Category Archives: Professional development

How to guides to help with your professional development.

Making the most of Microsoft Word

By Alison Shakspeare

It’s a fierce world out there, particularly for freelancers, and freelance editors need to make the most of every second when their hourly income rate depends on it.

Although ‘other software is available’, Microsoft’s Word is still the go-to writing program across the English-speaking world. Therefore, maximum familiarity and minimum ineptitude have got to be good things – and those are on offer through the CIEP’s Word for Practical Editing course.

I’ve been using Word since expensive new IBM PCs were gingerly invested in by my then-employers. There was no money for training and an infant worldwide web, so when you had a query it was a case of wading through cumbersome, incomprehensible manuals or picking the brains of those who’d been using it for longer. So, over the years I’ve gradually absorbed and researched ways and means of improving my knowledge and use of this ever-updating, universal software – but it’s amazing what you fail to pick up on if you jog along on your old familiar track.

You can tell the course has been written by practising editors because it acknowledges the numerous approaches to editing tasks. Therefore you don’t feel that there is only one way to use the program or to find and use the tools. The course uses screencasts as well as documentation, so you can absorb the information in the way that suits your brain best. And when you’ve finished you end up with the study notes, exercises, model answers and a range of useful resource downloads to refer back to.

What Word for Practical Editing is not is a beginner’s guide to using Word. You do have to be a user, and you do have to know your way around the basic conventions and tools, or you’ll find yourself floundering in a sea of unfamiliar terms.

What Word for Practical Editing does do, which may be unexpected, is widen your knowledge of working in the editing world in a business-like manner and of dealing with clients.

Whether you use a PC or a Mac, this course is for you if you want to:

  • extend your knowledge on approaching a project, beginning with the client brief before you approach the Word manuscript and tips on setting up the program and its tools, and different ways of viewing it
  • improve your ability to find errors and inconsistencies – not only are you told how to use the inbuilt Find & Replace (F&R), Spelling & Grammar and Macro tools and are referred to some great add-in programs, but you are also given a useful list of common errors any editor needs to be sure they are clearing up
  • clearly communicate your findings with your client – from checking the compatibility of your Word versions, to being sure that what you receive matches the brief, to different ways of showing Track Changes; you are also given useful templates for a stylesheet, an invoice and a feedback form
  • check that you are using styles and templates as effectively as possible – there are several layers to using these universal bugbears, and if every Word user were sent a copy of this information the air might be less blue
  • widen your knowledge of shortcuts – and you can download a useful list of them to keep referring to until they become second nature
  • gain insights on archiving and CPD, because jobs aren’t always done with once you’ve sent off the edited Word doc.

I will probably not end up using all the shortcuts the course introduced me to, even though they save on keyboard time and could even ward off RSI, but I’ve certainly expanded my knowledge of what Word offers and tightened up my use of it – and therefore increased my hourly income.

What more could you want?

Alison Shakspeare came to editing after a career in arts marketing and research for leading national and regional organisations. Her client base has expanded as her skillset has grown from basic copyediting to offering design and layout services. She truly enjoys the CPD she gains from working with academics, business organisations and a growing number of self-publishing authors.

 


Photo credit: Love to learn by Tim Mossholder on Unsplash

Posted by Abi Saffrey, CIEP blog coordinator.

The views expressed here do not necessarily reflect those of the CIEP.

Buck the trend: strengthening your business during lockdown

By Rachel Gristwood

2020 was a challenging year in which to set up and run a business. But with the wonders of modern technology, it has been possible to receive training, find clients and function as an editor/proofreader from the comfort of our own homes.

In 2019, I completed the CIEP’s Proofreading 1: Introduction course and passed the Proofreading 2: Headway course. That summer, I began a year-long business start-up course through The Growing Club, a local Community Interest Company (CIC) for women that functions much like an enterprise agency. It provided me with training and support while I was setting up my business: Well Read Proofreading Services.

And then the pandemic struck.

There was no script for how to set up a business and find clients in a pandemic. The trick was to use the contacts I already had, think innovatively and make the most of every opportunity that came my way.

I’ve listed below some suggestions for how to strengthen a proofreading/editing business during the pandemic, together with how these avenues have helped me – sometimes in surprising ways.

Local Enterprise Agency (EA)

Local enterprise agencies exist in the UK to help start-up and small businesses. Other countries may have organisations that perform a similar function but go by a different name for our overseas friends.

  • Ask if they run training courses. These may be as simple as a morning session on how to use a particular social media platform, or an in-depth year-long course on how to set up and run a business. Enquire as to whether you might be eligible for any funding to help with costs.
  • See if they have any networking events via Zoom. You may be able to find new clients. At the very least, you’d be able to chat with other small business owners and perhaps learn from them.
  • Does your local EA have any contact with other organisations that may help you, such as the local group of the Federation of Small Businesses (FSB) or a Chamber of Commerce?
  • Is there a mentoring scheme where you can be helped with the finer details of running your business and finding clients?

My experience

I am fortunate to live in the area covered by The Growing Club, a Community Interest Company that provides support, training and mentoring opportunities for women in the North West of England. I began a year-long business start-up course in the summer of 2019, which continued via Zoom during the lockdown. Through that course, I now have a business mentor who will answer questions, help me to plan and, most importantly to me, help with any difficulties – something I am so grateful for as it greatly reduces my stress levels!

I attend a weekly Zoom drop-in session, which is great for socialising with other small business owners and finding out answers to any questions I might have. I also attend the monthly local group meeting of the FSB, through which I now have two prospective clients talking with me about their future proofreading needs.

I have gained some business through networking there, and now have two local authors as clients; two local businesses have given me material to proofread that they’ve written during lockdown, and the owner of a new start-up business asked me to bring their website up to scratch because English is their second language.

I’ve also undertaken a piece of copywriting through The Growing Club and had the pleasure of being taken on as a writing coach to help a local author with her writing – something I enjoyed enormously.

Local college

Colleges provide courses to help upskill their local population.

  • Find out about the range of courses they offer. You may have thought of broadening your social media reach to get your business ‘out there’, so see if your local college offers training courses on different social media platforms.
  • See if they run courses on aspects of running a business; for example, marketing or finance.
  • Ask if funding is available to local businesses.

My experience

I found there were social media courses through Lancaster and Morecambe College, with training provided by The Consult Centre, a local social media company. I undertook training sessions on LinkedIn, Facebook and Google My Business, as well as Canva, which enables me to design professional, branded posts to upload to my social media platforms. As a local business owner, I was eligible for full funding.

While I post weekly on social media to increase the visibility of my business, I’ve enjoyed the natural networking opportunities such interaction has given me. Connecting with other editors and proofreaders through LinkedIn has been a pleasure, a helpful resource, and has helped me feel much less isolated during these strange times.

Universities

Students and academics use the services of proofreaders for dissertations, theses, journal articles and books. Some universities maintain a register of approved proofreaders. They may stipulate that applicants to the register must live within easy reach of the university to meet potential clients in person, if requested, and there are often proofreader guidelines to adhere to.

My experience

I definitely knew when Masters dissertation writing time had arrived! Yes, you’re proofreading to a tight deadline, but I got a real buzz out of working closely with the students and helping make their writing the best it could be prior to submission.

I enjoyed a detailed commission for an academic to help ensure her article met the house style of the journal she wished to submit it to.

The Chartered Institute of Editing and Proofreading

My membership of the CIEP has played an integral part in my development as a proofreader. I completed the Institute’s level 1 and 2 proofreading courses in 2019.

The 2020 CIEP conference laid a wealth of information at my feet. Thank you to every keynote speaker. The networking sessions were instrumental in helping me build connections with editors and proofreaders.

I also belong to my local CIEP group and enjoy the Zoom meetings. It’s a great way to give tips to others and to learn from those more experienced than myself.

Other avenues

Be innovative!

Write articles for publications. This will get your business name out there and tell people what services you provide.

Diversify. I now also offer:

  • Copywriting
  • Transcription
  • Coaching sessions in writing skills.

For those of you just starting out, see if you can undertake voluntary work in return for a testimonial.

Summary

Be open to opportunities and flexible enough to mould your skills to a situation that may not be your normal remit, but one that you could diversify into.

The most memorable soundbite I learned from my year-long business start-up course was: ‘Don’t ever do the hard sell – just talk to people.’ Ask them about themselves and their business. Leave them with a positive feeling after your conversation and they’ll remember you in a good light.

I hope I’ve been able to suggest ideas to strengthen your business. I’d love to hear your tips, too.

After achieving a Masters in Volcanology and Geological Hazards from Lancaster University, Rachel Gristwood trained in proofreading through the CIEP before setting up her business, Well Read Proofreading Services. She enjoys working within academia, and also with local authors and business owners. Networking is important to her, especially via Zoom during the pandemic.

 


The CIEP’s guides are great resources for editorial business owners – whatever stage they are at. Check out Marketing Yourself and Pricing a Project. A new edition of Going Solo, with an accompanying record keeping Excel toolkit, will be published soon.


Photo credits: Rachel’s photo was taken by her late father, Ken Gristwood. Strength by Vicky Sim; Grow by Andrew Seaman on Unsplash.

Posted by Abi Saffrey, CIEP blog coordinator.

The views expressed here do not necessarily reflect those of the CIEP.

CIEP social media round-up: October and November 2020

Well, we’ve been busy. In our last round-up, we described our first chatbot social media campaign, which featured Lynne Murphy’s focus paper on global Englishes. There was more chatbot fun on Facebook in late October when we delivered 350 copies of Rob Drummond’s focus paper The linguistic sophistication of swearing via Messenger. That was followed up by a cross-platform promotion that focused on grammar snafus. The Slaying zombie language ‘rules’ fact sheet and a spooky version of our ever-popular language quizzes were promoted just in time for Halloween.

The fun wasn’t all on Facebook, though. Next, we posted Meet the Directors videos on Twitter, LinkedIn and Facebook, revealing not just a few surprising facts about the Council!

November saw our first online conference. We hope you enjoyed the Facebook competition! Over 1,200 people entered, and five won free places picked randomly from an online Wheel of Names spun by the marketing and social media directors.

The CIEP blog is a valuable repository of content written by our members, and we want to celebrate that. Now that our new scheduling system is up and running, we’re able to ensure that our articles are broadcast via social media on a regular basis, regardless of when they’re written. Over the past two months, we’ve posted or reposted blogs about glossaries, the forums, language, business tips, grammar, the author–editor relationship, networking, project management, productivity, querying, references and imposter syndrome.

We’re also now scheduling weekly posts and videos about the directory. Each one features a genre, subject or service, and links to the directory. The goal? To show potential clients around the world how to find a qualified editorial professional who’s a great fit for them.

And finally, membership and training. Our courses, guides and membership benefits are also featuring every week on social media. Did you catch the video about the Efficient Editing course? We know how much people are missing face-to-face workshops so we’re spreading the word about the CIEP live webinars via the socials too.

Lost in translation

As usual, we brought our followers a rich selection of content from all over the internet about words in all their glory and variety. Popular were our postings of articles that explored words from different languages that just couldn’t be translated into one English word, yet described something exactly. On 10 November on Twitter and 13 November on Facebook, we shared 10 untranslatable words that perfectly describe how you’re feeling in 2020 – for example, all that boketto (staring blankly into space, Japanese) in your home might give you fernweh (a hunger to travel to faraway places, German). We complemented this on 11 November with 38 wonderful words with no English equivalent and topped them both off a couple of weeks later with a Merriam-Webster quiz asking where in the world certain English words originated from.

Dogs can definitely boketto

We also posted a piece this Halloween-tide about Edgar Allan Poe’s vocabulary, from ‘alarum’ to ‘tintinnabulation’ – a word, incidentally, that revealed the source of ‘tintinnabulum’, used in Part I of The Zombie That Ruled Grammar for Infinite Eternity, subject of Riffat Yusuf’s spine-chilling language column for the CIEP.

Ace ACES

ACES, the society for editing in America, was a veritable fount of knowledge, sharing its wisdom on editing-related matters from understanding image rights to public speaking to copyediting graphic novels. Especially fascinating was its piece on ablaut reduplication – not another untranslatable phrase, but the phenomenon that we all know but don’t know that we know, of vowels in constructions such as ‘ding-dong’ or ‘hee-haw’ moving from the front to the back of the mouth. This was discussed at the grammar amnesty session at our 2019 conference, with a prize (a KitKat – geddit?) offered for more examples. Published just after our 2020 online conference season, this article became a lovely reminder of when we were last together in person. Thanks, ACES.

Words of the year

In November, Collins Dictionary named its word of the year: lockdown. A fortnight later, Oxford Languages announced that, for them, it wasn’t possible to identify just one word of 2020, and they released a report, Words of an Unprecedented Year, instead. Perhaps it’s time to look somewhere completely different for words that inspire and delight. On 13 November on Twitter, we posted New York Magazine’s video of the vocabulary of Schitt’s Creek’s Moira Rose, whose speech fairly bombilates with unusual terms: something to confabulate about as you chin-wag on Zoom with family and friends over the next few weeks. We wish you a truly glee-ridden holiday season, dear social media followers.

Don’t miss a thing in editing and proofreading. Follow us on Facebook, Twitter and LinkedIn.


Photo credits: social media by Merakist; dog by Naomi Suzuki, both on Unsplash

Posted by Abi Saffrey, CIEP blog coordinator.

The views expressed here do not necessarily reflect those of the CIEP.

#CIEP2020: a conference of community, support and shared interest

The pandemic that traversed the globe in 2020 prompted the annual CIEP conference to go online for the first time. The Institute’s AGM took place in September, with 134 members in attendance, and 218 voting on the resolutions either before or during the AGM. The conference was moved to 2–4 November to allow more preparation time. It attracted 380 attendees, some attending the online sessions as they happened on 2, 3 and 4 November and others watching the recordings released the following week.

Gráinne Treanor reflects on the conference and how digital was different.

Delegates at the 2019 SfEP conference.

A hashtag is such a little thing. Yet #CIEP2020 was like a beacon, which my online Oxford Dictionary defines as ‘a fire or light set up in a high or prominent position as a warning, signal, or celebration’.

Before March 2020, many of us were already accustomed to working alone. Lockdown added weight to the isolation, however. This year, no matter how much we wanted to meet others in our field, there could be no conference.

Having been to the ‘real thing’, I didn’t expect I would enjoy an online conference. Yet from the opening address by CIEP chair Hugh Jackson to his closing remarks, the conference was as informative, educational and enjoyable as I imagine it might have been ‘in real life’.

The session on mastermind groups reminded me why being part of such a group enriches members as professionals and friends, providing a sense of collegiality despite separation.

The business sessions scared me, as usual, because they reminded me of the part of my job I feel least competent about. But Louise Harnby and Erin Brenner chipped away at my fear, offering encouraging insights into things that can make a difference to how we promote our work.

The sessions on macros, style sheets, PerfectIt and Excel provided me with tips on how to work more efficiently. I used to think I was organised, but I’m not so sure after Maya Berger’s session on using Excel to log business records. Fraser Dallachy’s exploration of the Historical Thesaurus of English had me so mesmerised I almost forgot to collect a child from school, and Sarah Grey’s treatment of inclusive language both moved and empowered me. As for Susie Dent and Denise Cowle? I know I’m not the only one who was impressed by Denise’s skill, and the interview was a perfect mix of information, fun, insight and wisdom. My Masters swimming group has a new word in its lexicon: curglaff.

I am an introvert and lockdown suited me at first. But eventually, even I felt lonely. I began to question this way of working, and I struggled with separating work from other parts of my life. My desk beckoned, and let’s face it, what else would I be doing? (I could have done with Marieke Krijnen’s session on editing in the era of COVID-19 a few months ago!)

Thankfully, a renewed personal commitment to my accountability group and participation in CIEP Cloud forums restored some balance. But it was #CIEP2020 that buoyed me right up. True, digital was different. There were no hugs, leisurely chats around coffee tables or explorations of new places. But despite what we lost, we gained much. There were no travel costs, families who missed us or stressful dashes to train stations and airports. #CIEP2020 was more accessible. We didn’t have to choose between excellent sessions or be disappointed that the ones we really, really wanted to attend were full. We could get on with our lives between sessions and sometimes during sessions. There were even times when I cooked dinner while paying attention to presenters. Delegates met people who might not have attended ‘in real life’ and I think many saw possibilities for online conferences, mini-conferences or workshops to complement a ‘real’ conference in the future, perhaps at different stages in the year.

Most important for me, however, was the sense of community, support and shared interest I took for granted at ‘real’ conferences but didn’t expect to find online. Now I can’t help but imagine a little hashtag dotted around the globe, signalling the presence of what Hugh described in his closing words as ‘the humanness and empathy’ that mark us out as members of a community with a common purpose, through which we influence what gets published and disseminated and what gets left behind. Thank you, #CIEP2020. May you shine on.

Gráinne Treanor (@EditorGrainneT) is an Advanced Professional Member of CIEP. She lives in the west of Ireland and edits books, papers and other resources, mainly in the humanities. Her special interests are education (theory, practice, philosophy, teaching, textbooks, literacy, special educational needs including autism), child development, society and religion.


Posted by Abi Saffrey, CIEP blog coordinator.

The views expressed here do not necessarily reflect those of the CIEP.

Why macros deserve pride of place in your editing toolbox

This year’s CIEP conference was held online, from 2 to 4 November. Attendees from all over the world logged on to learn and socialise with their fellow editors and proofreaders, and a number of delegates kindly volunteered to write up the sessions for us. Christina Petrides reviewed Macro-driven book editing, presented by Paul Beverley.

Paul Beverley at the 2019 SfEP conference.

If you are a macro newbie, as I am, you may have thought that this session wasn’t for you. But any time the Macro King – as introduced by Beth Hamer – holds a session, I find it’s worth listening in.

With the myriad of editing tools that are out there, we begin to dabble in macros as we find our editing feet. Most of us know the power of the macros that Paul has written – DocAlyse and ProperNounAlyse, to name just two. Now if – again, like me – you found those to be a revelation for your editing work, you’re in for a surprise.

Paul’s session was less ‘what to do’ to improve your editing efficiency but more ‘this is what you could be doing in the next two to four years’.

Every stage of editing could be macro-assisted. Macros don’t replace skill and intelligence, but can take over the boring bits, pay better attention than you, and allow you to enjoy editing the text.

The hour-long session was fast-paced and full of information. Paul began by putting macros and their power into perspective. There are currently 794 macros available in his book and 25 hours of tutorials on his YouTube channel. Of those, 16 are dedicated to FRedit, which even has its own manual, demonstrating the power of FRedit alone. From its beginnings in the 1980s, FRedit has been evolving in Paul’s expert hands into what it is today.

So when the Macro King says he wants to inspire us into using more macros to make our lives easier (not put us off), it’s worth hearing him out.

New macro users are told that Paul focuses on three types of macros. They cover analysis, making global changes before you start and making changes as you read – all expertly covered by Karen Cox’s earlier session.

As user experience and understanding grow, so does the ability to use macros effectively. Paul broke them down into an additional ten ways in which they can assist us editors in our work:

  1. instant information gathering (counting things, searching the internet, checking references)
  2. speed navigation (searching, comparing, moving around the text)
  3. list handling
  4. file handling (combining/splitting files, converting a whole folder to PDF, accepting Track Changes)
  5. comment handling (creating comment and query lists)
  6. highlighting and colour handling (adding or removing)
  7. figure and table handling (adjusting/stripping out spacing)
  8. formatting (making and using list styles, changing styles, finding ‘funny’ formatting, copy/paste formatting, formatting equations/lists)
  9. note handling (converting to text, re-embedding, correcting formatting)
  10. reference handling (checking/correcting citations, adjusting format, checking alphabetisation).

Paul then quickly demonstrated many of these macros in action on real files.

If this has got you quaking in your editing boots, take a step back. Pick one or two macros to start with and get comfortable using those. Start with the analysis macros, then add to your macro toolkit as your skill and experience grow.

What seems frightening and insurmountable can soon be second nature, and a whole new world of editing can open up. Take it slowly and you may soon be creating your own macros!

Christina Petrides is an Intermediate Member who recently discovered the power of macros. She turned to editing and writing after a career in environmental consultancy, which she still dabbles in. She focuses on business and academic work, although will work on almost anything non-fiction. Travel is her other great love, and she’s often working on the road and blogging about it.

 


If you’re taking your first tentative steps into using macros, do check out the summary of Karen Cox’s Macros for beginners session.


CIEP members can download a Getting started with macros fact sheet from within their members’ area.


Posted by Abi Saffrey, CIEP blog coordinator.

The views expressed here do not necessarily reflect those of the CIEP.

Tried-and-tested formulas to help your business run smoothly

This year’s CIEP conference was held online, from 2 to 4 November. Attendees from all over the world logged on to learn and socialise with their fellow editors and proofreaders, and a number of delegates kindly volunteered to write up the sessions for us. Michelle Ward reviewed Excel tips for editors, presented by Maya Berger.

Maya Berger running a workshop at the 2019 SfEP conference.

The Editor’s Affairs (TEA) is an Excel spreadsheet package which helps you ‘take the guesswork out of quoting and run your business with confidence’ – two problems I identified with as a relatively new businesswoman and an early stages proofreader.

Before hearing Maya speak about TEA during a Cloud Club West Zoom in September, I was writing my CPD and proofreading jobs down on paper, working out rates for words/hour and words/pence using mathematical formulas learned many years ago in school. I would then transfer this data to a home-made spreadsheet, which never seemed to carry over correctly to the next month or year. I was duplicating work, making mistakes in calculations, and getting frustrated.

Getting to grips with Excel

Maya started her session at this year’s CIEP conference with a quick canter through the many intricacies of Excel – valuable both to beginners and to advanced users. Among other things, she showed us how to:

  • wrap text in columns
  • hide unwanted columns and rows
  • input negative numbers

Her troubleshooting tips explained quick solutions to cryptic errors that I normally research on Google, such as:

  • #DIV/0!
  • #REF!
  • #VALUE!
  • Green triangles

A nice cup of TEA

Maya showed us her demo TEA spreadsheet, which has separate pages for:

  • CPD
  • project timesheet
  • income
  • expenses

She led us patiently through the steps needed to input our own data, which would then magically populate the columns and rows using pre-loaded formulas. We could then confidently quote for new business, knowing we would have enough time to complete the work before deadline, and would be paid an honest wage for time taken. When the time comes to apply for a CPD certificate or a membership upgrade, we can simply look at the CPD page and know instantly whether we have enough hours and enough points. The Income/Expenses pages would be useful at financial year end. What more could a freelance copyeditor or proofreader need to make their life easier?

Seeing your data clearly

Maya demonstrated using colourful charts to visually enhance selected data, such as an Amount Invoiced/Received Per Month table and a Percentage of Work Per Client pie chart.

  • Monthly Summaries table
  • Client Summaries table
  • Expense Category Summaries table

From these tables, you can tell the percentage of your total income per client, who your best paying client is, how many projects you have for each client, etc. Could your business survive if you lost a particular client?

As with all the sessions at the CIEP conference 2020, I came away invigorated and motivated. Maya finished her session with this fantastic phrase, which I will now use as my business mantra: ‘Check in with yourself and your dreams!’


Special offer

Maya is offering CIEP conference 2020 participants the opportunity to purchase her basic TEA package for £85 until the end of December: more details are available in the ‘Additional Resources’ email sent to delegates after the conference.


Michelle Ward is a CIEP-trained proofreader and the founder of Brook Language Services. Formerly a Modern Foreign Languages/Special Needs teacher and RAF Reservist, she is now an Intermediate Member of the CIEP specialising in proofreading history (Napoleonic/WWII/memoirs/biographies) and polishing texts written by multilingual authors. She loves curling up by the wood burner with a good book and red wine after a countryside dog walk.


Posted by Abi Saffrey, CIEP blog coordinator.

The views expressed here do not necessarily reflect those of the CIEP.

A fascinating look at how words evolve through time

This year’s CIEP conference was held online, from 2 to 4 November. Attendees from all over the world logged on to learn and socialise with their fellow editors and proofreaders, and a number of delegates kindly volunteered to write up the sessions for us. Sheila Korol reviewed Choosing your words: Using the Historical Thesaurus of English to explore vocabulary, presented by Fraser Dallachy.

Delegates at the 2019 SfEP conference.

As deputy director of the Historical Thesaurus of English, Fraser Dallachy knows words. And his session was timely considering that the second edition was recently released in October.

The Historical Thesaurus is a true labour of love. The first edition was initiated in 1965 but not published until 2009, hardly surprising because the close to 800,000 words in the Oxford English Dictionary (OED) were individually handwritten on carefully labelled slips of paper. These papers were then sorted and re-sorted by hand until various categories were formed into what would eventually become the initial two-volume publication. A beautiful addition to any bookshelf no doubt, the paperback thesaurus itself was difficult to use even for its originally intended academic audience, who wanted to study the history of ideas as expressed in words.

Fortunately, a much more user-friendly online version also exists (ht.ac.uk), and part of Fraser’s job is to promote this publicly funded resource as a valuable tool for all word lovers. To this end, Fraser and his team continue to work closely with the OED to update words and dates online, striving for ever more accuracy in their historical record of the English language.

His team has also created various visualisations and graphs which users can choose from (and play with), including treemaps, sparklines and heatmaps. Thus, it’s easy to see when words based on a particular topic were historically used. Searches might lead, for example, to a timeline showing whether a word originated in Old or Middle English, whether the word is still used in the present, or how an entire category of words has evolved to reflect changing vocabulary.

How might this prove useful to writers and editors? If you write or edit historical fiction, you can check whether anachronisms have inadvertently been included in the manuscript. Or if you write or edit speculative, say steampunk, fiction, you can search words to help with worldbuilding.

But what the conference delegates seemed most excited about was the Time-Traveller’s Dictionary – a specialised resource meant for writers who want to filter out from the thesaurus only those terms actively used for a specific subject at a particular point in time. However, this remains a work in progress, so keep an eye on the Historical Thesaurus website.

Fraser would love suggestions on how to make the thesaurus even more useful and widely relevant for all word lovers, so please contact him if you have ideas at fraser.dallachy@glasgow.ac.uk.

Sheila Korol is a high school English teacher from Canada who has lived in seven countries over the past 25 years. She currently lives in Hong Kong and is transitioning into a freelance editing career. She has completed the Editing Certificate from Simon Fraser University and is an Entry-Level Member of the CIEP.

 

 


Posted by Abi Saffrey, CIEP blog coordinator.

The views expressed here do not necessarily reflect those of the CIEP.

How to alter your mindset by changing your space and pace

This year’s CIEP conference was held online, from 2 to 4 November. Attendees from all over the world logged on to learn and socialise with their fellow editors and proofreaders, and a number of delegates kindly volunteered to write up the sessions for us. Janine Levine reviewed Editing in the era of digital nomadism and COVID-19: challenges and opportunities, presented by Marieke Krijnen.

At Conference Aston, home of the 2019 SfEP conference.

The life of a freelance editor can be a charmed, privileged existence. We have almost unlimited freedom to work when and where we choose, be it the local library, our favourite cosy café, or a fully kitted-out home office complete with RollerMouse and treadmill desk. No one treasures this freedom more than freelance academic copyeditor and self-confessed ‘digital nomad’ Marieke Krijnen, who has lived all over the world, including countries in the Middle East and Europe and in North America. Marieke got the third and final day of the CIEP 2020 conference off to an inspiring start with her webinar, Editing in the era of digital nomadism and COVID-19: Challenges and opportunities.

Marieke is the first to acknowledge the inherent privilege in a term like ‘digital nomad’, but this lifestyle is not without its challenges. From isolation and loneliness to work–life imbalance and back pain, Marieke let us in on the secrets of how she faces down these challenges in her day-to-day life. While international travel is largely on pause, for the time being, more of us find ourselves working remotely or from home during the current pandemic, and, as Marieke illustrated in her presentation, many of the same challenges apply.

There were so many useful, practical takeaways from this webinar that I couldn’t begin to list them all here. Luckily, you can find all the information in this handout compiled by Marieke. From apps and ergonomic office accessories to online forums and social networking groups – not to mention Marieke’s tips and tricks for maintaining good physical and mental wellbeing based on what works best for her – I was heartened to learn that there are so many quick and easy things I can implement right away for a happier, healthier and more productive remote-working lifestyle. I will mention a few of my favourites.

To help with productivity, apps like Freedom can temporarily block access to certain time-swallowing websites of your choosing (Facebook and Twitter are popular choices). To combat feelings of isolation, online groups, such as those on Meetup, bring individuals working within the same profession together for a virtual version of that ‘water cooler’ effect of a traditional office environment. There are also increasing numbers of co-working spaces popping up in cities all over the world. While monthly or yearly subscriptions to these spaces can be pricey, many of them now offer day passes, so that sorely needed change of scenery once a week won’t break the bank. Or, if you can’t make it there in person, you can join a digital co-working space. Lastly, daily practices, like taking a break to do an online yoga class, or simply relocating to another room in the house midway through the day, can be the reset the body and mind need to stay focused. And sticking regularly to these practices can reduce the risk of burnout in the longer term.

The current pandemic has made working from home a reality for the foreseeable future for many of us. While a globe-trotting lifestyle may be out of reach right now, it’s clear that many of the challenges of digital nomadism apply now more than ever, to more of us than ever before. Judging by the level of engagement in the Q&A session, conference attendees found much to inspire them in Marieke’s talk. But for me, the most important takeaway of all was Marieke’s reminder to give ourselves a break. She admits that even she doesn’t manage to follow all her advice all the time, and she certainly doesn’t recommend rushing out and buying a treadmill desk right away. One small change can make a big difference.

Janine Levine is a freelance proofreader and copyeditor based in Toronto, Canada. She specialises in non-fiction editing, including academic pieces and political magazines. When she isn’t working, she enjoys hiking and Zoom calls with friends. She is an Intermediate Member of the CIEP.

 


Posted by Abi Saffrey, CIEP blog coordinator.

The views expressed here do not necessarily reflect those of the CIEP.

To infinity and beyond – delving into PerfectIt’s possibilities

This year’s CIEP conference was held online, from 2 to 4 November. Attendees from all over the world logged on to learn and socialise with their fellow editors and proofreaders, and a number of delegates kindly volunteered to write up the sessions for us. Suzanne Arnold reviewed Enforcing house styles: Customising PerfectIt for advanced users, presented by Daniel Heuman.

Delegates at the 2019 SfEP conference.

PerfectIt is a Word plug-in that checks for possible consistency issues – eg ‘realise’ and ‘realize’. This was a practical session to help attendees edit style sheets in PerfectIt, with tips for beginners and more experienced users.

My key takeaway: the screens may look intimidating at first, but it’s worth pushing past the fear to see what’s possible.

Getting started

  1. In PerfectIt 4, you can customise style sheets and create new ones; in PerfectIt Cloud you can’t (yet).
  2. The drop-down menu offers built-in style sheets: eg US English, UK English, Australian Government Style.
  3. ‘Check Consistency’ in the drop-down menu means PerfectIt will simply check for potential consistency issues within the text, without looking for compliance with a particular style.
  4. To edit a style sheet, choose ‘Manage Styles’ in the toolbar. Use the drop-down menu by ‘Current style sheet’ to select the style you want to edit, then click ‘Edit Style Sheet’.
  5. To create a new style sheet, choose ‘Manage Styles’ and then ‘New’.
  6. The tabs on the left are the ones you’re most likely to use initially.
  7. Read each tab from left to right, top to bottom. The example below therefore reads, ‘When PerfectIt is running the check for spelling variations it should warn if it finds the phrase “whilst”. If it finds the phrase, it should suggest “while”.’ The top line has a drop-down menu and the other two you type into.
  8. Make separate entries for variations on a word – eg ‘e-mail’, ‘e-mails’, ‘e-mailing’ etc.
  9. And that’s the key to tailoring style sheets in PerfectIt. Yes, there are many other settings you can adjust, but this is all you need to know to get started.
  10. Good luck!

Tips for advanced users

  1. Searches are not case sensitive – so the example below would find ‘SFep’ and ‘sFEP’ etc. But clicking ‘Case sensitive suggestion term?’ ensures that the replacement term ‘CIEP’ is capitalised as specified.
  2. Use the ‘Style Notes’ column to give users more information (see next screen grab).
  3. ‘Except for’ in the ‘Style Notes’ column acts as an instruction to PerfectIt – in the example below, PerfectIt will suggest correcting ‘tennant’ to ‘tenant’ unless it is in ‘David Tennant’ or ‘Michael Tennant’.
  4. If the house style has certain terms that are always abbreviated – eg UK – use the ‘Never Find’ tab, select ‘Abbreviations Without Definitions’ from the drop-down and then type in the abbreviation that doesn’t need writing out.
  5. In the ‘Settings’ tab, scroll to the bottom and there are some options called ‘Style Points’. These are switched off by default, but you can switch them on in the same way as for other checks.
  6. The ‘Fine-Tuning’ tab initially looks pretty daunting, but all you need to know is that the words separated by pipes | will be treated in the way described on the left.
  7. If you only have a PDF, you can open some PDFs within Word and it will convert it to text. It may not look pretty but it will allow you to use PerfectIt.

Suzanne Arnold is an Advanced Professional Member who specialises in copyediting and proofreading non-fiction for adults.

 

 

 


Posted by Abi Saffrey, CIEP blog coordinator.

The views expressed here do not necessarily reflect those of the CIEP.

Make your website earn its keep with just a few tweaks

This year’s CIEP conference was held online, from 2 to 4 November. Attendees from all over the world logged on to learn and socialise with their fellow editors and proofreaders, and a number of delegates kindly volunteered to write up the sessions for us. Phillip Scott reviewed Editor website foundations, presented by Louise Harnby.

Delegates at the 2019 SfEP conference.

When I was asked to review Louise Harnby’s conference session – Editor website foundations – the obvious preparatory step was to visit her site: louiseharnbyproofreader.com. After exploring the site’s every nook and cranny, which prompted a visit from the self-esteem monster, I was sorely tempted to resign my commission. (With only a single course under my belt, I am brand new to this world, and to the CIEP: baby-steps status.) The information team, however, quickly assuaged my self-doubt: ‘Just tell us what you thought of the session.’

Even for a newbie like me, the session could not have been more useful. Louise gave us Ten ways to make your website work harder for you, clearly laid out with the sections organised as follows:

  • What do you need to know?
  • What do you need to do?
  • An Effort and Outcome sidebar
  • Examples

The clarity of structure allowed us to concentrate on the practical content. Louise placed emphasis on keeping a beady eye on results: ‘Do this to keep the visitor engaged.’ ‘Is this feature about the potential client or is it about you?’ Primus inter pares: ‘Will this feature drive sales?’

Let’s consider the second section in a little detail: ‘Put testimonials everywhere.’ Who knew? Thinking back on websites near and far, whatever testimonials there may be are nearly always randomly tucked away somewhere, with little or no connection to products and services on offer. Not on Louise’s site. On her home page, there is a scannable (technical term for search engines can find it) encomium: ‘I’m a better writer because you edited my book’ … next to a sketch of the author’s book. Click on the Services tab and there are two more, boxed in for emphasis. On the Books tab, one finds a trio of testimonials from fans of three of her books, a few centimetres higher on the page, with front covers duly on display.

In good but challenging ways, Louise’s 50 minutes flew by and, given the amount of content in the session, the challenge to keep up was at times intense. If I may offer some advice to less-experienced editors, whether or not you already have a website: you would be unwise to address the demands of all ten steps at once.

My priorities will likely be … Step 1: Websites don’t rank (pages do)! Step 3: Make the page readable; Step 5: Tell visitors what to do; and Step 6: Mind your pronouns. The others are at least as important as these four, but I will need time to do the work which will generate testimonials, to create the valuable ‘useful stuff’ to offer free of charge in due course, and to learn the technical side of ‘meaningful metrics’. (First, I will have to learn the meaning of metrics.)

Once I have completed my next several hundred baby steps, I will turn my mind to creating a website of my own. It will not have the magisterial heft or functional virtuosity of the site of our illustrious colleague, but principles are principles, and I will apply what I’ve learned from Louise with alacrity and confidence.

Phillip Scott has enjoyed a wide-ranging career in music education and, once they emerge from lockdown in the spring, he will be pleased to pick up the reins of two of London’s youth orchestras, which he has conducted for the last few years. After basic training in copyediting and proofreading, he is looking forward to this new direction in his life.