A training I conducted while I was the Technical Editor at Booth Management Consulting, LLC (BMC). The training educated my team on preventing common grammatical errors, Grammarly, Microsoft Word, Shared file environments, and my role as Technical Editor.
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Contents
Part I: Introduction
Part II: Common Grammar Conventions
Part III: Using Grammarly
Part IV: Microsoft Word Tips and Tricks
Part V: Best Practices with Shared Files
Part VI: Workflow – Technical Editor Role
Part VII: Questions & Answers
5. Purpose
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Provide updates on the latest services
Improve turnaround time for documents
Reduce preventative errors
Improve our client-facing deliverables
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6. PART II: COMMON GRAMMAR CONVENTIONS
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What is Active Voice?
Prioritizes the action of the sentence.
Has direct meaning.
Can be past tense (was, were, etc.) or present tense (is,
are, etc.)
Is more concise, professional, and clear.
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Active Voice Isn’t all “Voice”
Active?
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Active Voice Is this Active
Voice?
The exam was failed by over one-third of the
applicants to the school.
Action on the bill is being considered by the
committee.
The committee is considering action on the bill.
Over one-third of the applicants to the school
failed the exam.
Active Voice
Active Voice
Passive Voice
Passive Voice
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What is Tense?
Tense communicates to the readers when the action takes
place (in the past, present, or future).
We use Past Tense when we are reporting our findings.
We use Future Tense when we are talking about what we
will do on a contract (ex. Agreed-Upon-Procedures).
We use Present Tense when we are describing companies,
BMC, or other established factors.
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Tense
Let’s just
relax…
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Tense
Past Tense
Ex. Was, were, considered, performed, etc.
Future Tense
Ex. Will perform, will audit, etc.
Present Tense
Ex. Are, is, perform, audit, write, etc.
Depending on the subject: Ex. performs, audits, writes, etc.
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Make sure that you are using appropriate
vocabulary and word choices that convey
professionalism.
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Professional Word Choice and Tone
This is mostly
common sense.
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Punctuation Principles
I haven't studied
this since I was in
school…
Possessives (the apostrophe)
Indicates an object’s possession
Does NOT indicate plural
Audit’s were performed…
The audits findings… The audit’s findings…
But…. What about
Gladys???
Gladys’ name is AMAZING!
See what I did there?
Audits were performed…
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Punctuation Principles
I haven't studied
this since I was in
school…
It’s vs. Its
It’s = not possessive; AKA it is.
Its = indicates possession
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Resources
https://owl.purdue.edu/owl/general_writing/index.html
https://www.merriam-webster.com/grammar
15. PART III: USING GRAMMARLY
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16. What is Grammarly?
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• A writing assistance service that checks spelling,
grammar, punctuation, clarity, engagement, and
delivery errors across platforms.
• AI-generated content.
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17. How to Use Grammarly
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• Once you’ve signed up (required for all HQ), the
Grammarly Symbol will show up when you are
typing in a text field.
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18. How to Use Grammarly
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• Red lines will also appear when Grammarly detects errors.
• Hover over these areas and Grammarly will provide you
with the corrections.
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19. How to Use Grammarly
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• Grammarly helps you with correcting errors but can
also help rewrite paragraphs to sound more
professional and clear using AI technology.
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20. How to Use Grammarly
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Step 1: Highlight the
paragraph text you
want to improve.
Step 2: Click the
balloon symbol.
21. How to Use Grammarly
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Step 3: Decide if the
generated content
conveys what you
would like to
communicate.
Step 4: Click Insert or
Retry.
Step 5: If dissatisfied,
you can click on a preset
option or type a prompt
in the text field.
22. PART IV: MICROSOFT WORD TIPS & TRICKS
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23. Microsoft Word - Overview
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• Toolbar icons and their meanings
• BMC Style Guide
• Headings – What are they, and how do I use them?
• Headers and Footers
• Page Numbers
• Sections
• Pasting options
• Common issues and how to fix them
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24. Toolbar Icons & Their Meanings
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25. BMC Style Guide
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What is a style
guide??
It’s a document an organization
uses to outline specific styles that
they need to keep their branding
and messaging consistent.
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Does BMC have a
style guide?
Yes, we do! Thank you for
asking.
BMC Style Guide Updated
01.2024.pdf
27. Adobe PDF - Overview
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• Fill & Sign
• Export a PDF
• Organize Pages
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BMC Style Guide Updated 01.2024.pdf
28. PART V: BEST PRACTICES WITH SHARED FILES
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29. Shared Files
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• Share links rather than downloading
documents
• Refresh the documents when collaborating
• It is okay to resave the document, just delete
the previous document as to not create
confusion.
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35. PART VI: WORKFLOW – TECHNICAL EDITOR ROLE
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36. Standard Workflow for Editing
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Reporting
See Next Slide
Finalization
Editor to edit and format Templates Editor to Approve QC Checklist
Initiation
Determine Reporting Requirements Develop Templates Develop QC Checklist
Contract Start
Ensure the Technical Editor is included on all SharePoint folders
37. Reporting Workflow
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Specialists compile
the reports using the
templates provided.
The Manager reviews
the contents of
reports.
The Manager makes
any changes.
The Manager
submits the report to
the Technical Editor
for final edits.
The Editor reviews
the report following
the QC Checklist and
the BMC Style Guide.
The Editor returns
the report to the
Manager
The Manager
submits the report to
the client.
Repeat this process
for Draft and Final
Reports, as specified
in the contract.
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