The Doctor is IN!

My favorite things: As perfect as it gets

I always regret that I cannot be a perfect editor. I aim for perfection, but it rarely happens for me (and I suspect, for other editors).

That’s why I was intrigued with “PerfectIt,” software that states on its website that it “runs a series of tests that suggest possible errors. At each stage it lets you choose whether those should be changed.”

PerfectIt checks for consistency of hyphenation; capitalization; numbers/words; capitalization in headings; abbreviations and acronyms (definitions/spelling); bullets; lists; figures; and tables. All these editing inconsistencies drive me crazy, and having software to flag these issues is a gift. PerfectIt has a lot more features that I don’t use at this point (but you might).

The free trial convinced me that I was missing errors and inconsistencies that were found by PerfectIt, so I bought a single license for $49. I run it as an add-on in Microsoft® Word as my last pass through the document (after global searching, onscreen editing, printing out and proofing, and running spellcheck). It works best on longer documents than shorter ones (apparently because a long document provides a bigger set of examples so that the software can determine the dominant style in the document).

As with any new software, I tested it on a few sample documents before launching it on a crucial project; it does take some self-training, which is enhanced by an excellent 4-page set of instructions. In my first use of PerfectIt, I managed to remove the first letter of each word in a 10-page document.

If you are an editor searching for another tool to help you edit mind-numbing larger documents, try PerfectIt!

(I make no money by recommending this or any other cool products that I like.)

Should you use “and” or “but” to start a sentence?

One of my newsletter readers wrote to ask:

Hi Bette:  Do you agree with the information below? (I’m from the old school, where I was taught never to begin a sentence with “and” or “but.”)

Contrary to what your high school English teacher told you, there’s no reason not to begin a sentence with but or and; in fact, these words often make a sentence more forceful and graceful. They are almost always better than beginning with however or additionally. Beginning with but or and does make your writing less formal?but worse things could happen to most writing than becoming less formal.

Note, though, that if you open with but or and, you usually don’t need a comma: not “But, we did it anyway”; it’s enough to say “But we did it anyway.” The only time you need a comma after a sentence-opening conjunction is when you want to sneak a clause right between the conjunction and the rest of the sentence: “But, as you know, we did it anyway.’

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I don’t agree with using a coordinating conjunction (“and” or “but”) to start a sentence in formal technical and business writing because a coordinating conjunction, by definition, joins two words or phrases in a sentence. I have no problem with using a coordinating conjunction to start a sentence in informal writing (fiction, poetry, blogs, texts, some e-mails, advertising and marketing writing, and personal writing). However, everyone has a different formality scale in their head. I always urge my writing students to write just a little more formally than their reader might, much as they would dress a bit more formally for a job interview than they might on the job.

Further, I suggest, “When in doubt, don’t.”

That said, it is clear to me that more and more people are writing less and less formally. I don’t think that that shift is always appropriate. I’ll continue NOT using “and” or “but” to start a sentence for all my formal technical, business, and medical communication.

Your thoughts?

 

AMWA Toolkit for New Medical Writers

This comprehensive explanation of medical writing has been recently updated and is a comprehensive overview for anyone interested in medical writing or editing. Especially useful is the resources list at the end.

Good job, AMWA!

Organizations for writers to belong to

Thanks to Barb Woldin of American Medical Writers Association (AMWA), who posted this list of organizations that writers might want to belong to:

http://www.sciencemag.org/

http://www.nccme.org/

http://www.copydesk.org/

http://www.the-efa.org/

http://www.ismpp.org/

http://www.councilscienceeditors.org/i4a/pages/index.cfm?pageid=1

http://www.acsh.org/

http://www.asja.org/pubtips/indem01.php

http://www.wame.org/

These last few are compliments of Pat McNees Web site, Writers and Editors, through Barb Woldin:

http://writersandeditors.com/index.htm

http://www.amerindywriters.org/

http://www.asja.org/pubtips/pubtips.php

http://www.healthjournalism.org/

http://www.authorsguild.org/?p=101

http://www.pen.org/

And the two organizations that I belong to:

Society for Technical Communication, http://www.stc.org/

American Medical Writers Association, http://www.amwa.org/

A new journal with an interesting publication model

Consider sending your next article to this journal:

http://www.math.pacificu.edu/~emmons/JofUR/

Great resource: Toolkit for making written material clear and effective

I just learned about a great toolkit for writers, especially those writing for people (patients) with potentially low literacy skills. However, it seems to me that all of these principles would apply to technical writing across the board.

The free download (PDF) is the Toolkit for Making Written Material Clear and Effective, offered by CMS, the Centers for Medicare and Medicaid Services. Their audience is those who create “written material intended for use by people eligible for or enrolled in Medicare, Medicaid, or the Children’s Health Insurance Program.” Here are the topics you’ll learn about:

Try it! You’ve already paid for this valuable educational experience.

Plain English for medical writing

If you write for patients or for others who are not doctors, nurses, or otherwise medically trained, you might want to visit Organized Wisdom, which provides many links to helpful articles on communicating with patients by using plain language.

Plain Language at Work newsletter filled with valuable links

The Plain Language Newsletter this month has some amazing contact and links. Remember, “plain” language just means that the reader can understand the language the first time they read it. Novel idea!

Happy Monday.