Monthly Archives: August 2018

What is CPD, if not another acronym to spell out and add to the list?

Continuing professional development (CPD) is a recognised, systematic way of tracking your professional development on an ongoing basis. It also helps you to document and reflect on any learning or training that you either undertake formally or acquire informally.A pile of open books, with pens and notepaper between the pages

In some professional and chartered organisations, undertaking a set number of hours’ training and being able to show demonstrable evidence of CPD in case of audit is a requirement to keeping one’s membership and certification to practise. Physiotherapy, nursing and medicine are a few such examples – fields where people’s health, safety and, indeed, lives are at stake. Law is another. The industry bodies for these professions have their own specific CPD structures in place for their practitioners to use and journal their own CPD activities.

Why is CPD important?

In editing and proofreading, thankfully no one is *actually* going to die if a comma is missed or spliced; however, livelihoods and professional reputations are most definitely at stake, and not just the freelancer’s. An author’s sales may suffer from receiving bad reviews on Amazon about all the typos left in their book; a publisher’s relationship with an author may break down over the choice of editor (“Why did you choose this person to edit my book?”), ensuring that the second edition never happens …

This is why the SFEP considers CPD essential for editorial best practice and maintaining high standards, not just among its members but in the publishing profession as a whole. All members of the SfEP are also expected to abide by its Code of practice, Ensuring editorial excellence. Being aware of and following best practice is part of being a professional, doing the best job possible within the constraints of the budget and surviving in a changing industry. Undertaking regular CPD activities is the best way to ensure you’re doing that. These of course include undertaking training courses and attending conferences and workshops, but more informal activities count too: catching up on articles and blogs on editorial best practice; learning a new keyboard shortcut; adding a new macro to your repertoire. Filling in and maintaining your own CPD log is also a great idea, such as jobs.ac.uk’s Interactive CPD Toolkit, a free downloadable guide and interactive log for CPD journaling.

How does CPD help us maintain best practice?

CPD is an essential part of being able to call what you do a career – the word itself implies progress, a person’s ‘course or progress through life (or a distinct portion of life)’ according to the OED – and in order to stay ahead in the game and be the best you can be, you’ll want to keep your skills up to date. It is also rewarding to be able to look back and see how far you’ve come; to have goals to aspire to; and to grow in yourself and your profession. There’s always something new to learn and that’s what CPD is all about: keeping an open mind, always learning and always growing. Where do you want to be in a year’s time, or three years? Or five years? CPD can help you realise your long-term goals too.

What does it mean in the context of the SFEP and upgrading?

The SfEP’s membership upgrade process is designed to encourage its members to think about CPD and to progress through Intermediate Membership (IM), Professional Membership (PM) and eventually Advanced Professional Membership (APM). Aspects such as training and experience are assessed in meticulous detail by an Admissions Panel; and for Professional and Advanced Professional upgrades, this includes references from satisfied clients as well. Evidence of CPD gained in the past 36 months before upgrading to Advanced Professional membership is also required.

Members who have reached these two highest membership tiers are also entitled to their own entry in the SfEP’s Directory of Editorial Services, which is well known among publishers and businesses as the place to look for the best freelance editorial talent.

Put it to the Panel

The SfEP’s upgrade process is shrouded in some mystery, mainly because the whole nature of it is confidential to ensure that every application is assessed fairly and without any bias. All upgrade applications are assessed anonymously; the Admissions Panel assessors never know the identities of the applicants. (This is why applicants shouldn’t post test scores on the forum or other social media, or at least not until an application has been assessed and the result is received.) Panel members are Advanced Professional members of the SfEP. Assessing membership upgrade applications involves weighing up the value of an applicant’s experience, training and CPD to discern whether the SfEP’s standards have been reached.

What makes a good upgrade application?

Here are some (anonymised) quotes from some of the SfEP’s Admissions Panel:

No detail is too small:

“I’m happier with an application that shows that the applicant has taken the time and trouble to read the wealth of information on upgrading available on the website, and has put themselves in our shoes: ‘What can I do in my application that will make it easy for the Panel to say yes?’ This is a skill I’d expect to see in a good copy-editor or proofreader. Can this applicant anticipate their client’s needs and produce, say, handover documentation to meet them? Has he or she actually read the brief? We make it very clear on the website that, for instance, we need to know hours of freelance experience. So produce that information, not in days, or weeks, but hours. We make it clear that we need to know the proportion of time an in-house editor has spent exercising the core skills (copy-editing and/or proofreading) and are delighted when an applicant gives us that information.”

Remember you’re a professional:

“Remember to proofread your application with as much care as you would give to any proofreading or editing job. It should reflect your professionalism and attention to detail. Typos, errors and inconsistencies are noted by the Panel and can count against you, particularly for the higher levels of membership.”

But on a lighter note:

“The Admissions Panel are here to help you upgrade rather than to bar the way, so they appreciate anything you can do to help them help you!”

Continuing professional development is essential throughout a copy-editor/proofreader’s life, and it doesn’t stop when one attains Advanced Professional membership or the point where the work finds you, rather than the other way around. It’s a constant.

The SfEP’s professional development day for educational publishing is due to take place in London on Monday 12 November. You can find out more here.

Got any questions about CPD and the SfEP? Email the SfEP’s professional development director, Anya Hastwell, at profdev@sfep.org.uk.

Anya Hastwell, the SfEP's professional development directorAnya Hastwell is an Advanced Professional Member of the SfEP as well as serving as its professional development director. After working in-house for several publishers for nearly 10 years she went freelance in 2014, and works on an enticing array of non-fiction material from medicine to history, ably distracted assisted by three feline helpers. 

 

Posted by Abi Saffrey, SfEP blog coordinator.

Briefs


Susie Dent's Wonderful Words

All editors rely on a good ‘brief’, a word that has come a long way since it first crossed into English from French in the Middle Ages. An editor’s brief today is a short summary of what is required for a particular job.

‘Short’ is key here, for ‘brief’ is rooted ultimately in the Latin word brevis, for ‘short’. A breve, for the Romans, was a short summary of an official document, and, by extension, an official note or dispatch, the classical equivalent perhaps of a message by telegram. From then on, whether we’re talking underpants, the musical note ‘breve’, or the process of abbreviation, ‘shortness’ and ‘brief’ have gone together.

Different kinds of underwear hanging on a washing line

In the course of this lifetime, and before landing firmly on the editorial desk, ‘brief’ came to embrace a whole host of meanings. They included a royal mandate or a letter from the Pope on matters of discipline (less ample and solemn than a bull), and a letter of credentials given to mendicant friars. This is to say nothing of its cameo stints as a pawnbroker’s ticket, a cabbie’s licence, and a policeman’s warrant card.

In law, a brief can mean two things: the summary of the facts of a case, or the lawyer conducting that case. When it comes to humour of course, it can also mean a third. Barristers once traditionally carried a bag of green cloth in which to ‘carry their briefs’. Today’s members of the Bar are a little tired of the inevitable joke, though one slang dictionary from the 18th century does note that ‘These gentlement carry their clients’ deeds in a green bag; and, it is said, when they have no deeds to carry, frequently fill them with an old pair of breeches … to give themselves the appearance of business’.

Knickers and pawnbrokers, cabbies and criminals: for the most prosaic of words, ‘briefs’ have had a surprisingly adventurous ride.

Susie Dent, honorary vice-president of the Society for Editors and ProofreadersWonderful Words is a regular feature by Susie Dent, honorary vice-president of the SfEP. Susie is a writer and broadcaster on language. She is perhaps best known as the resident word expert on C4’s Countdown.

 

 

Posted by Abi Saffrey, SfEP blog coordinator.

Standards and the SfEP

Standards, in one way or another, lie at the heart of almost everything that the SfEP does. When Norma Whitcombe called the meeting in November 1988 that resulted in the formation of the Society, one of the agreed aims was to encourage high standards based on high-quality training and engagement with publishers. Thirty years later, while our horizons have expanded to include much more than just traditional publishing, our mission remains the same: to uphold editorial excellence.

A hand writing words: knowledge. learning, experience, skills, ability, competence, training, growth

From the outset, the SfEP has sought ways not only to encourage high standards but to measure them as well. As early as 1996 the Accreditation and Registration Board was established, and a rigorous accreditation test, supported by a programme of training, enabled members to become accredited proofreaders. More recently, the then tests and mentoring director (now our chartership adviser) Gerard Hill established our current online basic editorial skills test, launched in 2014 and supported by a detailed editorial syllabus. Our system of membership levels rewards excellence in editorial practice while offering potential clients the reassurance that members in professional grades have the necessary training, knowledge and experience to provide the quality of service that they require.

Anyone who uses the services of an editor or proofreader would expect the person they commission or employ to have the skills to do the job. But how can they be sure? If you were looking for a plumber to fix your boiler, or seeking advice from a medical consultant, you would expect them to have taken the necessary training and hold the certification to prove it. Clients should have the same expectations of an editorial professional, which is where the SfEP comes in.

Anyone who aspires to become a Professional or Advanced Professional Member of the SfEP must meet the standards expected of the grade, and every application for those membership levels is independently and anonymously assessed by our Admissions Panel, made up of knowledgeable and experienced members of the Society. Their assessment requires evidence of suitable experience, know-how and training, together with a commitment to continuing professional development. As a result, you can be confident that a member of one of the SfEP’s senior grades will know what they are about.

In support of its mission to uphold excellence the Society has created a detailed code of practice, first issued in 1995, to which all members must adhere. We have also prepared model terms and conditions that can be used or adapted by members to enable them to establish a professional relationship with clients, and to help clarify understanding and expectations, for both parties, of the work that is being undertaken. In the unlikely event that anything should go wrong, the client has recourse to a rigorous and independent complaints procedure, which has been revised and updated this year to ensure that it meets and exceeds the standards that would be expected of our Society.

The heading of ‘standards’, then, encompasses many aspects of the SfEP’s work, but the concept of excellence is a thread that runs through all aspects of what we do. Professional and Advanced Professional Members are expected and encouraged to undertake continuing professional development to ensure that they refresh their skills and keep up to date with current practice. The Society’s training programme offers courses, many of them available online, to support both new and established members. Looking ahead, our existing basic editorial test will in due course be complemented by an advanced test to help ensure that members have demonstrated unequivocally that they have the knowledge and experience expected of them.

Our quest for standards in editing and proofreading, however, goes further than simply ensuring that our members have the skills that clients expect and require. In seeking to become a chartered institution, the SfEP’s aim is to ensure that editorial excellence is universally recognised and promoted, so that anyone seeking the services of an editorial professional can have confidence in the quality of the service they will receive. But if you are looking for a copy-editor or proofreader then there’s no better place to start than the SfEP’s online directory.

Ian Howe, the SfEP's standards directorIan Howe has been a freelance proofreader and copy-editor and an SfEP member since 2004, and joined the Council as standards director in 2017. Based in north-west Cumbria, he has worked on a wide variety of subjects and is also a distance learning tutor with the PTC.

 

Posted by Abi Saffrey, SfEP blog coordinator.

PerfectIt Cloud: what Mac users have been waiting for

Simone Hutchinson reviews Intelligent Editing’s new PerfectIt Cloud, the first version of the respected consistency and error checker to work on Macs (in Word 2016).

The full version of this review first appeared in the July/August edition of Editing Matters, the SfEP magazine. (Note: Simone was using a beta version so that this review would be ready in time for the official launch of PerfectIt Cloud.)

Introduction

Having been invited to review PerfectIt Cloud for Mac (beta), my main concern was that my relatively meagre experience of using editorial support software would prevent me from making the most of PerfectIt and limit the value of my report. I hope that what follows will help you decide whether to purchase the software; this review should be relevant to Mac users who have not used PerfectIt before.

I tested three different kinds of Microsoft Word document: a US geology article (~2000 words), a non-native English law journal article (~6000 words) and a UK law book (~46,000 words).

Is it easy to use?

Installing and setting up PerfectIt Cloud is straightforward.

If you are using PerfectIt Cloud for the first time, you will be presented with an outline of its features. This start-up introduction to the software emphasises its role as a style sheet and consistency tool. If you are an experienced editor, I think these start-up welcome screens are the only preparation you need before using the tools. PerfectIt is so easy to use that I do not think there is a need for a new user who is an experienced editor to require training on PerfectIt, although watching the demo videos would still be useful as I feel that audio and visual walkthroughs help cement what is learned by trial-and-error practice. However, for editors who are new to the profession, some training in the use of style sheets and consistency checks would be extremely helpful prior to using PerfectIt.

The sidebar has an intuitive design that presents its information clearly, although there is one minor flaw: the floating ‘i’ icon that appears in the right-hand corner of the PerfectIt panel sometimes obscures the ellipsis button.

Screenshot of PerfectIt Beta information menu

PerfectIt’s information menu

At each stage of the analysis process you are presented with the option to view the location of the suspected error and to fix it. If a long list of locations is offered, you can fix items selectively or have them all done at once. This is particularly useful if your document contains quoted matter (where you don’t want to change the source’s spelling or style). If you accidentally choose ‘Fix’, don’t worry, there’s an Undo button. Being able to review every word that PerfectIt flags up is useful for compiling a word list in your style sheet.

When testing PerfectIt on a legal text (a book on interpreting housing legislation, aimed at the legal practitioner), it helpfully pointed out that the style setting I applied at the start of the analysis (UK spelling) prefers the spelling of judgement with the ‘e’, but that ‘judgment’ may be required in certain legal contexts. Well done, PerfectIt!

Screen shot of PerfectIts hyphenation of phrases section

Option to fix an item or move to the next step

At the end of the process you are able to see a list of the changes that PerfectIt applied, by clicking on the button ‘See what PerfectIt did’. This list has a useful ‘Copy’ option, which means you could maintain change reports for your clients (or your own use). And other reports are offered for viewing at the end of the analysis: ‘Table of Abbreviations’, ‘Summary of Changes’, ‘Text in Comments’.

Screenshot of PerfectIt Cloud's navigation and test page

Click the ellipsis to reveal the full test list.

Will it save me time?

PerfectIt saves time in the workflow by automating a useful range of spelling, punctuation and style checks. It analyses the text to identify inconsistencies in spelling, capitalisation in headings and phrases, hyphenation of phrases and words, abbreviations defined twice or not at all or not used, brackets and quotes left open, and list punctuation.

PerfectIt also lists abbreviations without definitions, which, in a document that contains numerous instances, saves you time by providing you with them all in one list — compared with the process of discovering them manually one by one and adding them to a separate list. You can deal with them all in one go with PerfectIt. However, the ‘Table of Abbreviations’ report option at the end of the process did not work in the Beta version (but should be fixed in the release version).

Without the aid of software automation tools, the time it takes to perform a standard copy-edit on a set length of text will vary from editor to editor. I hope the following timings can be compared with those of your current workflow. The legal book of 46,000 words took me just under one hour to fully check, using every possible test in PerfectIt. The mining article took less than ten minutes. The non-native English law journal article took around 15 minutes. Completion of individual tests can take up to 30 seconds, but on average they took around five seconds.

Will it improve my work?

One of the advantages of PerfectIt is that it trains you to think methodically about your workflow, which in turn helps you become a more efficient editor and writer. After repeated use of its step-by-step approach, combined with clear visual walkthroughs of each step, you will memorise a large part of your editorial checklist and be able to quickly prioritise certain tests according to the kind of document you are working on. While I am not suggesting that this is the death of pen-and-paper checklists, which by the act of writing them provide a similar kind of memory training, there is no doubt that this software helps you to focus more on the work. It does the menial work for you, but makes that menial work visible and requests your approval at each step, so you will not forget essential editorial processes. Consequently, you will spend less time and mental effort on the activity of checking for problems while increasing mental effort on the job from a management perspective. PerfectIt is your editorial assistant and even a bit of a copy-editor. You can become a better editorial project manager by using it.

By saving you time through greatly reducing redundancy in your workflow, PerfectIt also minimises time spent typing. For people with health conditions affecting the hands, this unexpected benefit will be a welcome bonus.

What are my criticisms?

In terms of functional problems with the PerfectIt Cloud, I only noticed some slightly buggy behaviour of the report options and the location of the floating information icon. These should be relatively easy to fix by the time of release, hopefully. A usability improvement might be to move ‘Check Consistency’ from the styles menu to the tests menu.

PerfectIt Cloud is not a comprehensive editor’s toolkit. It does not check footnotes, table or illustration captions and their cross-references, URLs, header or footer matter, or page or section breaks, and does not offer any options to work with Word styles. Neither is it designed to check for inaccuracies in grammar. For editors keen on customisation options, PerfectIt Cloud might seem limited – but this is more of an observation than a criticism (and the developers do promise these are coming in time).

Is it worth upgrading to Word 2016?

You need to have Word 2016 to run PerfectIt Cloud on a Mac. I upgraded from Office 2011 to 2016 this year, and have found there to be a few useful benefits. Importantly for editing, the review panel is better. The redesign of the menus in general improves the logic of menu items as well as their visual presentation (less cluttered now, and simpler). Word 2016 feels lighter, better organised and clearer. These things probably have helped me focus better on projects. With all these benefits, I have found the upgrade worth it.

I can see that using PerfectIt will increase my productivity and reduce the psychological resistance I put up to dull tasks. It will make the physical aspect of editing work easier (less typing). It will help me become a better project manager.

The price of PerfectIt Cloud for SfEP members is $49 per year (available via the SfEP website). I think it is well worth it, especially considering that further features will probably be added.

 

Simone Hutchinson

Simone Hutchinson began freelance editing in 2017 after nine years in editorial support and house editor roles in academic publishing. In February 2018 she set up Orlando Press.

 

 

Posted by Abi Saffrey, SfEP blog coordinator.

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