In this series, editors share their experiences, insights, and tips on the practical aspects of working as an editor. In some of our previous “Editors Advise” instalments, our contributors have shared their thoughts on various topics, including whether an editor should be a generalist or specialist, and the importance of editing training. For this edition, four editors consider style sheets and checklists.
Do you always create a style sheet for a project, assuming there isn’t one? If so, can you give us an idea of what you include on it?
Alicia Chantal, copy editor, proofreader, and owner of Fresh Look Editing
If I’m copy editing a project, I will create a style sheet; if I’m proofreading, I’ll add to an existing one if necessary. I find the trick with creating style sheets is about balance. What can I add that will be helpful to the author and other professionals whose hands will touch the project? What doesn’t need to be added because I’ve made the answer clear already? (For example, you might not include “colour” as a word on the style sheet if you’ve stated at the top that Canadian English spelling is being used, or other items that conform to the chosen style guide.) In general, I include the following items:
- References used (e.g., Chicago Manual of Style, 17th edition; Canadian Oxford Dictionary, 2nd edition)
- Capitalization (e.g., capitalize “Black” when referring to race)
- Italics (e.g., italics needed for characters’ inner dialogue, names of TV shows)
- Numbers (e.g., for ages, spell out one to nine, use numerals for 10 and up)
- Punctuation (e.g., use Oxford comma; em and en dashes set tight to text)
- Miscellaneous (I use this category as a place to include things that are noteworthy about the text, important issues to keep an eye on, etc.)
- Word list (this category includes proper names, words that are tricky to spell, or others I want to call attention to for some reason)
Depending on the project, I also include categories that speak to a particular focus. If, for example, the text focuses heavily on music, I might include a section that just includes the name of the song and the artist who sings it for quick reference.
Allister Thompson, freelance editor
It’s something I feel I should do but don’t do enough. If I know a project is going to be proofread by a different person, I try to remember, since it’s very helpful to have a style sheet for a proofreader. It’s useful for keeping track of preferential spellings, and also choices in punctuation (nitty-gritty stuff like spaces around em dashes and things like that) … the small things. When you’re, say, working on several projects at once, and each has different style choices, it can be hard to keep them straight, so a style sheet helps. Right now, I’m working on novels in Australian, Canadian, and US styles!
Lola Opatayo, publications chair and managing editor of West Coast Editor
If a style sheet is unavailable and the project is voluminous, with multiple people working on the document, I will create one. I usually include spellings, formatting of dates, punctuation, the dictionary of reference, and the style guide, among other things. If design elements are present, I’ll also include a note about placements, captions, colours, and so on.
As a stylistic editor, I’m particular about the way a piece is written and how the reader will receive it. So, if necessary, I will add guidelines regarding the tone of the piece.
S. Robin Larin, fiction editor specializing in SFF and children’s books
I create a style sheet when I am doing a copy edit or line edit for the aid of the proofreader (and the author). On it I include the chosen style guide (normally Chicago Manual of Style) and dictionary, details about issues where style options exist or a specific style choice might differ from CMOS (for example, whether to write out numbers or use numerals, whether to allow for fragments, whether to use the Oxford comma—and the answer to that is always yes!), a list of spelling choices where options exist (for example, Canadian versus US spelling), and lists of proper nouns (people/characters and places).
I don’t create a style sheet when doing a developmental edit.
Do you create editing or administrative checklists to keep yourself organized (or motivated)? If so, what sorts of things are on it?
Alicia Chantal, copy editor, proofreader, and owner of Fresh Look Editing
I don’t have a formal written checklist for copyediting, but I always have a mental checklist running. I’m at a stage where some of what I do to set projects up has become somewhat of a muscle memory, but that doesn’t mean I don’t make a lot of notes! I use Toggl Plan to keep track of all deadlines, project notes, and other items I need to remember, and my hourly planner is invaluable for keeping work and life straight.
For proofreading, I use a proofreading checklist created by the ever-generous Louise Harnby (it is available for free on her website)! It’s a fantastic resource to remind me I’ve looked at various elements in a systematic way when I’m going over proofs.
I also love listening to music to keep myself focused and motivated while I’m working. There’s nothing like having a favourite soundtrack or playlist going while I get into a groove at my desk!
Allister Thompson, freelance editor
I don’t keep checklists, but I have a mental list of checks I do on manuscripts before I send people their copy edits. Certain things that easily get overlooked in formatting and punctuation and are easy to search for (e.g., Did I find and remove all the tabs and extra character spaces?). Otherwise, the only list I keep is what I’m supposed to be working on each given day; otherwise, I may forget entirely that I’m working on a particular project!
Lola Opatayo, publications chair and managing editor of West Coast Editor
I am such a fan of lists. Not only do they keep me organized, but they also help me to track my productivity. On the organization side, I make a list of things I’m likely to forget, for example, spellings and formatting of headings, references, numbers, designations and titles, acronyms, and so on. I also reread the style guidelines and project brief to ensure I’ve accounted for all the deliverables.
On the productivity side of things, I try to make a list of all my tasks. Then, I mentally place them on a spectrum of difficulty and conquer them consecutively. Depending on my mood, I may start with the easiest or the hardest, but as I strike out completed tasks, I’m motivated to continue until I finish them all.
S. Robin Larin, fiction editor specializing in SFF and children’s books
No, I don’t find that I need to do this for the editing process. I do keep spreadsheets, though, listing each project along with word count, type of editing, dates, fees, invoicing, etc.
This article was copy edited by Piu Chowdhury. She is a writer and poet.
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