Applying Content Editing Best Practices

Memorizing everything content editing encompasses isn't necessary. While some rules may become natural instincts overtime, others may be easily forgotten or not as important. That's why we've chosen the top content editing best practices to remember, so you can streamline your workflow. ​

​As you start to read through the content and provide edits, remember to think about the structure and format of the content. This helps to ensure the content is written for readability. Here are some best practices to follow:​

• ​Headings should be formatted consistently and should signal hierarchy for sections within the content that relate to each other. Using different heading styles, like H2, H3, and H4 helps with this.​

• ​​Paragraphs should be roughly 3-5 sentences in length. This helps keep the content concise and makes it easier to read. Imagine reading a blog post that uses long paragraphs to cover a topic, versus a blog post that divides that long paragraph into shorter sections. Which feels more manageable to read? It's probably safe to assume the latter.​

• ​​Numbered or bulleted lists should be used when identifying key takeaways. This makes them easier to scan and comprehend.​

• ​Supporting images, graphics, charts, and other visuals should be high quality. This means they should be clear without pixelation.​

​Let's discuss logical images next. Images should enhance the content you're sharing — they shouldn't be an afterthought. Oftentimes, images can explain a concept better than text can. That's why showing is often more effective than saying something with words. But it's important that the images don't distract the reader from the concept being discussed. Ask yourself, "Does the image make sense on its own, or does it require an explanation?" If you think it needs an explanation, it's probably best to swap it out for something else. Images are supposed to enhance the message, not make the reader ask more questions.​

​Be sure to include detailed alt text when positioning your images, as well. Every image or graphic used should contain alt text that describes what's being shown. This ensures the visuals are accessible for all learning abilities.​

​Apart from visual flow, it's also a best practice to check for logical flow by making sure each sentence is followed by one that makes sense. This is where transitions can help. If you find there's a leap from one sentence or paragraph to another, that's a sign transitions need to be edited or added. ​

​Logical flow also encompasses how the topics and ideas are organized in the content. Does the introduction preface what's to come and explain the value the reader will get from the content? Does the organization of topics and ideas naturally guide the reader through the content, or are there areas where things feel out of place and like they should be included elsewhere? Think about how the content makes you feel and whether you easily understand it. Doing this helps guide your edits because it helps you think about the content from the reader's perspective.​

​Attribution is another best practice to remember, and it means to give credit where it's due. Here are some things to consider when you're editing:​

• ​Are the statistics, data, quotes, and ideas properly attributed to the original source with a link or citation?​

• ​​Are the data interpreted correctly from the original source?​

• ​​When using direct quotes, is the individual's name, title, and company correct?​

​​Attributing sources is crucial. The last thing you want is to be told you can't use certain information and that you need to delete content.​

​While there are other content editing best practices to follow, we'll end with one that's extremely important for your audience, especially if you're a global company: inclusive writing. Words matter and the language you use should be inclusive and welcoming to your community of readers and end-users who have layered identities.​

We recognize that inclusive writing is often subjective and can vary depending on the context and your audience. We recommend continuing to research terms related to inclusive language, since these best practices are only a starting point. Here are some tips to remember:​

• ​Remove country-specific jargon and aim to use language that makes sense across regions, countries, cultures, or languages. While certain slang or sayings may seem obvious and like second nature to you, they may not make sense to people from different backgrounds, or they may not translate well into other languages. These can be easy to miss, so be sure to pay close attention.​

• ​​Don't make assumptions about an individual's personal pronouns based on their name or appearance. It's best to use gender-neutral pronouns, like they/them/their, unless referring to someone who has specified their pronouns publicly. If you're unsure, refer to them by name.​

• ​​Avoid using gendered language to describe a skill or job. For example, the term salesperson is preferred over salesman. Likewise, the term business person is preferred over businessman.​

• ​​Avoid using gendered language to describe a situation. For example, instead of maternity or paternity leave, use parental leave. And instead of grandfathered, use legacy or exempt.​

• ​​Avoid including one's racial identity unless it's necessary for the context of the content. Similarly, don't make assumptions about an individual's racial identity.​

• ​​Refer to a disability or medical condition only when it's relevant to the story and when the diagnosis comes from a reputable source, such as a medical professional or other licensed professional. If and when it's relevant, be sure to use person-first language when referencing ability (i.e. an individual with autism, not an autistic person).​

​​This list isn't exhaustive, so be sure to continually research and update your content as language changes, evolves, and is created to better represent the identities and experiences of various groups. ​

​There's more to editing than one may initially think, but these best practices are a starting point to help scale your skills and make your content a success. Be sure to check the resources section for more tips and tricks to help you become a better editor.