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sharon lapkin

  • How to become a copyeditor

    A stack of books with a cup of tea on top to demonstrate the topic: how to become a copyeditor.

    How to become a copyeditor

    ✻ By Sharon Lapkin

    If you’re wondering about how to become a copyeditor, there are a few important things to know. You need a razor sharp eye and an ability to focus on consistency from the beginning to end of a document or manuscript.

    It’s an exciting career if you love writing (especially other people’s writing).

    You need to love it so much that you’re happy to spend your days correcting grammar, syntax and structure. Even if that means you sometimes have to justify those corrections to the writer.

    There are many different types of editors, but there are common characteristics shared by all of them. Or, we might start off as one type of editor and end up another.

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    Copyeditors have a comprehensive knowledge and  understanding of the following editorial skills:

    Good grammar and punctuation

    Tone and voice

    Copyright

    Author–editor relationships

    Legal and ethical issues

    Word styles, track changes, formatting

    Grammar rules

    Good sentence and paragraph structure

    Fact-checking skills

    Editorial mark-up

    Cultural sensitivity

    Discriminatory language

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    In my editorial career, I worked as a subeditor, copyeditor, senior editor, coordinating editor, project editor, developmental editor, supervising editor and managing editor.

    This provided me with a broad base of knowledge and experience across all aspects of the editorial process. 

    What does an copyeditor do?

    Let’s focus on how to become a copywriter, which is the most popular type of editor.

    Copyeditors edit a page line by line for sense, formatting, grammar and punctuation.

    They also align the text on the page with the agreed editorial style. This is generally the house style or, if there isn’t a house style, they might rely on the Australian Government Style Manual or the Chicago Manual of Style.

    When a document requires more than a line-by-line edit, we call this a structural edit.

    Then the copyeditor digs deeper and edits for meaning, flow and sense. They may go back to the client and suggest that particular sentences or paragraphs be moved or rewritten, or they may have questions about the tone or accuracy of the text. 

    Copyeditors review and correct content in all types of projects. You can find them working on projects such as newspaper and book articles, annual reports, white papers, website content and book manuscripts.

    Do you still want to learn how to become  a copywriter? Great! Let’s keep going.

    Looking for an experienced copyeditor?

    Award-winning

    The home of professional editors

    Most professional editors in Australia belong to the Institute of Professional Editors (IPEd).

    Logo for Institute of Professional Editors, an organisation that knows how to become a copyeditor.

    Editors in other countries have their own organisations, and these are important because they oversee and maintain editorial standards.

    Editors must satisfy formal entry requirements and work as a professional editor to qualify for IPEd membership.

    When hiring a copyeditor, make sure they’re a professional member of this industry organisation.

    Good copyeditors develop close working relationships with their authors and clients. They consult with them about any intended changes beyond grammar and punctuation.

    If they don’t have direct access to the writer, then they’ll be working from an editorial brief.

    What does a copyeditor do about legal and ethical issues? The Australian Standards for Editing Practice defines the core standards that professional editors should meet.

    These standards set out the knowledge and skills for good editorial practice, including legal and ethical obligations, as well as substance and structural tasks.

    What does a proofreader do?

    If you want to know how to become a copyeditor then, by default, you’ll learn how to be a proofreader.

    Proofreading is the final task in the editorial process. 

    The proofreader should be the last person to make changes to the content. 

    Their role is to check the text for typos, grammatical errors, punctuation, page numbers and editorial style. 

    They’ll also check captions, images, headings and the table of content.

    Girl sitting on stool with a laptop researching how to become a copyeditor

    Proofreaders focus on those things that might be overlooked by the writer and copyeditor before them.

    Outside traditional publishing, people often don’t differentiate between copyediting and proofreading. 

    But to a copyeditor and proofreader they’re two distinct processes. This is why it’s important to establish exactly what’s needed before employing a copyeditor.

    Legal and ethical matters

    Copyeditors are trained to recognise content that appears to be written by a person who’s not the writer they’re working with.

    We spot the change of voice in the text. To us, it’s like finding an avocado in a banana smoothie.

    Often people don’t realise they’re plagiarising and, once it’s pointed out, it’s a quick and easy fix.

    We can look into obtaining permission to republish content if it’s intrinsic to the project.

    Or we might summarise or paraphrase text from other sources while always acknowledging the original source.

    Applying for copyright permission is usually a straightforward process. People are often flattered that you want to use their content.

    It’s also good manners to acknowledge content created by somebody else. Think about using a backlink if you can. This helps their SEO as well as yours.

    Permission may not always be needed, but acknowledgement is always required. If you want to use content from another source, check their terms and conditions on their website first. 

    A website’s terms and conditions are generally located at the bottom of their homepage (left). 

    Cultural sensitivity and discriminatory language

    Take care not to convey explicit or implicit judgements about other people’s cultural differences. 

    Context is important when looking at this type of content and common sense is paramount.

    What does a copyeditor do about offensive content? They’ll alert the writer to the problem. If they’ve worked in-house, they’ll generally know a lawyer, or somebody with legal training, who can provide an informed opinion.

    Keep an eye out because discriminatory language or meaning can appear in content unintentionally.

    References to age, gender, ethnicity, sexual preference, accent or disability that are not relevant to the story can be examples of discriminatory language.

    Good copyeditors identify any issues they encounter and suggest alternative text.

    Design and formatting

    Copyeditors who have worked in publishing environments are used to marking up corrections for graphic designers.

    We don’t design pages, but we do look at all the text-based elements on a page and identify any parts of it that aren’t working optimally.

    Copyeditors and designers work together to create high-quality content. They go back and forth marking up the content and taking in the corrections until the page is perfect.

    The relationship between the copyeditor and the designer is essential to the quality of the work.

    How to develop an editorial mindset

    When I was a trainee editor, I’d imagine that a page in a book I was working on was a room in a house. 

    The headings, graphics, images and all the other elements on the page were furniture in the room.

    These elements had to come together in a cohesive, aesthetic way for the page to function.

    Want to know how to become a copyeditor? Here's a list of things you'll see including text, tables, graphics and photos.

    The design had to support the text and not inhibit or misrepresent its meaning.

    Editors call this process ‘page-fitting’, but the house idea worked for me.

    Still want to know how to become a copyditor? Yay! Good to hear it.

    Can you really rely on a spellchecker?

    Spellcheckers regularly get things wrong.

    To start with, you may be checking UK (Australian) English through a US spellchecker.

    So the Australian spelling ‘specialisation’ will be marked up as an error because the spellchecker thinks it should be the US spelling ‘specialization’.

    Spellcheckers check if words are spelled correctly, not whether they’re used correctly.

    So a sentence such as ‘Witch one was rite?’ could be assessed as correct.

    Similarly, homophones are troublesome for spellcheckers. So ‘heir’ and ‘air’ could be substituted and missed. So could ‘bare’ and ‘bear’.

    According to Oxford Dictionaries, a spellchecker might not know the difference between ‘socialite’ and ‘socialist’, or ‘definitely’ and ‘defiantly’. It may also confuse ‘public’ with ‘pubic’. That could be embarrassing!

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    Grammar and punctuation

    When subject matter experts write, they focus on the meaning and structure of the content, not relative pronouns, commas or other constructions.

    It’s difficult to explain complex concepts or review academic research while trying to be word perfect. In these situations, an editor is a writer’s best friend.

    A good writer–editor relationship is invaluable, and copyeditors are trained to use a friendly tone when marking up corrections.

    Have you noticed how best-selling authors often talk about their editors in affectionate terms? That’s because they understand each other and are, pun intended, always on the same page.

    Grammar evolves and editors keep up with changes

    What does a copyeditor do about grammar that’s continually evolving?

    With every new edition of a dictionary words become extinct and new words are invented. These new words, called neologisms, can be challenging to keep up with. Lucky that editors, in general, love words.

    Words start being used as compounds (e.g. well-being) and hyphens are inserted between them. Then compounds lose their hyphens (e.g. wellbeing) and become singular words. An editor keeps track of all these evolutionary changes.

    It’s a big job knowing a dictionary back to front, but an editor will generally know common usage without referring to the dictionary. They probably even have a shortcut on their screen to locate a current usage within a minute.

    An editor will know when to use ‘which’ and ‘that’ and you’ll find this knowledge is the difference between amateur and professional content.

    Some people avoid punctuation because they’d rather have an absence of it than an error. If that’s you, consider this sentence:

    “Let’s eat Evelyn,” versus “Let’s eat, Evelyn.”

    If you want to be clearly understood there’s no way around it. You have to learn punctuation rules or hire an editor.

    You probably thought you couldn't afford a copyeditor

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    Why you should worry about editorial style

    When you’re learning how to become a copyeditor, always remember that editorial style ensures consistency.

    Suppose a medical college uses upper case ‘C’ in ‘College’ in all instances. That style needs to be consistent throughout the College’s content or its readers may become distracted.

    It’s also about saying the same thing in the same way throughout a document. For example, Jacaranda University shouldn’t be shortened to ‘Jacaranda uni’ in the same piece of content.

    You wouldn’t use ‘and’ and an ampersand ‘&’ in the same document (unless it were in a company name). You’d also punctuate lists in the same way throughout a project.

    Consistency is important because it builds reader confidence and reduces distractions in the text.

    It demonstrates clearly that the content has been created by professionals, which is exactly what you want. Readers will find it difficult to trust content that’s plagued by errors and inconsistencies.

    Even if writers are highly qualified in their field, errors can devalue their authority and make them look less professional.

    A good style guide clearly defines an organisation’s tone and voice. It lets us know the differences between the brand’s usage and common usage.

    The style guide also lists those instances where the organisation might divert from popular usage, such as the upper-case ‘C’ in College.

    Your list of good editorial style guides

    The Australian Government Style Manual was recently updated and is essential for anybody writing or editing Australian Government content.

    The Melbourne University Law Review publishes the Australian Guide to Legal Citation and it’s free to download.

    APA (American Psychological Association) Style is used by many academic and professional organisations. Explore it here.

    The ABC Style Guide is extensive and available to the public.

    For guidance on Indigenous terminology, you might like Textshop’s Guide to Aboriginal and Torres Strait Islander terminology.

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    Learning how to become a copyeditor is a serious career decision. It involves lifelong learning as editorial standards are always evolving and good writing requires consistency.

    We might be applying house rules and styles to writing, but we’re also working from the perspective of the reader and analysing how they’ll approach and process the text we’re editing.

    The important thing to remember is that any type of editing is a journey. You never know it all – even when you become an expert.

    Your business is important

    Let's find the right words for your brand.
    textshop

    About Sharon Lapkin

    Sharon is a content writer and award-winning editor. After acquiring two masters degrees (one in education and one in editing and comms) she worked in the publishing industry for more than 12 years. A number of major publishing accomplishments came her way, including the eighth edition of Cookery the Australian Way (more than a million copies sold across its eight editions), before she moved into corporate publishing.

    Sharon worked in senior roles in medical colleges and educational organisations until 2017. Then she left her role as editorial services manager for the corporate arm of a university and founded Textshop Content – a content writing and copyediting agency that provides services to Australia’s leading universities and companies.

  • The difference between paraphrasing and summarising

    Woman holding a laptop with text discussing the difference between paraphrasing and summarising.

    The difference between paraphrasing and summarising

    ✻ By Sharon Lapkin

    We’ve all felt it.

    That YES moment when you find the right text to support what you’re trying to say.

    But how can you use another person’s written words while respecting their intellectual property rights?

    What are the rules that govern how to quote, paraphrase or summarise somebody else’s writing?

    To answer these questions, and know the difference between paraphrasing and summarising, we need to look briefly at quoting, copyright and ‘fair use’.

    What does copyright mean?

    Copyright grants legal protection of your work and prohibits other people copying and republishing it as their own.

    It protects the rights of authors, writers, photographers, painters, song writers and others who create intellectual property.

    You don’t need to apply for copyright. It’s automatically granted to you as the creator of literary work (yes, even business writing).

    The copyright symbol © is a good reminder to an audience that what they’re reading is under copyright. However, the symbol is not mandatory. The writing is under copyright even if the © is missing in action.

    It’s important to remember that you can’t copyright ideas, only the way those ideas are expressed.

    Can I copy content under the 'fair dealing' provision?

    In Australia, you can copy up to 10% of publications such as a chapter, an article, a song or a poem.

    In an online publication, you can copy up to 10% of the total word count of an online article, chapter or blog post.

    The Copyright Act 1968 (Cth) also allows the fair use provision for:

    –  research or study

    –  criticism or review

    –  parody and satire, and news reporting

    –  judicial proceedings or professional advice.

    A couple of points to remember:

    Fair use requires author attribution. You must provide author details and a link to the publication.

    If you need to reproduce more than 10%, you must seek permission from the copyright holder (usually the author.)

    Don’t be alarmed about seeking permission. It’s often as easy as writing an email. People are usually grateful that you asked!

    Keep a record of your correspondence with the copyright holder, including when they consented to your use of their content.

    Rule #1: Always accredit the writer

    The most important principle you must observe to protect your professional integrity and avoid legal liability is the rule of attribution.

    A person’s creative work is their intellectual property and you should NEVER use it without attributing them as the rightful owner of that content.

    The last thing you want is to be accused of plagiarism or copyright infringement – although fear is not the reason we respect the work of other writers.

    Keep reading because I’ll explain in this blog post how you can utilise someone else’s text and stay on the right side of the Copyright Act.

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    How to quote correctly

    A quote is a reproduction of a written or oral statement made by others.

    It’s essential that all quotes are exactly the same as the original. That’s right – 100% word-for-word.

    If there’s an error or a typo, leave it and insert [sic] after it, which is Latin for ‘thus’ or ‘so’. 

    The difference between paraphrasing and summarising is worth noting here. You’re more likely to use short or part quotes in paraphrasing than summarising.

    Quotations can be divided into two categories – short quotes and long quotes (also known as block quotes).

    Short quotes

    A short quote consists of fewer than 30 words.

    Short quotes are marked by single or double quotation marks.

    Double quote marks are used for dialogue (people speaking), and single quote marks are used for quoting from secondary sources (such as a newspaper or YouTube). Some writers and editors use single quote marks for emphasis.

    In Australia, full stops, commas, question marks and exclamation marks should be placed within the final quotation if they appear as part of the text.

    Example

    ‘Have you found my book?’ he asked.

    If the punctuation mark is part of the sentence outside the quoted text, it should be placed outside the closing quotation mark.

    Example

    Did your manager instruct you to ‘complete the job’?

    Quotes must always be accompanied by a source citation, also known as a source line.

    If you’re using a quote that’s not the writer’s work, but a quote from another publication, try to find the original work and quote from that publication (the original source). If you can’t find the original source present the quote in a similar way to the following:

    Example

    Joanna Fellows wrote about President Obama’s speech at the 2004 Democratic Convention, when he said ‘Do we participate in the politics of cynicism or do we participate in the politics of hope?’

    Keep these principles in mind as you use short quotes:

    –  The quote is short and is usually integrated within the sentence where it appears.

    –  Check your house style guide for citation policy.

    –  House styles can include citation references in the body of the text while others use EndNote or footnotes.

    – If the content with the quote is being published online, include a link to the original source.

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    Long (or block) quotes

    Longer quotes that include more than 30 words should appear as indented blocks of text without quote marks.

    Depending on house style, the font size of the block quote can be either the same size as the body text in the rest of the article, or one size smaller.

    Note, a long quote doesn’t have quote marks if it’s indented. But, if you’re indenting a quote, ensure you indent it on both sides.

    Keep these principles in mind as you use long quotes:

    Include some text to introduce the block quote in its proper context.

    –  The sentence immediately before the quote can end in a colon, comma or nothing at all.

    –  Indent the block quote on both sides.

    –  Use single spacing in the body of the block quote.

    –  Often the block quote will appear in font that is one size smaller than the body text of your article.

    –  Don’t use quotation marks.

    –  In academic writing, house styles can include citation references in the body of the text while others use end notes or footnotes.

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    How to paraphrase like an expert

    Think of a paraphrase as a translation or restatement of a piece of writing by another writer.

    When paraphrasing, you’re using your own words to convey the original meaning of another writer.

    This restatement is rendered to clarify or explain another writer’s work, to reproduce another writer’s ideas within your own writing, or to avoid copying another writer’s work (plagiarism).

    A synonym finder is an essential tool when paraphrasing. I use Word hippo and highly recommend it.

    By contrast, a summary is a precise compendium of the facts without fluff or fancy talk.

    A paraphrase and a summary will both be shorter than the source text and must credit the original author.

    Following is an excerpt from one of my blog posts. It’s been on page one of Google for the past two years, both as a featured snippet and in #1 position.

    Compare this to the summary (further down) where I use the same blog post to demonstrate the difference between paraphrasing and summarising.

    Original blog excerpt for paraphrasing

    In the early 1600s, when the Bibliotheca Angelica in Rome opened its doors, books were generally kept under lock and key, or in chained libraries – such as the 15th-century Bibliotheca Malatestianain Cesena and the Hereford Cathedral Library in England.

    It took thousands of hours of painstaking work to make a book – copying text by hand, adding decorative elements, illustrations, page numbers and indexes before binding the pages together and adding a cover. 

    This made books expensive and valuable items. Medieval books sometimes had ‘book curses’ placed at the front, warning people that if they stole or defaced the book they would be cursed.

    But, in a revolutionary step, the Angelica opened its door to all people with no class distinctions or government restrictions.

    All they needed to access this remarkable collection of volumes, rare maps and other material was a curious mind, a yearning to read and a thirst for knowledge.

    It was a momentous decision to grant ordinary people access to scholarly knowledge.

    Looking back we can see that Bibliotheca Angelica and other early public libraries, such as the Milan’s Bibliotheca Ambrosiana, helped bring about the democratisation of education when, rather surprisingly, ordinary people were free to embrace the archives of history and knowledge.

    Even for somebody accustomed to Rome’s ancient piazzas and cobblestone alleyways, it’s easy to get lost searching for the Bibliotheca Angelica.

    The library’s humble street presence belies its pre-eminence as Rome’s oldest public library – and one of the first public libraries in the world. 

    The entrance to the library provides no indication of its historical significance or the treasures within it. 

    Like the adjacent Basilica di Sant’Agostino, which is home to works by Caravaggio, Raphael and Sansovino, its riches are cloaked by a plain unassuming exterior.

    Completed paraphrase of blog excerpt

    The democratisation of knowledge in Europe over the 16th and 17th centuries occurred because the advent of printing press technology allowed books to be mass produced for broad public consumption.

    The establishment of public libraries was one manifestation of this process. Writing for her Textshop website, Sharon Lapkin describes the first of those public libraries, Rome’s Biblioteca Angelica, that opened its doors in 1609.

    She extols the ‘remarkable collection of volumes, rare maps and other material’ concealed behind the library’s unassuming façade in a Roman side street.

    For the first time in human history, the average Roman citizen was able to access independent sources of information rather than rely on the oral narratives spoken by others.

    Keep these principles in mind when paraphrasing:

    –  Make sure your rewritten words accurately express the ideas of the content you’re paraphrasing.

    –  While changing the sentence structure and wording, you should include any specific terms that are relevant to the meaning of the segment. For example, ‘consumer prices’ or ‘inflation’ are difficult to replace with similar words.

    –  Always include a source line and/or link so your readers can access the original writer’s work.

    –  If using three words or more in a row from the original work enclose them in quotation marks.

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    How to summarise like an expert

    The simplest way to reference the ideas of other writers is through a summary.

    A summary is a roundup of someone else’s written work. By definition, your summary will be shorter than the original work, although there are no hard-and-fast limits on length.

    Your summary will include the main points of the original work, while discarding its unessential details. 

    While you credit the original author of the work, make sure your summary is written in your own words.

    The difference between paraphrasing and summarising is that the former restates the writer’s ideas using synonyms and flair and the latter extracts the facts from the fluff. 

    Following is a summary of the same blog post excerpt that was used to demonstrate paraphrasing.

    This summary should help you see the difference between paraphrasing and summarising.

    Completed summary of blog excerpt

    In a blog post published on her Textshop website, Sharon Lapkin tells us the story of the Biblioteca Angelica, Europe’s first public library.

    Prior to the early 17th century, the expense of hand-copying and illustrating books made them precious commodities that were kept under lock and key.

    The opening of the Biblioteca Angelica to the public was part of the democratisation of knowledge that emerged during this period of history.

    For the first time, average people could access books that previously were restricted to the select few.

    The unassuming façade of the Biblioteca Angelica conceals a milestone in the evolution of human knowledge and education.

    Keep these principles in mind as you write a summary:

    –  Make sure you include the main point(s) while omitting unnecessary details.

    –  Use your own words while crediting the author of the work you are summarising.

    –  Always include a source line and/or link so your readers can access the original writer’s work.

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    To paraphrase or to summarise?​

    Understanding the difference between paraphrasing and summarising is an essential skill for any writer.

    Always read through the larger piece of writing before deciding whether to summarise or paraphrase.

    Both provide the opportunity to reproduce the ideas, writing and thoughts of experts without the risk of plagiarism.

  • Is SEO really needed?

    Circular sign with SEO written on it introducing blog post 'Is SEO really needed?'

    Is SEO really needed?

    ✻ By Sharon Lapkin

    So, you’re asking: Is SEO is really needed for your business?

    It’s a huge YES and here’s why.

    Search engine optimisation (SEO) is essential for the growth of your business and it begins and ends with your website.

    SEO gets you out in front of your customers and clients, and ahead of your competitors.

    If you’re clever about it and optimise your content well, your brand has a good chance of appearing in Google’s top pages when your potential clients search for goods or services.

    As you’ll read below, you can even score prime Google real estate – a featured snippet at the top of page one – if you put in the work. I’ll show you how I did it more than once.

    Large corporations know the answer to the question: Is SEO really needed, and they spend a lot of money manoeuvring their brands into Google’s best real estate.

    But here’s the thing. You don’t need a lot of money or extra staff to get to the top of the search pages.

    Is SEO really needed for your business? Absolutely yes.

    With a clever strategy and staying power you can achieve great results with SEO.

    Do it well and you can drive traffic to your website and grow your brand.

    Has SEO changed in the last couple of years?

    We still need SEO, but the procedures and methods have changed.

    Keywords were once the major component of the SEO story, now they’re just one of the ways we can optimise content.

    Over the years, Google has fine-tuned the tools it uses to evaluate content.

    Today those tools are sophisticated and focused, and Google’s capacity to assess the quality of content is more accurate than ever.

    Good SEO now requires you to focus on reading ease, image alt attributes, inbound and outbound links, text length, voice, sentence length, paragraph length, subheading distribution and more.

    Don’t worry, it’s not as complicated as it sounds.

    But remember that the quality and consistency of your content is important if you want to succeed.

    The relationship between clients and keywords

    If you publish good-quality, optimised content, your chances of ranking in the search engine results pages (SERPs) increases, and so do the chances you’ll be found by prospective clients or readers.

    The relationship between keywords and clients is intrinsic to your SEO.

    How?

    Well, to generate on-target keywords, you have to work out the words that potential clients are going to type into Google.

    People climbing a ladder to demonstrate the blog post 'Is SEO really needed?'

    These words are the basis for the long-tail keyword you’ll use to optimise your text, images, headings, alt text and meta.

    This is called ‘search intent’, and knowing the words they’ll use to define their needs is essential to SEO success.

    Watch SEO in 5 minutes: What it is and how it works

    Simplilearn (2020). SEO in 5 minutes: What is SEO and how does it work.

    Fully optimise your content

    Ideally, you want to be on page one of the SERPs, but that’s a big ambition right?

    It sure is, but with determination and hard work you can get there. 

    Is SEO really needed? Take a look at these organic search statistics that clearly answer the question.

    Just over half (53%) of website traffic comes from organic research.

    Almost one third of consumers in the US search for local businesses daily.

    Almost 99% of people click on one of the 10 links in the first page of the SERPs.

    Over 25% of people click the first Google search result.

    Now, let’s look at how to optimise your content step by step.

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    Featured snippets and why they're SEO gold

    You’ve probably seen featured snippets in Google when you search for something. They’re at the top of page one, are often large and sometimes colourful.

    Seriously, you can’t buy this type of prime Google real estate.

    Below are two featured snippets from my blog showcased by Google at the very top of page one.

    Next time somebody asks: Is SEO really needed, you know the answer, right.

    Featured snippet to demonstrate 'Is SEO really needed?'

    The blog post used by Google for a featured snippet on Bibliotheca Angelica (left) was ranking at position two on page one for my keyword.

    Two years later, it’s ranking number three!

    The other featured snippet ‘9 common errors every writer should know about’ is drawn from a blog post that was ranking in position one on page one for my longtail keyword.

    Google places featured snippets at the top of page one, so readers can find the information they’re looking for without searching further.

    Featured snippet to demonstrate 'Is SEO really needed?'

    Ranking for a featured snippet is more valuable than ranking for number one.

    It’s a golden opportunity for your blog post to get worldwide attention.

    It actually pushes all the organic results further down the page.

    A featured snippet provides your business with greater visibility and a massive boost to your credibility.

    Often, but not always, you’re occupying Google real estate with world-famous companies and organisations.

    To land a featured snippet you need to focus on question-type search queries that are based on your longtail keyword.

    How to optimise for Google's featured snippets

    Featured snippets are selected by Google to answer searchers’ queries in simple straightforward ways.

    Here are five ways to to create featured snippets that work:

    1

    Aim to provide in-depth meaningful answers.

    2

    Write concisely and clearly. There’s no room for fluff words.

    3

    Research the questions readers have about the topic.

    4

    Provide the best answer – use tools like this great synonym finder to access perfect words.

    5

    Write at least 40 words and no more than 50.

    One long-tail keyword is all you need

    Long-tail keywords are groups of words or a question. They’re more specific than short-tail keywords, which are usually single words.

    Short-tail keywords such as ‘laptop’ have a high search volume; whereas, long-tail keywords such as ’13-inch Apple laptop’ have a lower search volume because they’re more focused.

    Long-tail keywords with less volume have less competition and are easier to rank for. They’re also more likely to convert to sales.

    Think about it. Who’s closer to purchasing a laptop – the person who searched for ‘laptop’ or the one who searched for ’13-inch Apple laptop’?

    Once you’ve researched and selected your long-tail keyword, insert it into the places discussed below.

    Keywords in headings and subheadings

    Include your long-tail keyword in the title of your story or article.

    Don’t place the keyword in every subheading, but ensure it goes into a few of them.

    Take care not to place the keyword where it doesn’t work. Make sure it fits into the text around it.

    SEO is important, but not at the expense of clarity or well-executed grammar. If your optimisation causes errors or clunky writing, then you’ll lose in the long run. 

    How do you rank on Google when 90% of content gets no traffic?

    Textshop

    Use active not passive voice

    Use active voice whenever possible in your writing.

    In a sentence written in active voice, the subject of the sentence is performing the action.

    In passive voice, it’s the other way around. The subject receives the action.

    A good tip is to always place the subject of the sentence as close as possible to the beginning of the sentence.

    Once you get into the habit of writing in active voice, it will be second nature.

    Elderly man in a straw hat on a laptop asking is SEO really needed.

    Example:

    Active – The man smiled as he typed the final lines of his novel.

    Passive: Typing the final lines of his novel put a smile on the man’s face.

    An active voice makes it clear who’s taking the action in a sentence. When the subject comes before the verb,  it places emphasis on the subject. This improves clarity and reduces repetition.

    Compress all your images for Google

    Publishing high-resolution (300 dpi) images on your website will dramatically slow down your page speed.

    If you use low resolution (96 dpi) images, your page speed will be faster, and your readers will stick around.

    To achieve the smallest files possible always compress your images.

    This ensures your page speed is as fast as possible.

    If you use Canva for images, there’s a ‘compress file’ function on the download tab.

    You can also open a free account with Shortpixel to compress your images.

    How to write alt text and your meta description

    Alt text is short for ‘alternative text’ and we write this as an image tag for screen readers.

    Alt text is used by people who are visually impaired. So write a clear description for these readers, but add your keyword so the alt text is optimised for SEO.

    Lastly, consider context when you add your keyword into the alt text. Adding random keywords may cause your site to be seen as spam.

    Focus on simple well-constructed sentences

    Women holding laptop asking is SEO really needed?

    The free Yoast SEO plugin has a good readability check that ensures content is easy to read.

    Yoast uses the Flesch reading ease formula to analyse two characteristics of good writing:

    First, it analyses how the number of words relate to the number of sentences. 

    Second, it analyses how the number of syllables relate to the number of words.

    These checks examine sentence length and word difficulty.

    Ease of reading is also achieved by keeping sentences concise and limiting difficult words. 

    Keeping it simple and easy to read increases the likelihood that readers will understand the content.

    Is SEO really needed?

    To learn more about writing SEO blog posts read How to write a smashing blog post.

    If you’re still wondering whether you should set up a blog for your business take a look at Does my business need a blog?

    And if you want to understand the connection between SEO and content marketing, check out Is content marketing worth it?

    Your business is important

    Let's find the right words for your brand.
    textshop

    About Sharon Lapkin

    Sharon is a content writer and award-winning editor. After acquiring two masters degrees (one in education and one in editing and comms) she worked in the publishing industry for more than 12 years. A number of major publishing accomplishments came her way, including the eighth edition of Cookery the Australian Way (more than a million copies sold across its eight editions), before she moved into corporate publishing.

    Sharon worked in senior roles in medical colleges and educational organisations until 2017. Then she left her role as editorial services manager for the corporate arm of a university and founded Textshop Content – a content writing and copyediting agency that provides services to Australia’s leading universities and companies.

  • Want to write a great speech?

    Red curtains and microphones waiting for a speech to be delivered

    Want to write a great speech?

    ✣ By Sharon Lapkin

    If you want to write a great speech that has a lasting impact on your audience, you’re going to need more than fancy words.

    You’ll need to:

    1.

    Use eye contact, body language, a warm tone of voice and facial expressions.

    2.

    Acknowledge and engage your audience.

    3.

    Add current research, data and even personal observations.

    4.

    Include storytelling and practise it with friends first; people love a good story.

    5.

    Create a change of pace every 10 minutes, so people don’t lose interest.

    6.

    Practise and deliver a great ‘wow’ moment.

    7.

    Start strong and finish on time.

    A speech is not an essay

    It’s not easy to write a great speech if you approach it as if you’re writing an essay.

    Your audience won’t see punctuation marks on a written page. It will be up to you to convey the commas and exclamation marks throughout your delivery. 

     As John Coleman writes ‘when delivering a speech, you are your punctuation’.

    Do your research

    In order to write a great speech, you need to understand your audience’s emotional reactions and physical capabilities. Remember, the speech is for them, not you.

     

     

    Infographic with 4 facts that matter if you want to write a great speech

    What we can learn from the greatest speeches

    One of the greatest speeches ever written was delivered by Winston Churchill in 1940. It was so powerful it changed hearts and minds.

    When Churchill took over the reins of power, things were looking very grim for the cause of human freedom.

    The Germans had just triumphed over the Allies in France and the British army only barely slipped away at Dunkirk, abandoning its heavy weapons and equipment.

    In London, a pro-appeasement faction within the British cabinet was arguing for peace negotiations with Hitler.

    But Churchill rejected this defeatist advice and rose to the dispatch box in the House of Commons where he gave a speech that literally changed the course of history.

    We shall defend our island, whatever the cost may be. We shall fight on the beaches. We shall fight on the landing grounds. We shall fight in the fields and in the streets. We shall fight in the hills. We shall never surrender.

    Winston Churchill (1940)
    Sir Winston Churchill on how to write a great speech

    One observer described this event in his diary as: ‘a magnificent oration, which obviously moved the House’.

    Another MP wrote that the prime minister’s words were ‘worth 1000 guns and the speeches of 1000 years’.

    By the time Churchill resumed his seat, the entire landscape of British politics had shifted.

    The push for appeasement evaporated and the nation resolved to fight on against Nazi Germany. We know now that this saved Western civilisation.

    While the challenges faced by corporate communications departments may not be so dramatic these days, the need to convey a coherent message in eloquent form remains important.

    When you write a speech, you’re applying a distinct discipline that requires a particular suite of talents and experience.

    Speechwriting requires a different set of skills than those you’d use to write office communications content.

    A great speech should be almost poetic, imbued with a rhythmic quality that enlivens and inspires.

    When it’s done, the audience should be left thinking and talking about what’s been said and the way it was said.

    For those special events, such as a retirement dinner or annual general meeting, truly memorable words can make a big difference.

    Principles of speechwriting

    Let’s look in detail at how to write a great speech.

    Big bang theory

    It’s been said that you have only one opportunity to make a first impression.

    That means only one chance to pique the interest of your audience, and it’s at the beginning.

    Start with a strong ‘hook’ because if you lose your listeners at the beginning, you’ll never get them back.

    Paint with words

    Use colourful, evocative language to generate powerful images that will resonate with your audience.

    A tremendous example of this can be found in one of Barack Obama’s most famous speeches. He used potent imagery to describe the marches from Selma to Montgomery, led by Martin Luther King Jr, in support of voting rights for all African Americans.

    Barack Obama standing with his arms crossed in front of US flag

    The Americans who crossed this bridge, they were not physically imposing. But they gave courage to millions. They held no elected office. But they led a nation. They marched as Americans who had endured hundreds of years of brutal violence, countless daily indignities – but they didn’t seek special treatment, just the equal treatment promised to them almost a century before.

    Barack Obama (2015)

    Junk your jargon

    The 1996 French film Ridicule tells a story about the court of Louis XVI at Versailles, where status was dependent on a witty tongue.

    While a well-directed quip might elevate you in Royal favour, any resort to pun brought social death.

    What’s the difference? It’s originality.

    Always try to be creative in your use of language.

    Overused phrases and clichéd expressions will consign your words to mediocrity.

    Stay on message when you write a speech

    Try to confine your speech to a single major theme.

    Subsidiary themes may be woven into the text, but only if they support and illustrate the primary story you’re trying to tell.

    A scattershot approach to writing a speech will make the end product superficial and that, in turn, will make your words eminently forgettable.

    Pass the tissues

    When you write a speech, conclude with a tug at the heart strings.

    It could be an uplifting invocation of your company’s founding principles.

    Or perhaps a heartfelt appeal on behalf of your favourite charity.

    Woman crying holding tissues up to her nose – how to write a great speech

    Perhaps a further display of your authenticity, where you let down your guard a little and share something personal.

    However you end your speech, remember that ending on an emotive note will make your words resonate with the audience long after your speech is over.

    Technique is everything

    The speechwriter has many rhetorical devices that, when used in the right place and at the right time, make words powerful and memorable.

    Use the acronym TARMAC to remember the list below

    Tricolon is the use of words, phrases, examples, or the beginnings or endings of phrases or sentences in threes – as in ‘government of the people, by the people, for the people’ (Abraham Lincoln), or ‘never in the history of human endeavour has so much been owed by so many to so few’ (Winston Churchill).

    Alliteration is the repeated sound of the first or second letter in a series of words, or the repetition of the same letter sounds in stressed syllables of a phrase, as in the line from Coleridge’s ‘Rime of the ancient mariner’ – ‘for the sky and the sea, and the sea and the sky.’

    Rhyme is a repetition of similar sounds (or the same sound) in two or more words.

    This is most often in the final syllables of lines in poems and songs.

    Metaphor is a juxtaposition of two distinct things that asserts they are essentially the same; as in the ancient Greek saying ‘fame is but the perfume of heroic deeds’.

    Antithesis is the technique of contrasting two different ideas in the same sentence or two consecutive sentences; as in ‘speech is silver but silence is golden.’

    Chiasmus is a very effective technique where the words in one phrase or clause are reversed in the next; as in ‘just because you’re born in the slum does not mean the slum is born in you.’

    Simile is comparing two things that use the preposition ‘like’ or ‘as’ to highlight their similarities.

    An example is in the words of poet Robert Burns when he wrote: ‘O my Luve’s like a red, red rose that’s newly sprung in June.’

    Two useful tools

    To measure the number of words you speak in a minute or 10, check the Words to Minutes calculator.

    If you’re after an accurate webpage word count, see the Web Page Word Counter.

    Watch Steve Jobs' 2005 Stanford Commencement Address

    Motivation Ark (2020). Steve Jobs, One of the greatest speeches ever.

    Remember this:

    When you write a speech it’s more art than science, and it’s an art that requires a particular suite of expertise and experience.

    If you want to write a great speech, take the time to read and watch well-known speeches and analyse those elements that made them unforgettable.

    To read more about writing a speech,  you can go to this page on the Textshop website.

    Also see our blog post on How to make your writing more powerful.

    You can organise a chat with our resident speechwriter by pressing the button below.

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  • How to have a slow travel experience

    Woman in red dress with suitcase walking down a country road into the horizon.

    How to have a slow travel experience

    ✻ By Sharon Lapkin

    A slow travel experience can change you for life. It’s challenging, exhilarating and can squeeze you right out of your comfort zone. 

    Why is it then, that some of us start planning our next trip within weeks of returning from our last one?

    The reason’s not so simple.

    When you travel, you take risks and make decisions on the run. Depending on where you go, there’s likely to be a different culture, different language and different food.

    There’s a good chance you’re escaping a drab winter too. Suddenly, you’re looking at turquoise water instead of grey skies.

    Your brain has to re-think how to go about almost everything – all those things you take for granted. Suddenly, you’re recalculating every assumption you’ve ever made.

    You figure out how to be polite in a different setting, and accept the uncertainty of never knowing if you have been.

    For many of us, these scenarios are both challenging and thrilling. Our natural boundaries start slipping away and we embrace difference without knowing if we can trust our ability to deal with it.

    Train station in Europe with suitcases on the platform ready for a slow travel experience.

    Even if we don’t acknowledge it, it’s exhilarating. Starry-eyed wonder follows you around when you’re travelling in another country.

    When we’re having a slow travel experience, we become hyper-aware of our environment and the need to be more agreeable and tolerant.

    Travel increases your emotional stability

    Travelling must be embraced wholeheartedly if it’s to be experienced in a meaningful way.

    If we don’t, what’s the point? We may as well stay at home.

    For those of us who are givers and carers, the sandal is on the other foot because, as travellers, we’re seeking our own experiences instead of providing them for others.

    An interesting study by Zimmermann and Neyer in the Journal of Personality and Social Psychology looked at personality development in university students studying abroad.

    Over the course of an academic year, the researchers found that students had increased levels of three of the five personality dimensions —’Openness’ (to experience), ‘Agreeableness’ (the need to get along), and ‘Neuroticism’ (emotional stability). It all adds up doesn’t it. Travel really can change you in meaningful ways.

    A slow travel experience makes you more creative

    Columbia Business School Professor Adam Galinsky is the author of several studies on the connection between international travel and creativity.

    He found that creativity is greatest when travellers are able to immerse themselves and engage with the local environment.

    Young man focusing a camera thinking about his slow travel experience.

    In Galinsky’s most recent work, he examined 11 years of collections from the world’s top fashion houses. He concluded that ‘the foreign professional experiences of creative directors predicted the creativity ratings for their collections.’

    The foreign professional experiences of leaders can be ‘a critical catalyst for creativity and innovation’ in their workplaces,’ he said.

    Travel helps you know yourself better

    Being alone in a foreign country can be frightening, but a slow travel experience can also be a great opportunity to discover your own resourcefulness.

    This is especially true if you have an itinerary that includes catching trains, planes and buses.

    Obtaining timetable information from somebody who doesn’t speak your language can be a lesson in linguistics and hand gesturing.

    It’s not just the overt information, but the cultural nuances and local knowledge you can miss if you’re not plugged into environmental cues.

    As well as improving your problem-solving skills, a slow travel experience gives you plenty of opportunities to be alone.

    The geographical distance between you and your loved ones provides a chance to think deeply about your relationships.

    Some things are seen more clearly from a distance.

    Being away from home and all its conveniences leaves you free of possessions.

    This provides a unique space in your personal timeline to embrace experiences, rather than things.

    Girl sitting by the side of the road with her bicycle thinking about her slow travel experience.

    Remember that anonymous quote: ‘Travel is the only thing you can buy that makes you richer’? This is true, and it’s how travel can change you.

    Handwashing clothes, shopping for singular pieces of fresh fruit and mapping out daily activities all wind your speedometer back to walking pace.

    In fact, walking until you get lost without fear of being lost is a great way to find yourself.

    Sunshine fresh

    Smooth, warm conversational writing

    Travel shows you the world

    Whether it’s catching the sunrise over Angkor Wat, walking the Path of the Gods in the mountains above Positano, or standing in the glistening light of the Pantheon’s oculus —there is wonder and awe all around us.

    A slow travel experience also colours in experiences and ideas that only existed in black and white.

    It’s the most multi-dimensional learning available.

    There’s no doubt that travel can change you.

    It challenges assumptions and belief systems about your relationship with the world.

    Travel also exposes you to things you never thought about until you encountered diverse cultures.

    Travelling colours in experiences and ideas that only existed in black and white.

    Watch a slow traveller talk about her experiences

    A slower life (2015). 

    Travel makes us better people

    Picture a village bus winding up the very narrow mountain road from Amalfi to Ravello.

    In front of you the driver is holding onto the steering wheel with one hand.

    He takes the hairpin bends with seemingly reckless ease as he smiles and flirts with a gorgeous Italian woman standing near him.

    You’re sure he’s showing off.

    To your right the road melts into cliff tops that fall away into the Tyrrhenian Sea hundreds of metres below.

    You look at the other passengers and they don’t appear concerned at all.

    Meanwhile, your anxiety is through the roof. What do you do?

    You take a deep breath, cross your fingers, say a prayer, meditate or focus on some small detail in front of you.

    Like other travellers who find they’re in uncomfortable situations they can’t change, you practise calmness.

    You tolerate something you’re not accustomed to, even if it makes you squirm.

    You become more adaptable, more adventurous and more confident when you travel.

    Because you’re constantly on the move you learn to embrace the unexpected and to think on your feet.

    To survive you have to develop high levels of patience and tolerance.

    A slow travel experience also turns you into a storyteller.

    The picturesque winding road along the Amalfi Coast in Italy – travel can change you
    The picturesque winding road along the Amalfi Coast in Italy.

    Journalling, taking photos and posting on social media are important mementos of unforgettable journeys.

    But the most significant experiences are those that take place internally and change our lives forever.

    Before you go

    After a few travel writing tips? You might enjoy Slow travel writing tips and examples.

    If ancient libraries in foreign lands fascinate you, dive into Searching for Rome’s oldest public library.

    You might be surprised to learn that Michelangelo designed a library in Florence.It’s true! Take a look at The library Michelangelo designed.

    Like what you see?

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  • How to edit an annual report

    One hand on a calculator and the other on a keyboard

    How to edit an annual report

    ✻ By Sharon Lapkin

    Will you edit an annual report this year?

    If the answer is yes, hold on because I’m about to share some guidelines and pointers that will help you do a great job.

    After copyediting and proofreading annual reports for years, I developed a simple checklist process that picks up often-missed errors.

    I can’t wait to tell you about it.

    Annual reports should be easy to read

    If you’ve worked on an annual report, you’ll know that multiple writers are involved in creating content.

    These writers can be subject matter experts, content writers and in-house staff, and each one of them has a distinct writing style and tone of voice.

    As an editor, one of your jobs is to pull all of these different styles and voices into one writing style with a single voice.

    If done well, this uniformity helps increase clarity, consistency and ease of reading.

    It's raining acronyms and abbreviations

    Woman flying through letters of the alphabet trying to work out how to edit an annual report.

    One of the challenges when you edit an annual report is managing acronyms and abbreviations.

    When multiple  writers are working on a report, they can insert the same acronyms and

    abbreviations that have already been added by their colleagues. This creates problems because there’s no one writer managing the long and short versions of the same acronym or abbreviation.

    Readers then stumble upon the short forms (e.g. PHN) and don’t  know what they mean.

    If there’s no glossary, they have to search back through the pages to locate the first time the acronym was expanded. 

    Frustrating right?

    Let me show you how I manage this problem when I edit an annual report.

    I keep a notepad on hand and, as I edit, I list every abbreviation and acronym in the report.

    After I’ve completed the edit, I use the ‘Search’ function in Word (or PDF) to locate and check that every acronym and abbreviation is written out in full in the first instance.

    Then I do the reverse, and search for the written-out forms and convert these to abbreviations and acronyms.

    Remember that the acronym or abbreviation following the written-out form should be enclosed in brackets on the first instance only.

    For example: Sustainable Responsible Investment (SRI). From that point on use the acronym or abbreviation only.

    TIP: When searching for a group of words in the search function bar, place double quotation marks around the entire group of words. For example: “Key Performance Indicators”.

    The all-important question

    How often should I write out the acronym or abbreviation (e.g. Investment Committee (IC)) so readers know what it means?

    There are two ways to approach this question.

    First, if there’s a glossary in the annual report add all the acronyms and abbreviations to it. Then write the acronym or abbreviation out in full the first time only.

    For example: The new Chair of the Investment Committee (IC) was previously a member of the IC. 

    Second, if there’s no glossary – and I strongly advise you to suggest one be included for reading ease – write out the acronym or abbreviation when it first appears in every section. If the sections are short, you can get away with refreshing readers’ memories every couple of sections.

    Invest in a copyeditor and make your annual report shine

    Textshop

    Why a glossary is essential

    Readers can get lost in the text if they’re reading an annual report that doesn’t include a glossary.

    Every time readers forget what an acronym or abbreviation stands for, they have to flick back through the pages and search for the first or last time it was written out.

    Annoying right? 

    Now ask yourself how readers feel after decoding a report full of acronyms and abbreviations. It’s likely they’re frustrated by all the interruptions to their reading.

    A good editor thinks constantly about the reader’s perspective. After all, the purpose of editing and proofreading is to eliminate errors and improve readability.

    This includes asking why and how people read annual reports. We know readers are often looking for specific information and don’t read reports from front to back.

    So, it’s not difficult to see that annual reports benefit from having a glossary.

    If a glossary is out of the question, introduce the written-out form with the acronym or abbreviation in brackets after it (i.e. Investment Committee (IC)). Then ensure it’s written out again when it first appears in a new section.

    Did you know the first modern corporate annual report was published almost 120 years ago?

    In 1903, American company United States Steel Corporation published an annual report that included financial pages certified by Price, Waterhouse & Co.

    If you’d like to take a look at this historic document, you can download it here.

    US Steel Annual Report example of how to proofread an annual report

    How to edit legislation

    Almost every annual report mentions or discusses some form of legislation. 

    There’s a correct way to introduce legislation and here’s what to look out for when you edit an annual report.

    You’ll see phrases such as ‘to the extent permitted under the Corporations Act 2001‘ and ‘as required by the Corporations Act’.

    From an editorial perspective both of these are incorrect if they’re introduced into the report in this way.

    Use the formal name of the Act, including the jurisdiction, when writing legislation for the first time. 

    So it would be ‘to the extent permitted under the Corporations Act 2001 (Cth)’, and note the jurisdiction (Cth) isn’t italicised.

    After writing the legislation out in full on its first mention, shorten it to ‘Corporations Act’ from that point on, but don’t italicise it unless it’s written in full.

    The Australian Government Style Manual has been revised recently, and if you’re writing or editing a report for a government department you’ll want to check it out.

    You’ll see that it differs from what I’ve recommended here, and that’s because I prefer a more precise editorial convention.

     As the editor, your first preference for editorial style should be the company’s own style guide.

    What about the financials?

    Accountants prepare the section of the annual report known as ‘the financials’.

    Edit this section with a light touch and don’t edit the columns or rows of numbers. If something looks wrong, flag it for the in-house accountant or a subject matter expert to check. 

    Check table, figure and graph headings. Then edit the text in tables, bullet lists and footnotes.

    Lastly, take a wide-angle look at the financials. A correctly formatted financial report will have symmetry.

    Rows and columns will align and footnotes and table notes will run sequentially.

    Don’t be afraid to flag anything for the accountant that looks incorrect or out of place. 

    Capitalisation doesn't need to be a headache

    Will I use upper case or lower case? Believe me you’ll ask this question a hundred times if you don’t have a process in place.

    Most companies have a style guide explaining their capitalisation preferences. You can also refer to the company’s most recent annual report on their website.

    As you work through your proofread, you’ll see that writers use capitalisation differently. For example, one writer might write ‘risk management framework’ and another will write ‘Risk Management Framework’. 

    Making capitalisation consistent is a tricky job when there are dozens of industry-specific words that are both upper case and lower case throughout the report.

    This is where I use my  checklist process again.

    Get out your trusty notepad and write down every capitalised word you see as you proofread. When you spot a lower-case word that looks wrong, write that down too. 

    After you’re done, it’s time to make decisions. Make an informed call on capitalisations using the resources already discussed. 

    Now repeat the process you used for acronyms and abbreviations. Search the entire report in either Word or PDF for the word or term, and ensure each one is consistently lower case or capitalised.

    This type of search function enables you to do a perfect edit on capitalised terms.

    Man with headache when he's going to proofread an annual report

    Capitalisation in director bios

    A common mistake when editing annual reports is the capitalisation of former titles in directors’ biographies.

    Use this rule to ensure you never get it wrong:

    Capitalise current titles and lower case former titles. 

     

    Read carefully to ensure you’re identifying former and current roles in the bios. Following is an example.

    Jane Smith joined the Board as a Non-executive Director in 2020. Her past roles include director of XYZ, chairperson of the PQR Foundation and partner in X&M.

    Eliminate these words from the report

    Two words are red flags when you edit an annual report. They are ‘above’ and ‘below’.

    Writers will often refer to a table, or a point they’ve made previously, with directives such as ‘see the table below’ or ‘as explained above’.

    You’re probably wondering why this is a problem.

    After the designer lays out the report, these words or the item they’re referring to can end up on another page.  Neither the writer nor the editor knows where the page breaks will fall when they’re writing or proofing the report. 

    The ‘table below’ may not be below any longer – but at the top the next page. 

    So when you eliminate these words you’re avoiding  potential errors.

    You’ve likely seen this yourself in published material. It’s a common error in publications with tight deadlines.

    There’s a simple fix for this. Substitute above and below for words such as ‘following’ and ‘previous’. Even ‘here’ can work.

    For example: ‘See the following table,’ and ‘where mentioned previously’ work because it doesn’t matter whether content has flowed onto the next page.

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    sets the standard

    Check out these websites for more information on annual reports

    Read CPA [Chartered Practising Accountants] Australia on Understanding Annual Reports.

    See the Australian Government’s Annual reports for Commonwealth companies for guidelines on writing and publishing annual reports, plus templates to help.

    Check out the design experts at  Twelve Creative for all your annual report needs.

    Want to know more?

    Are you after more information on writing or editing annual reports? Great! Check out my blog post: 6 annual report writing tips from a professional editor.

    If you want to read about blogs for business Does my business need a blog is a great place to start.

    Or, if you’ve been thinking about implementing an SEO strategy, read Is SEO really needed first.

    If your annual report needs work or a thorough edit, I’m here for you! Just press the black button below.

    Your business is important

    Let's find the right words for your brand.
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    About Sharon Lapkin

    Sharon is a content writer and award-winning editor. After acquiring two masters degrees (one in education and one in editing and comms) she worked in the publishing industry for more than 12 years. A number of major publishing accomplishments came her way, including the eighth edition of Cookery the Australian Way (more than a million copies sold across its eight editions), before she moved into corporate publishing.

    Sharon worked in senior roles in medical colleges and educational organisations until 2017. Then she left her role as editorial services manager for the corporate arm of a university and founded Textshop Content – a content writing and copyediting agency that provides services to Australia’s leading universities and companies.

  • How to unblock writer’s block

    Woman standing on beach at edge of water holding sarong above her head in relaxed carefree mode.

    How to unblock writer’s block

    By Sharon Lapkin

    Most of us are not as lucky as Nobel Prize laureate William Faulkner, who said he only wrote when he was inspired – which happened to be at 9 am every morning.

    Working out how to unblock writer’s block can be difficult when you’re stuck in the middle of it. It disrupts your workflow and undermines your self-confidence. It can also lead to more serious health issues when frustration turns into self-doubt, stress and anxiety. 

    So what can you do to unblock writer’s block? 

    Here are seven evidence-based ways to get you moving again.

    1. Do some mindless work

    Have you ever noticed that a great creative idea comes to you when you’re doing something mundane like taking a shower or washing the floor?  

    More than a decade ago researchers Kimberly Elsbach and Andrew Hargadon, from the University of California, proposed that creativity could be enhanced by episodes of mindless work.

    They pointed to studies by Alice Isen that demonstrated there were improved problem-solving and unusual word association among workers with demanding jobs when they incorporated mindless tasks into their daily workflows. These included photocopying, cleaning and unpacking supplies. 

    Man watering garden while trying to work out how to unblock writer's block.

    This evidence suggests that going offline will help get your brain working in innovative ways.

    It helps to do something simple and easy.

    Put space between yourself and the task at hand.

    Pull some weeds out of the garden, prune the hedge, go for a walk, or do a simple cleaning or tidying task. 

    Note, though, that mindless work

    doesn’t include participating in social media, even if you’re only reading other people’s posts. This type of online activity simply substitutes cognitive tasks with visual distractions.

    2. Write to yourself

    In his 50s author Graham Greene encountered writer’s block for the first time.

    He discovered that keeping a dream journal provided an avenue for expression that freed him from conscious anxiety.

    Free writing, stream of consciousness writing and brainstorming are all exercises that enable us to write to ourselves without fear of judgement from others.

    This can free up obstructions and impediments, and clear the way for fearless creativity.

    Self doubt and lack of confidence can drive creativity to ground, so developing ways to protect yourself when you need support can help keep you on task when you don’t want to deal with criticism. And let’s face it we all have times when naysayers can affect our confidence.

    This creative activity is good if you’re working on how to unblock writer’s block.

    3. Get granular

    Forget the big picture for the time being.

    Drill down to the details and focus on one issue at a time. Write a list of all the things you should have done this week, even if they’re not work-related, and work through them crossing off each item as it’s completed.  

    Purchase a personal planner, or organiser, and map out your entire day or week. Buy planner stickers and use them to mark up important events in your planner.

     

    Get structured and organised. Don’t worry if it’s not your usual style, try it anyway.

    Inserting order into your daily timetable, even if it’s a temporary fix, can help minimise any chaos that might be crippling your creativity. 

    That feeling you get when you complete something that’s been hanging around for ages might be the kickstart you’ve been waiting for. 

    Notepad and pens on a desk for working out how to unblock writer's block.

    4. Ask yourself questions and set a deadline

    Write questions to yourself.

    Who is my audience?

    What do l need to deliver?

    Does my interpretation correlate with what my manager wants?   

    Asking the right questions will help clarify the project and identify any red herrings. Examine your answers and ask more questions if necessary.

    If discrepancies arise between your questions and answers, consider how to resolve them and collaborate with colleagues if necessary. 

    If you don’t have a deadline, set one for yourself. Don’t set yourself up for failure though.

    Put realistic pressure on yourself to give ‘you’ a little push. For example, make an appointment for the day following your deadline so there are real-life consequences if you don’t meet it. 

    5. Redesign the task

    Does your thinking start with a conclusion? Indian philosopher J.Krishnamurti said that ‘to think from a conclusion is not to think at all’.

    He explained that it was ‘because the mind starts from a conclusion, from a belief, from experience, from knowledge, that it gets caught in routine, in the net of habit.’

    Does this sound like you? If it does, discard your conclusion and redesign the task.

    Skip the beginning and start at the end. Work backwards. Tip your ideas upside down and dive into the creative process anew.

    Work through your process to arrive at the conclusion – don’t allow your thinking to become routine and habitual. 

    How to unblock your writer’s block is becoming clearer, right?

    6. Take care of your brain

    When the brain’s frontal lobe, or Broca’s area, is damaged, it can result in aphasia. This is an impairment of the mind’s language capacity that hinders speech.

    When writer’s block affects writers, it results in an inability to write down the words they want – to make connections and create stories. 

    For several years, neurologists have produced studies demonstrating that the prefrontal cortex is crucial to creative thinking.

    More recently, a series of clinical observations has emerged that demonstrates the ‘facilitation of artistic production in patients with neurodegenerative diseases affecting the FTD [prefrontal cortex]’, such as frontotemporal dementia.  

    This fascinating paradox is being examined further, but what we can take away from the research is that brain health is complex and essential to cognitive reasoning. 

    Fruit, veges, grains, fish and olive oil that contribute to working out how to unblock writer's block.

    Eat well for brain health

    Good diet is one important way to keep your brain healthy and functioning optimally.   

    Dr Jenny Brockis wrote in Better Brain Health, that while it’s beneficial to eat particular foods for brain health, it’s the combination of different foods, or the diet in general, that matters most.  

    So look at a Mediterranean-style diet, as well as the components of it, such as leafy greens, vegetables, fish, olive oil, whole grains, nuts and healthy fats.

    Put them all together in a consistent way and make eating for brain health a regular part of your life, not a novelty or fad. A healthy diet will provide benefits for many other aspects of your life as well as brain health.

    7. Creativity needs sleep

    Keeping your brain healthy is also dependant on getting enough sleep. A little more sleep could also help you unblock writer’s block. 

    Years ago, a report in Springer’s nature journal concluded that sleep played a major role in the development of insight.

    By consolidating recent memories it is possible, the authors concluded, that the ‘representational structure’ of memories is changed during sleep and this process allows ‘insight’ to develop. 

    We also know from tests over a long period of time that divergent thinking, which is cognitive method used to generate multiple ideas about a topic and explore lots of different solutions, diminishes when people are sleep-deprived.

    Most of us also know, through our own experience, that vivid insights can be experienced when people are sleeping or just waking.

    Woman sleeping and dreaming about how to unblock her writer's block.

    According to the US National Heart, Lung and Blood Institute, sleep deficiency can have detrimental effects on our bodies, including our brains. It is linked to increased heart disease, kidney disease, high blood pressure, diabetes and stroke.  

    The bad news doesn’t stop there. Not getting enough sleep is also linked to human error and serious accidents.

    This is because sleep helps the brain to function properly, and a lack of it can make it difficult to make decisions, solve problems, control emotions and minimise risk-taking behaviour. 

    How much sleep do you need? Experts say it varies across individuals, but six hours is generally too little and eight hours is usually adequate.

    This is not to say that some people won’t need 10 hours sleep a night to function optimally. 

    Is it more than writer's block?

     Sometimes a prolonged inability to be creative can be a sign that something else is wrong.

    It’s important to differentiate between, for example, depression and writer’s block.

    For some people, trying to work out how to unblock writer’s block is not straightforward. If you think there may be more to your writer’s block than a temporary lapse of focus and motivation, you should seek expert medical advice.

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  • 6 annual report writing tips from a professional editor

    6 common errors in annual reports

    6 annual report writing tips from a professional editor

    By Sharon Lapkin

    A company’s annual report is an important and ongoing component of its corporate financial reporting. It provides information to shareholders and other stakeholders about the company’s financial performance over the past year.

    Following are my six most important annual report writing tips. They include common errors that I’ve seen over the past 14 years as an editor, and my advice on how to avoid them.

    Annual reports are publicly available, so they’re the public face of the company.

    They provide transparency about the activities of the company over the previous 12 months, and are an opportunity to showcase the company’s success, community work and global conscience.

    Prospective investors, creditors, analysts, employees, and any other interested parties, can study and analyse the company’s growth. They can read about its ability to pay its suppliers, whether it makes a profit and what proportion of its earnings is retained to develop the company. 

    Now (after a little quote from Warren Buffet) let’s take a look at my annual report writing tips.

    When I take a look at a company’s annual report,

    if I don’t understand it, they don’t want me to understand it.

    – Warren Buffett

    Smooth out the inconsistencies

    Figure number one above a highrise building showing first tip in annual report writing tips.

    Annual reports are usually multi-authored, and this can create consistency issues.

    Each section writer has a different writing style, and these contributing writers are often not aware of what others are writing.

    Readers suffer the consequences of this disconnect. They grow tired of the inconsistencies and instead of reading on, they flick through the pages to check they’re not missing vital information then close the report.

    The annual report isn’t the place to tell stories – or the place to take three pages to say something you could say in one. It’s a dynamic publication – one that presents information in clear unambiguous terms, without rambling or repetition. 

    A good annual report addresses all stakeholders, and presents precise information in informative and interesting ways.

    Minimise jargon and acronyms

    Figure number 2 above a highrise building showing second tip in annual report writing tips.

    Using industry-specific jargon and acronyms is the easiest way to communicate if you work in-house.

    Your work colleagues all understand this codified way of communicating. But when it comes to the company annual report, please don’t do it. It’s a sure-fire way to alienate and lose readers.

    If you need to use industry-specific terms, acronyms and abbreviations, spell out the short form in the first instance and then use that short form thereafter. See this practice in the following example.

    A new LMS (learning management system) was installed in July this year, and by early August the LMS was fully functional.

    If you haven’t repeated the short form (LMS) for a few pages and are not sure readers will remember its meaning do the following:

    The LMS [learning management system] was an expensive investment.

    The conventional use of square brackets is for editorial comment. In this case you’re reminding the reader what LMS stands for. Don’t do it too often; however, it’s a good save to help your readers.

    Also create a glossary in your annual report that includes explanations and definitions of these terms for your readers. But don’t forget to tell them where it is. Add ‘See Glossary’ in round brackets after terms that need clarifying, and ensure the Glossary is in the report’s Table of Contents with a page number.

    Finding these annual report writing tips useful? Great! Keep reading.

    Be forthright

    Figure number 3 above a highrise building showing third tip in annual report writing tips

    Transparency is your keyword.

    Don’t leave out meaningful analysis in your annual report.

    If your company’s performance has been poor, or there’s been an unfortunate work accident, be upfront and address it.

    A good writer, together with a good editor, is a great support here.

    Work with them and rely on their expertise to communicate this type of information in the most appropriate way. 

    Don't leave it all to the designer

    Figure number 4 above a highrise building

    Don’t hire a graphic designer and think you’ve got the project covered.

    Designers aren’t responsible for grammar or punctuation, or for the factual accuracy of the content you give them. Remember, a designer is an intrinsic part of the team, but you also need an editor.

    A professional editor will work with your writer/s or project manager and they will know when and how to raise queries.

    Good editors know how a designer works. They know how text and graphics should sit on a page, and they work with the designer to fit your content perfectly. Page fitting is a tricky skill and a vital part of an editor’s toolkit.

    The designer and editor work collaboratively to make your annual report a professional publication. Every page is perfectly pitched and error-free, and you can trust that your annual report writing is being treated with respect.

    Leave the numbers to the accountants

    Figure number 5 above a highrise building showing fifth tip in annual report writing tips.

    But what about the numbers?

    An accountant prepares the financial information in an annual report. If it’s a large company, it may be a team of accountants.

    A lawyer may also be involved in preparing the financial and legislative content. A professionally trained editor knows how to work with subject-matter experts, such as lawyers and accountants.

    Editors won’t edit the financials in an annual report. Instead, they’ll leave queries for the accountant and/or lawyer if something doesn’t look correct or appears to be missing.

    This is the most important annual report writing tip because meddling with accountant’s numbers will get you into a world of mess.

    Pulling it all together without errors

    Figure number 6 above a highrise building.

    With so many people contributing to an annual report, it’s possible that a single company employee will struggle to pull it all together at the end of the writing process.

    A company employee can overlook, for example, the text on the spine of their company’s annual report. They might even send it to the printer unchecked. Yes! Unfortunately, I’ve seen this happen.

    More than 1,000 copies were printed with the wrong date on the spine because the designer hadn’t updated the template from the previous year.

    Spine errors are one of the commonest mistakes in publishing, and the consequences are always embarrassing and expensive.

    This is why a professional editor is invaluable. Their checklists cover every aspect of the publishing process and they perform an extensive prepress check for you.

    When they sign off your annual report, you’ll be confident it’s error-free and ready to publish. That last-minute check of the spine has been done too!

    Before you go

    I hope you’ve found these annual report writing tips useful.

    For more information on the requirements of an annual report go to the CPA [Chartered Practising Accountants] website.

    If you’d like to read more great tips on editing reports check out How to edit an annual report.

    You might also want to read about the unique method I use when editing reports in How to copyedit like an expert.

    Invest in a copyeditor and make your annual report shine

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  • The library Michelangelo designed

    Close-up view of columns and stairs leading to Michelangelo's library.

    The library Michelangelo designed

    By Sharon Lapkin *

    A few years ago, I attended a writing workshop in Florence’s historical district of San Niccolo. The location was perfect for exploring the quieter, non-touristy parts of Firenze.

    The magnificent Bardini Gardens were nearby, and it was an exhilerating walk up the hill to Basilica San Miniato al Monte and Piazza Michelangelo.

    One sun-drenched Florentine morning, I found time to set off in search of a unique library I’d wanted to visit for years. Starting out at the Ponte a San Niccolo, a bridge spanning the Arno River, I meandered through the ancient streets for a couple of kilometres until I reached my destination. 

    The Laurentian Library, also known as the Biblioteca Medicea Laurenzia (and the library Michelangelo designed), is adjacent to the Basilica di San Lorenzo, which is the second largest church in Florence.

    When I arrived at the Brunelleschi courtyard it was bathed in soft, muted light and carpeted in velvet green grass. Nuns coming and going through small brown doors were mostly silent or whispering to each other.

    Then a window was pushed heavenward and a smiling nun began selling tickets to visit the library Michelangelo designed.

    The library Michelangelo designed in Florence from the outside
    The Brunelleschi cloister, with entrance to the library in the far left corner.

    After securing my admission, I walked up some plain wooden stairs to the entrance of the library. It was an unremarkable door in the corner on the first floor and it provided no clue about the incalculable treasure behind it. I might have been walking into a storeroom.

    Michelangelo's David

    On my last visit to Florence, I’d stood at the feet of Michelangelo’s David in the Accademia Gallery and couldn’t find any words.  

    Weighing more than 560 kilograms and standing almost 14 feet tall, David is carved from a single block of white marble.

    Michelangelo had a deep knowledge of human anatomy, and he acquired this skill from participating in public dissections.

    As a young teenager he joined the court of Lorenzo de’ Medici and became acquainted with the physician–philosopher members there. It wouldn’t have surprised anybody that by the age of 18, he was performing his own dissections.

    The pulsing veins on the back of David’s hands are testament to Michaelangelo’s understanding of anatomy. So are the flexed muscles juxtaposed against David’s beautifully contoured limbs. 

    In 1501, when Michelangelo began to carve David, he was only 26 years old. 

    Over the next three years he worked in secret, often at the expense of his health.

    His biographer, Ascanio Condivi, wrote that Michelangelo barely ate during this time. He snatched brief naps while fully clothed between bouts of work.

    View into Michelangelo's library from the entrance.
    Looking down the tiled hall to the entrance of the reading room.

    Finally, on 14 May 1504, David was ready to be moved to his first home, the Piazza della Signoria. And it took 40 men to push the statue there on a large wooden cart.

    The beginning of the library Michelangelo designed

    A lauded architect, painter and sculptor, it wasn’t until 19 years later that Michelangelo began sketching the design of the Laurentian Library.

    Construction began on the library in 1524, and continued until he left Florence for Rome in 1534.

    After his departure, Michelangelo’s followers – Medici court artist Giorgio Vasari and Bartolommeo Ammannati – continued with the construction of the library. They based their work on plans and verbal instructions from Michelangelo.

    The library designed by Michelangelo was finally opened in 1571. It was 37 years after Michelangelo left Florence and seven years after his death. 

    Michelangelo's staircase to heaven

    The vestibule, or entrance hall, of the library is almost overtaken by a colossal staircase. It’s composed of three adjoining flights that ascend to the library.

    Built by Ammannati in 1559, he used a clay model created by Michelangelo as a guide.

    The staircase design is said to have come to Michelangelo in a dream. The three flights of stairs are composed of smooth grey sandstone and plaster, and the centre flight is convex with three complete elliptical steps at the base.

    On exiting the library, the steps look like lava waiting to float you down to the level below. It’s a remarkable effect and characteristic of Mannerist (or Late Renaissance) architecture for which Michelangelo is well known.

    The multiple staircase leading to the library that Michelangelo designed.
    The entry with its three flights of stairs was designed my Michelangelo.
    The main staircase to the library that Michelangelo designed.
    The design for the stairs is said to have come to Michelangelo in a dream.

    The purpose of the library

    Michelangelo designed the Laurentian Library for Medici Pope Clemente VII. The library’s purpose was to store 11,000 manuscripts and 4,500 early printed books collected by Cosimo the Elder and Lorenzo the Magnificent.

    It’s considered to be one of the most valuable collections of ancient manuscripts in the world. Manuscripts and books were organised by subject, and a panel attached to each lectern displayed a table of contents that are read from the centre aisle.

    The books and manuscripts lay on shelves built into the lectern, while a sloping platform allowed the reader to position their reading material.

    The Laurentian Library was a chained library, which was a common feature of public libraries in the Middle Ages when books were scarce and valuable. 

    Shelves and seats in the library Michelangelo designed.
    Functional lecterns support both seats and desks.
    Shelves and seats in the library Michelangelo designed.
    Books were chained in the space under the reading slope for easy access.

    It’s long rectangular reading room has simple well-defined lines. The reading desks, which sit effortlessly in ordered rows, are set off by ancient red and white terracotta floor tiles that reflect the rust-coloured tones of the timber. All of this is complemented by stained glass windows that run the length of the reading room on both sides.

    The linden wood ceiling is glorious. It was carved between 1548–1550, using early drawings by Michelangelo. And the entire space is transformed into a visual tapestry of familiar rustic tones when warm sunlight streams through the windows.

    These superb architectural elements blend so harmoniously with the practical seating and reading arrangements that you feel as if you’re in a great cathedral. 

    Rare and ancient manuscripts

    Among the ancient and rare manuscripts in the Laurentian Library collection are Tacitus, Pliny, Aeschylus, Sophocles and Quintilian.

    The Codex of Vergil is also there, along with the oldest extant copy of Justinian’s Corpus Iuris Civilis.

    One of the most fascinating acquisitions is an early complete collection of Plato’s dialogues. It’s one of only three in existence.

    Single carved post supporting both reading table and seat in the library Michelangelo designed.
    A lectern with a list of contents that can be read from the centre aisle.

    The library Michelangelo designed is now owned by the Italian Ministry of Cultural Heritage and Activities. Unfortunately, it’s open only on selected weekdays.

    Don’t expect to see crowds of visitors, as this is a place of study and research. The library encourages conservation and study of its manuscript and rare book collection.

    If you manage to find your way to Michelangelo’s library, it will stay with you long after you leave the warmth of the Brunelleschi cloister.

    Take a tour of the Laurentian Library in Florence.

    Smarthistory (2011). Laurentian Library.

    How to find the library Michelangelo designed in Florence.

    Before you go read this ...

    If you love ancient libraries, you might also like to read Searching for Rome’s oldest public library.

    If you want to travel slowly, savour the moments and connect with locals, check out How to have a slow travel experience.

    And if you’re keen to write about authentic slow travel jump into my Slow travel writing tips and experiences.

    Your business is important

    Let's find the right words for your brand.
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    About Sharon Lapkin

    Sharon is a content writer and award-winning editor. After acquiring two masters degrees (one in education and one in editing and comms) she worked in the publishing industry for more than 12 years. A number of major publishing accomplishments came her way, including the eighth edition of Cookery the Australian Way (more than a million copies sold across its eight editions), before she moved into the busy world of corporate publishing.

    Sharon worked in senior roles in medical colleges and educational organisations until 2017. Then she left her role as editorial services manager for the corporate arm of a university and founded Textshop Content – a content writing and copyediting agency that provides services to Australia’s leading universities and companies.

  • Guide to Aboriginal and Torres Strait Islander terminology

    Delicate pastel-coloured Indigenous dot painting

    Guide to Aboriginal and Torres Strait Islander terminology

    ✻ By Sharon Lapkin

    This Guide to Aboriginal and Torres Strait Islander terminology reflects the culture and beliefs of First Nations Australians.

    Aboriginal and Torres Strait Islander peoples have unique languages, knowledge systems and beliefs, and these understandings vary between groups.

    Currently, there are more than 500 different communities or nations across Australia and, in 2019, more than 150 Aboriginal and Torres Strait Islander languages were being spoken at home.

    While non-Indigenous writers and editors can find it difficult to identify appropriate terminology, it’s important to know there’s no single culture in the Aboriginal and Torres Strait Islander nations and communities.

    What’s defined as appropriate usage depends on the preferences of different groups of people.

    This Guide to Aboriginal and Torres Strait Islander terminology is based on my 14 years experience in educational publishing. It also includes research from Reconciliation Australia, the Australian Institute of Aboriginal and Torres Strait Islander Studies and Common Ground.

    I was privileged to work alongside Aboriginal and Torres Strait Islander peoples across Australia when I was researching my Masters of Education thesis, and throughout my publishing career.

    This Guide to Aboriginal and Torres Strait Islander terminology was last updated on 11 July 2021.

    Aborigine or Aboriginal

    Aborigine is a noun meaning one of the first inhabitants of a country.

    However, in Australia the term ‘Aborigine’ is increasingly considered outdated and inappropriate because it has racist connotations from Australia’s colonial past.

    Many Aboriginal people have called for the word to be dropped. 

    Some publications, such as The Australian newspaper, still use this term, but it’s best not to join them.

    Aboriginal is an adjective that  people sometimes use as a noun.

    It’s appropriate to use terms such as Aboriginal person, Aboriginal people and Aboriginal community.

    You can call an Aboriginal person an Aboriginal, but keep in mind that it isn’t yet accepted by the Macquarie Dictionary.

    Indigenous drawing of a lizard for Guide to Aboriginal and Torres Strait Islander terminology

    Acknowledgements

    The ‘Welcome to Country’ is not formally an acknowledgement and can be found further down this A–Z page.

    Welcome to Country is delivered by Aboriginal or Torres Strait Islander peoples; whereas, the following acknowledgements can be delivered by them as well as non-Indigenous people.

    Indigenous painting of a circle for Guidelines for Indigenous Australian terminology

    Acknowledgement of Country

    The ‘Acknowledgement of Country’ is delivered to show respect for the Traditional Owners and the Aboriginal and Torres Strait Islander peoples and their connection to the land you are living and working on.

    It’s usually delivered at the beginning of a meeting, speech or other formal occasion. The acknowledgement can be adapted for printing in books and on websites, as shown in ‘Other acknowledgements’.

    For Aboriginal and Torres Strait Islanders, ‘country’ means more than owning land or being connected to it.

    In the words of Professor Mick Dodson, it means the “values, places, resources, stories and cultural obligations” associated with the area being acknowledged.

    There is no set protocol or wording for an Acknowledgement of Country, but Reconciliation Australia recommends the two following versions.

    General: I’d like to begin by acknowledging the Traditional Owners of the land on which we meet today. I would also like to pay my respects to Elders past and present.

    Specific: I’d like to begin by acknowledging the Traditional Owners of the land on which we meet today, the (people) of the (nation) and pay my respects to Elders past and present.

    Other acknowledgements

    To include an Acknowledgement of Country in a printed document such as a book, report, or website and email, Creative Spirits recommends the following practices.

    In printed publications, if possible, place the acknowledgement in a significant place on the inside front cover. 

    For websites and emails place a more concise acknowledgement that references your business or organisations’ respect for the Aboriginal and Torres Strait Islander peoples who are the Traditional Owners of the land on which you live and work.

    Beliefs

    Aboriginal and Torres Strait Islander peoples’ beliefs should never be referred to as ‘myth’, ‘folklore’ or ‘legend’.

    Black, blackfella

    Don’t call a First Nations person a Black. You might hear them using the term among themselves, but don’t use it yourself.

    Many of them consider it highly offensive when a non-Indigenous person uses this term. Colonial books were littered with these references.

    Blackfella is another informal term used among First Nations peoples but, again, it’s not appropriate for non-Indigenous people to use this word – even if they’re a whitefella.

    You may have heard Black and blackfella used in friendly ways by First Nations peoples, but context is everything. 

    Be aware that our inferences can miss nuances we can’t see, or aren’t aware of, as non-Indigenous people.

    Copyright problems for First Nations stories

    First Nations peoples’ Dreaming stories and teachings have been told by word-of-mouth for thousands of years. 

    Some of these stories are sacred and fiercely guarded. They are stories that connect the people to their community, their land and their survival.

    Modern copyright laws don’t protect oral First Nations peoples’ stories from being rewritten or retold inappropriately or even inaccurately.

    There is no legal requirement to obtain consent to publish a story owned by a community.

    The takeaway here is not to rewrite or retell First Nations peoples’ stories without prior consent from the community that owns the story.

    If you don’t know anybody from the community, seek advice from an Aboriginal and Torres Strait Islander or one of their representative organisations.

    Indigenous drawing of a kangaroo

    Dreaming/Dreamtime

    ‘Dreaming’ can refer to a system of spiritual beliefs and is capitalised when used in this way. 

    ‘Dreamtime’ is diminishing in use, as it is believed to refer to the past.

    First nations

    First Nations is always capitalised. It refers to the collective of individual Aboriginal and Torres Strait Islander nations within Australia.

    It is also used when referring to some of those nations.

    First Nations languages

    Words and names from First Nations’ languages are Australian languages. Don’t italicise them as you would foreign words and names.

    First Peoples/First Nations Australians

    The name First Peoples is preferred to the term ‘Indigenous people’.

    ‘First Nations Australians’ is used as a synonym for Aboriginal and Torres Strait Islander peoples.

    However, due to the diversity within these two groups, any use of specific terminology should be discussed with the communities concerned.

    Indigenous and non-Indigenous people

    Be aware that referring to Aboriginal or Torres Strait Islander peoples as Indigenous isn’t okay with everybody.

    Many people and organisations accept it as a broad term synonymous with Aboriginal and Torres Strait Islander peoples.

    The federal government has also embedded the term into its policies and literature.

    Australia’s national broadcaster, the ABC, regularly also uses the ‘Indigenous’.

    But not all Aboriginal and Torres Strait Islanders are happy to be referred to as Indigenous.

    For a long time, ‘Indigenous’ was a scientific term used to categorise Aboriginal and Torres Strait Islander peoples as part of the fauna and flora of Australia.

    People who aren’t Aboriginal or Torres Strait Islanders are referred to as non-Indigenous.

    Replace ‘Indigenous’ with First Nations Australians and Aboriginal and Torres Strait Islander peoples. 

    Indigenous drawing of a lizard for Guide to Aboriginal and Torres Strait Islander terminology

    Indigenous content warnings – how to write them

    Bereavement practices (also known as ‘sorry business’) vary between communities, but there is a common rule that first names, images and voice recordings of deceased First Nation’s peoples are not permitted to be seen or heard.

    The practice is very old and is based on the belief that saying a dead person’s first name, seeing their image or hearing their voice after death would recall and disturb their spirit.

    This can be challenging if you work in publishing because it can be difficult, for example, to determine whether any deceased people are in a group photo included in a book, magazine or article.

    In these situations, we should do our best to ensure all people depicted in an image or recorded in an audio are living.

    Permission can be sought from the deceased person’s family to publish their name, image or voice.

    Because it can be difficult to confirm whether people have passed away, we insert an ‘Indigenous warning’ at the front of written and recorded content such as books, journals, online articles, video recordings and television shows.

    Particular care should be taken to use appropriate First Nations peoples’ terminology in an Indigenous warning.

    EXAMPLES of INDIGENOUS WARNINGS

    Please note: Aboriginal and Torres Strait Islander peoples should be aware that this website may contain images, voices or names of deceased persons in photographs, film, audio recordings or printed material.

    – AIATSIS (Australian Institute of Aboriginal and Torres Strait Islander Studies)

    WARNING: Readers are notified that this publication may contain names or images of deceased persons.

    – ANU Press

    Aboriginal and Torres Strait Islander peoples should be aware that this website contains images, names and voices of deceased persons.

    – Australian Government, Anzac Portal

    Indigenous drawing of two turtles

    Languages

    There are hundreds of First Nations languages and many are still in use today.

     Languages that are not currently in use are referred to as ‘sleeping’ not ‘extinct’.

    Leaders or Elders?

    A leader is not an Elder.

    Take care not to nominate somebody who is speaking to you on behalf of others in their community as a leader.

    Also, don’t assume that an elderly First Nations’ person is an Elder.

    In Aboriginal and Torres Strait Islander communities, Elders are not powerful or privileged.

    They’re people who are held in high esteem and respected within their families or communities.

    Elders are often referred to in their communities as Aunty or Uncle.

    While hundreds of different groups, communities, organisations and nations live in Australia, there isn’t one person who speaks on behalf of them all. 

    Local names for people from particular regions across Australia

    When writing about a specific group, it’s more respectful to use their nation, community or island name.

    The Guide for Aboriginal and Torres Strait Islander terminology advises you to check with a local group or organisation before using the following terms. 

    Anangu are people from South-West Central Australia – the Pitjantjatjara, Yankunytjatjara, Nyangatjatjara and Ngaanyatjarra Nations.

    Koorie are people from NSW and Victoria, and some parts of Tasmania.

    Murrie are people from Queensland and some parts of NSW.

    Nunga are people from the southern region of South Australia.

    Noongar are people from the South-West region of WA.

    Palawa are people from Tasmania.

    People or peoples

    The most appropriate term to use for Aboriginal people and Torres Strait Islander people is Aboriginal and Torres Strait Islander peoples.

    It’s peoples because it’s two nations of people.

    Don’t assume that all First Nations peoples living in Australia are Aboriginal, and that you can use that term when referring specifically to mainland people. In the 2011 Census, 52,616 people living in Australia identified as being of Torres Strait Islander origin.

    Do not abbreviate to ATSI or TSI. Always write these in full.

    Don’t use ‘Australian Indigenous peoples’ or ‘our Aboriginal peoples’ as both imply ownership.

    I use the term Aboriginal and Torres Straight Islander peoples. It’s a lengthy term if repeated more than once in a paragraph, but it’s the appropriate way to refer to First Nations Australians.

    Indigenous drawing of a lizard for Guide to Aboriginal and Torres Strait Islander terminology

    Using appropriate Aboriginal and Torres Strait Islander terminology

    First Nations languages

    Aboriginal person/people

    Torres Strait Islander person/people

    Creation/Dreaming stories

    First Nations peoples

    spirituality

    Aboriginal nations

    language groups

    First Nations Australians

    the Dreaming/s

    teachings

    First Nations

    gone missing (not walkabout)

    Aboriginal communities

    Stolen Generation 

    Traditional Owner 

    Custodian 

    Elder 

    Aunty/Uncle 

    legends (Torres Strait Islander People only)

    Welcome to Country

    Aboriginal and Torres Strait Islander peoples have been welcoming visitors to Country for thousands of years.

    The welcome is delivered by Traditional Owners or First Nations peoples who have permission from the Traditional Owners.

    It is delivered at the beginning of formal events and can be a speech, smoking ceremony, song or a dance.

    References and links

    Arts Council of Australia – Protocols for producing Indigenous Australian writing

    Australian Institute of Aboriginal and Torres Strait Islander Studies – Ethical publishing guidelines

     Australians Together –  Language and Terminology Guide

    Reconciliation Australia –Share our pride

    The Torres Strait Regional Authority (TSRA) website

     Guidance on communication with First Nations peoples – AIATSIS Ethical Research Guidelines

    A note from me

    If you’d like to contribute to these Guidelines on Aboriginal and Torres Strait Islander terminology, or discuss any of the topics here, please don’t hesitate to contact me on the button below. 

    The Australian Government Style Manual has recently been updated with a new section on Aboriginal and Torres Strait Islander peoples. If you’re writing for a government department, the terminology in the style manual is mandatory.

    You might also be interested in reading How to make your writing more powerful.

    Last updated 10 July 2021.

    Textshop respectfully acknowledges the past and present Traditional Custodians of this land, and respects their culture and identity, which have been intrinsically connected to the land and sea for thousands of years.