or hired as a member of the project team. I recommend using a plain language editor, because the plain language process is the best in the marketplace, especially from a...