Any manuscript, whatever the topic or format, is unique. Every writer, whether seasoned or beginner, has their own inimitable style. Some may be more experienced than others, while others may have more of a way with words than some. One thing academic and PhD candidate writers have in common is a deep knowledge of their subject matter. And that is where the nuances come in when editing manuscripts for academics.
Here’s what I mean. (For clarity, I’m going to use the term ‘academic writers’ to capture those PhD candidates working on their thesis and any academics writing for journal publication.) Whatever your subject matter, your current manuscript is the result of years of work. It’s got your blood, sweat and tears all over it (metaphorically speaking, of course). It represents your past and your future.
As an academic, you are held to a high standard when it comes to your work. You know your subject matter inside and out, and back to front. But as brilliant as you are, your writing is probably not as strong as your subject knowledge. Let’s be honest. No one can be excellent at everything. Every author has an editor. Even editors have an editor. (Yes, I’ve got one. They edit all my writing.) An editor’s job is to make you and your writing look even better. It’s not to nit-pick on commas or word choice but to use them effectively to make your storytelling powerful. To show the world you are the authoritative voice in your subject.
Telling the right story. Or telling the story right?
If you think your technical, in-depth analysis of [insert your subject matter here] is not a form of storytelling, think again. That’s exactly what it is. It has a beginning, a middle and an end. It takes the reader from the early stages of your hypothesis through your findings to their application to real-life scenarios. It gives new insights and takes your world a step further along your discipline’s path – whatever that may be.
But here’s a thought. Could an editor help you structure that story better? Might they help make that narrative land more effectively? Could their assistance mean fewer corrections from the powers that be (assessors or peer reviewers)? Regardless of whether English is your first language or your third, this is exactly what an editor should be doing when you entrust your life’s work to them. So when you are ready to pass that manuscript to an editor for polishing and for help getting over that final hurdle, it’s only natural that you’ll want to pick the right one.
The basics
If you’re reading this, I’m going to assume you are looking for a professional editor. Someone who knows what they’re doing. An editor who has been trained by a professional, respected organisation. Someone who can demonstrate they have the right skills to be trusted with your manuscript.
Specific subject knowledge is helpful but not essential. Your editor is not a peer reviewer looking to poke holes in your argument or to find fault with your data. Remember, their job is to help you effectively tell your research journey story. First things first is to find an editor who works with academics and nonfiction manuscripts rather than someone who specialises in editing, say, crime novels. And while there are benefits to being a subject matter expert, being in the right field is enough. For example, an editor with business knowledge and experience can work on your marketing or strategy thesis; or one who works in social sciences can edit your paper on food sustainability or the psychology behind working as a digital nomad.
The details
The main element of an editor’s role in your paper’s story is ensuring clarity in your writing and avoiding ambiguity. It comes back to the point about reducing queries or potential confusion for your readers. You want them to be as immersed in what you are telling them as you are in writing about it. You definitely don’t want them stumbling over an important point (or any point), wondering what it is you were trying to say. Nor do you want them to come away with a different conclusion to yours; that’s for them to attempt in their own research – responding, extending or even disagreeing with yours.
Just as importantly, you want readers to pay attention to those elements that you want them to focus on. You want the story’s crescendo to develop so the emphasis of your argument lands in the way you meant it to, at exactly the right time. You want your readers to have an ‘Ah-ha!’ moment when they reach the conclusion. For it all to make complete sense by the time they get there. They should be nodding in agreement or shaking their head in disagreement – not dizzy with confusion.
The dreaded references
No academic paper is complete without an extensive literature review and referencing – the bane of most academics’ lives (and a fair few editors’ ones too). While your editor is not going to check that your literature review is accurate or complete, they will do a few things when it comes to citations. They will ensure your reference list matches your in-text citations. They will confirm all author names and dates match and are spelled correctly and consistently. They can pick up any missing citations from your reference list. Lastly, they will make sure your in-text citations support your story, not interrupt it. After all, isn’t that what the references are there for?
A final word
There are a lot of tools out there that purport to do an editor’s job – from spellcheckers to software programs and even AI tools. None come close to doing as detailed and human (yes, human) a job of it. They may be half-decent at picking up typos (although they will miss them if they are similarly spelled words with different meanings – think form/from). But those tools do not have the ability to think beyond the words on the page. They can’t apply context or use nuance so that the manuscript flows clearly and makes sense. And they certainly don’t have the emotional intelligence or experience to judge tone and language.
For all that, you still need a trained and experienced human editor.
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Christina Petrides is a proofeader and copyeditor who works with small businesses, academics and court reporters. She works across most industries and has a particular love for the environmental and travel sectors. She is an Advanced Professional Member of the CIEP and Affiliate Member of the Institution of Environmental Sciences (IES). Connect with her on LinkedIn.
