Hey, writers, who’s your best friend?
Hope you answered along the lines of your style manual, dictionary and style guide.
A style manual and dictionary give you answers to all those grammar, punctuation, spelling, syntax and style itches, but they don’t give you specifics for your business. That’s where a style guide for your organisation fits into the writing process.
Why do you need to develop and use a style guide?
- Make and record style decisions once, rather than having to stop to think every time (or take a guess).
- Provide consistency across all documents and by all writers in your organisation.
- Record any changes or new decisions as you write.
- Set the standards expected of all writers in your organisation.
- Train new writers.
What goes into your style guide?
Each style guide will be unique – simply because it relates to your needs.
- Your ‘default’ references: style manual, dictionary and any other references. I don’t want my writers using serial commas because that’s what the Chicago Style Manual says, but it’s fine if the decision is based on the Australian Style manual recommendation
- Your organisation’s name and its abbreviated form. And whether you refer to the organisation as plural or singular
- Information about the organisation’s colours and logo / tag line, and how they can be used if that is an essential part of your branding
- Capitalisation of names of roles and positions; degree of formality when using personal names
- Date and time format
- Spelling and abbreviation of all specialised terms, and how these are presented
- Formatting styles: fonts, headings, justification, line and paragraph spacing, placement of non-text elements and their captions; tables, lists.
These elements can be encapsulated in a template for specific document types, but it’s wise to refer to them in your style guide.
- How numbers and measurements are written. (Do all writers know how to use a non-breaking space between number and identifier?)
- Referencing methods – footnotes, endnotes, bibliography
How can you set up your style guide?
- Hard copy, and a separate style sheet for each project
- Electronic (searchable, indexed, or with a table of contents)
- Combination – electronic with hard copy style sheet for projects (information can be added to e-version)
Simply begin with a list of the style questions that you meet regularly. Take some time to experiment with different formats. Remember that your style guide is a dynamic document to promote excellent writing – and your business.
If you are a writer, do you ask to see a style guide for your clients? If you’re a business owner, do you have a style guide for your business writing?
17 Responses
Big thanks to Desolie for this great post. I’m putting a style guide together for Copywrite Matters so it’s very timely!
You’ll reap the benefits!
And thanks for asking me to add my ‘clue’ to excellent writing.
Great post Desolie. You have NO idea how many hours I lost when I worked in the utility industry arguing whether it was “powerline” or “power line” The execs couldn’t agree and, frankly, I couldn’t give a stuff as long as it was consistent (also a recent but annual report job I did had the same issue with East Timor or Timor Leste)
Your’e right, Nicole, about consistency. I’ve been known to tell writers that I’d rather they ‘get it wrong’ consistently than write different versions.
It can be a battle convincing the powers that be that it really does matter to their credibility and professionalism.
Thanks, Desolie, Excellent post. I love working with clients who have a style guide in place. Not only does it make my job as copywriter much easier but it’s an indicator of their commitment to quality, consistent communications. I will be sharing your post with some of my “other” clients to help them understand the benefits of having a style guide.
A style guide is not difficult to set up and saves everyone so much time and angst.
Simply start with those items that cause the most pain.
I’d love to hear what response you get from your ‘other’ clients.
Great post Desolie, thanks. An extra tip for creating an electronic style sheet is to create a customised PerfectIt style sheet. Also, for an organisation, a useful way to organise a style guide is through a moderated wiki (where users can comment, but only one person can make actual changes).
cheers
Hilary
Thank you Hilary, for your tips.
Both brilliant suggestions.
Terrific post Desolie. I’ve always found style guides helpful in writing for a specific audience. For example, government language is very different to corporate or institutions like the health profession. Whenever I’ve made a pitch I’ve always found it helpful to hop on down to the library and find a style guide to help me write for my specific audience.
Exactly so, Catherine.
And I’m sure it made a huge difference to your pitch.
Thanks for your words of encouragement 🙂
Awesome stuff Desolie! 🙂
Thank you Marisa – I appreciate such a comment from a highly regarded journalist and editor.
*blinks* Aww thanks hon. That made me laugh.
Super. I’m pleased to see I’ve covered off most things on your list, but a few to add as well. Great and very useful post. Thank you guys.
where can I find a more detaild web-site for style guide..
I reeally need..
Hi Haga. I’ll let Desolie list any specific resources she knows but my first step would be to ask Mr Google. He knows everything, about everything!
Hi Haga
You’ll find an excellent article at intelligentediting.com/resources
While you’re there, check out their PerfectIt software, which includes a style guide template (not sure if it’s free).
Otherwise, a search will turn up some examples for various government and corporate organisations – they may give you some clues about what you need to include in your guide.
BUT make sure you search for ‘writing style guide’, as ‘style guide’ is quite likely to suggest designer’s style guide.
Hope you’re successful in setting yours up.
Desolie