Dealing with errors

Unintended distractions impede communication

My work is about improving the flow of information. To communicate ideas successfully to other people you need to get rid of distractions because they will irritate your audience and divert attention from your message. Errors of fact, errors in grammar and punctuation, inconsistencies in style and infelicities in appearance can all distract your readers.

Strategies for minimising errors

There are three distinct approaches to the problem. They are not alternatives: you need to do them all.

  • Check finished work so as to find the errors in it
  • For each error that you know exists, decide what to do about it
  • Improve working methods so as to reduce the occurrence of errors

The process of finding errors

To find errors that might impede communication you have to think about how the recipient might misunderstand your meaning. You have to look with fresh eyes at the draft publication, examining it for errors, ambiguities and opacities that might cause a reader to waste time trying to fit incorrect but plausible possible meanings to it, or to start thinking about some other aspect of the material that doesn’t relate to the ideas you are trying to convey.

I am excited by the work of identifying errors and infelicities, whether they occur in text, in pictures or in computer source code. I enjoy the mental process involved: the imaginative effort that it takes to put oneself into the position of the reader (or the computer), lacking the background knowledge that would resolve ambiguities, and then to see whether the text still makes sense. I also enjoy the state of total immersion in the task, which is absolutely necessary for this work of polishing and improving – it can’t be done if you have any part of your mind on something else.

It happens that I am rather good at this. As a reader I am very easily distracted and misled by errors in text, even those that many other readers don’t see. They irritate me and make my mind wander away from what the author is trying to say. It can be a real annoyance when I’m reading for information, but this propensity is exactly what gives me the ability to do this sort of work successfully.

See my art pages to understand the connection between the way I think about making (or editing) pictures and the way I edit text or software. There are some surprising parallels here.

Deciding whether errors are worth correcting

To make a thoroughly professional job of preparing a publication you have to do something that is more difficult, and less satisfying, than simply finding the errors – but absolutely necessary. You have to decide, for each error you have found, whether it is worth fixing: whether the risk incurred by making the change is greater than the risk of harm being done by leaving the error in. The hardest thing about this work is having to make a decision to leave a known error uncorrected.

To a person inexperienced in the field it is very hard to see why this should ever be necessary. It is very difficult to persuade authors of text that a correction, although clearly desirable, simply can’t be done – even if the book hasn’t been printed yet. Similarly, restraining junior programmers, especially very able ones, from fixing bugs in software is very difficult. The most important task for the professional handler of errors is to make the right decision about each error and to persuade everyone else involved to accept it.

These are the things we have to weigh when deciding whether to correct an error:

  • How much will the correction cost? How much work will have to be re-done as a consequence of the change? How much delay will be caused? What is the cost of the delay?
  • How much harm would the uncorrected error cause? Can the user or reader, although perhaps annoyed by it, work around it without serious inconvenience? How much will the presence of the error harm our reputation or weaken the case we are trying to make?
  • What new errors do we risk introducing in our efforts to correct this one? Are we likely to notice them in the time we have left to re-check the final result? What is the risk that they turn out to be worse – more harmful – errors than this one?

In the software industry this decision process is commonly referred to by a term borrowed from the field of emergency medicine: triage. It is usually the responsibility of a release manager working in conjunction with a product manager. I have done a lot of work in this area.

Preventing errors from occurring

Dealing with errors in a publication is in some ways analogous to the job of testing and debugging a software system. To communicate successfully with a computer you need to avoid making errors of logic that will mislead it. This is not very different, conceptually, from the process of eliminating errors in the text and layout of publications to prevent them misleading human readers. As a software engineer I spent a lot of my time worrying about errors and devising ways of preventing them appearing, and I became an advocate for the use of configuration management systems, portable programming techniques and coding standards long before the need for these things was generally taken for granted. I learned some valuable lessons from this, many of which I believe are applicable in publishing also.

Since I began my career in the software industry in the early 1980s I have seen huge advances in the understanding of error prevention and in the general acceptance of systems and working practices that help with it. In the 1980s and early 1990s some respected software developers would argue passionately against the use of a source code control system on the grounds that it stifled their creativity, or object to running nightly builds and automated tests on the grounds that they wasted resources. This kind of thing is much less common today. I believe the same kind of change will eventually happen in the publishing industry also.

Feedroll proves disappointing

I’m disappointed to see that the new RSS feed on my website doesn’t seem to update very quickly. This post is really just to see whether I can provoke it into doing something…

Updated personal website

Now its the turn of my own website. I’ve done the redesign and finished the work-releated pages. Some of the other stuff – local politics and so on – is not done yet but Ive decided to go ahead and upload the new site because the old version was horribly out of date, and even in its unfinished state I think the new one is better.

Comments on the doodle that decorates the page headings would be welcome. I cant decide whether it’s a good idea or not.

Renoir landscapes at the National Gallery

Monet is better! Really Renoir should have done figures all along. (They show two early works of theirs side by side and it’s obvious.) But some of Renoir’s work is very good – especially later ones with less distracting stuff in them, just lots of vegetation.

Sometimes it looks as though he has turned up the Shadows/Highlights filter in Photoshop too high – shadow areas aren’t deep enough and they’re too blue.

[ We actually went to this exhibition a week ago last Saturday, but I haven’t fully got into the blogging habit yet so it only just occurred to me that it’s the kind of thing I could post. This is transcribed from my notebook entry at the time. ]

The personal and the public: 10 years on

Ten years ago we brought down the Government, and then we got married. It was a very happy time, all in all. Lots of things are conspiring just now to bring it all back, and to remind us how long it’s been.

There’s Tony Blair’s resignation, of course (I could write a long essay on all the emotions that produces. Maybe another time. I guess there are enough of those essays about at the moment – you don’t need me to add to them).

And this morning I got an email from a friend who did one of the readings at our wedding (a few lines about marriage taken from Four Quartets), asking for a pointer to the text so that he could read it again at someone else’s. So I dug the wedding script out again and spent a happy half-hour wallowing in nostalgia.

Andrew has just installed MediaWiki here so that we can have our own household wiki, for shopping lists and so on — mundane stuff, mostly. (Much cursing during the installation process, which seemed to require a complete OS upgrade on our fileserver. Why are these things always so hard?). So this morning I put the wedding script in as the first page. Seemed a good starting point.

Doesn’t time fly?

Must be Spring

Everyone I know who has a blog seems to have written a new entry in it over the past few days; even those who hadn’t written anything for months. Perhaps they had time because of the Easter holiday.

I’ve started something new too, though in my case it’s displacement activity (I’m writing text for a book and I have to deliver it in a couple of weeks’ time): I’ve finally got tired of being an anonymous editor, and have created myself a Wikipedia account. I was stuck for ages on choosing what to call myself. Naming is so hard to get right.

There is a Posy Simmonds cartoon strip about displacement activities called “Nine to Five”, an ancient copy of which, cut from a newspaper, I’ve just located (the search for it was, of course, a displacement activity in itself). I’m just wrestling with my conscience about copyright issues. I’d love to post a scan of it. As far as I know, it’s no longer available for purchase or download.

del.icio.us

I’ve always ignored del.icio.us because of its silly name (though perhaps as the Managing Director of Little Pink Cloud Ltd I should be less snobbish about such things). Anyway, today I found out that it’s useful. So I’ve started to use it.

Time should leave scars

I lost one of the small sapphires from my engagement ring a few days ago. On closer examination it appears that the ring is quite worn, which is probably why the stone fell out. I wear it all the time alongside my wedding ring so the gold must gradually have abraded.

It must be repaired, of course, but we don’t want the incident to leave no trace. Time should leave scars. The posh assistant at Catherine Jones was rather shocked at our request but the customer is always right – so they are busy on the phone at the moment looking for non-matching replacement stones. The best candidate so far is a pink sapphire.