Editing as Quality Control

A well-written business document isn't necessarily error-free. Figures, deadlines, project names, financial statements, closing dates — all this information makes things complicated and can lead to mistakes in clarity and consistency.

These are exactly the sort of things that an editor looks for in any business document.

Familiarity Breeds Skimming

When someone knows the way a document is written, the standard business information and the details, it can lead them to skim rather than read. An editor reads every word and compares information from line to line and paragraph to paragraph to make sure it stays consistent throughout.

While it is important that each department checks its own figures and claims and takes responsibility for its section, the document in its entirety is what is reviewed by an editor.

Where departments differ in their writing style, tables, charts, formatting and general information, an editor ensures that the important information in each part of the document is consistent with that in other sections.

The Editor Does Not Make Up Numbers

If one page says €40,000 and another says €45,000, an editor does not need to know which figure is correct. Someone in the business does, and they have to communicate this with the editor, who will mark up this sort of error for clarification.

The editor's job is to notice the difference and ask.

The same applies to dates, names, technical terms, specifications and other information outside the editor's expertise. A good editor knows the difference between something that should be corrected and something that should be queried.

The business remains responsible for the facts. The editor helps make sure conflicting or unclear facts do not reach the reader unnoticed.

Changes and Alterations

A document that was correct yesterday may not be correct today. Changing a date can affect another paragraph. Removing a section can leave a reference to it elsewhere. Replacing a table can make the text describing it inaccurate.

As a document moves through a business, departments make changes and those changes may have a knock-on effect. If there is a document control system in place with a specific review order, a change may affect a department that has already viewed and approved it.

An editor's job is to find, track and question these adjustments and ensure that the document as a whole is ready to be issued.

Not Every Document Needs the Same Attention

Not every piece of business documentation has to go through an editor. Emails, internal notes and small interdepartmental correspondence usually won't need it. Anything leaving the company, however, should be double-checked for accuracy and consistency to avoid making the business look unprofessional or lacking in quality control.