Project management for small business (full sample)
Copy editing and proofreading of a complete guide to implementing effective project management in a small business.
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About this content
Learn about the main concepts of project management, what project managers do, and how your small business can benefit in this easy to understand guide.
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How project management can help your small business
Great products, services, and processes are at the heart of every successful small business. Developing your ideas into something that you can sell requires effort, discipline, and a guided framework to get things right: that framework is project management.
Project management can help you manage many aspects of your small business including product development, testing, customer service, advertising, marketing, payroll, and invoicing. Used well, it's an excellent way to refine, tweak, and create more effective and efficient ways of doing things.
Don't be put off by the rather grandiose title of project management; it's not something that should scare you. At a basic level, it’s really about applied common sense: knowing and planning what needs to happen when, who should do it, and what you expect the outcome to be.
In this article we'll explore some of the main concepts of project management in a small business including:
What is project management?
How does it all fit together?
What does a project manager do?
Tasks and to do lists
Resources and software applications for project management
Benefits you'll get from reading this article include:
Finding out about the key parts of a successful project
Learning how project and task management can help you achieve your business goals
Discovering how everything fits together
Download and try out software to help you with project and task management
What is project management?
Project management is a vast subject and there are hundreds of books, training courses, online resources, and methodologies dedicated to teaching people how to become good project managers. Although you’ll certainly learn a lot from reading books and getting training, there are some simple elements of project management that you can learn without formal courses.
Definitions of project management include:
“Project management is the discipline of planning, organizing, motivating, and controlling resources to achieve specific goals.” - Wikipedia
“At its most fundamental, project management is about people getting things done.” - Association for Project Management
“It’s a temporary group activity designed to produce a unique product, service or result.” - Project Management Institute
Let's explore some of the key elements that make something a project. Projects are:
Temporary
Unique
Constrained
Planned
A series of steps
Outcome based
A project is temporary and doesn't go on indefinitely
Projects don't last forever (although some of the bigger ones can take years). Projects should have a defined beginning, when work starts, and a planned end, when work is delivered and everyone is (hopefully) happy with the results.
Projects are unique, not business as usual
There are generally two types of business activities - business as usual and projects:
Business as usual - Ongoing business functions and processes that need to take place for a business to function (e.g. manufacturing, administration, financial control, employee processes, customer services).
Projects - A project has unique outcomes. It doesn't produce the same things time after time, but has distinct inputs (time, money, requirements, resources), processes (planning, project management, analysis, testing, implementation etc.), and outputs (milestones and deliverables).
Projects are constrained by time, resources, and scope
A project is constrained or bounded by several areas:
Time - Most projects have to deliver something in a planned, specific amount of time.
Budget / Resources - There is only a finite amount of money or other resources that can be spent on a project.
Scope - The scope details exactly what areas a project will affect, what it will deliver, and is generally what the project is setting out to accomplish.
These three things together are known as the OTOBOS triangle - On Time, On Budget, On Scope - and if you can deliver a project to those three things, you are doing well!
At the center of the OTOBOS triangle is quality and you generally can't affect one point of the triangle (e.g. time), without also affecting the quality of the project (for good or bad). You can mitigate this by changing one of the other points of the triangle; for example, if you reduce the time, you can maintain quality by also reducing scope or by increasing resources.
Projects are planned
All successful projects have a plan, created at the beginning of the project and regularly reviewed and updated as the project continues. The plan will normally show:
What needs to be accomplished (scope, outcomes, and quality).
Key deliverables (what's being created) and milestones (goals and deadlines).
Who is performing the various tasks (resources).
Time expected to be taken (cost and hours spent).
What is happening and when (timing).
Dependencies (if something relies on something else being completed).
Project plans can be as simple as a document that lists everything, as complicated as a repository of documents, or anywhere in between, as long as it serves your purpose. Project management software will often output project plans as Gantt charts.
Projects are a series of steps
A project will always have more than one task that needs to be accomplished, with larger deliverables and tasks split up into smaller and smaller tasks. As an example, if you were creating a project to move house, you might have part of it that looks like this. [image removed]
The more you can break down a project into deliverables, those deliverables down into tasks, and those tasks down into sub-tasks, the more control you will have and ultimately the more likely your project will be successful.
Projects are outcome based
Projects are designed, created, and managed to achieve change and add value. If a project doesn't achieve one or both of those objectives, it probably isn't worth doing.
Examples of outcomes a project might help with are:
Advertising for, interviewing, and taking on a new employee.
Decorating your office space.
Creating a more efficient invoicing and financial management process.
Prototyping and testing a new product idea.
Developing effective customer service processes.
And many more...
How does it all fit together?
This picture illustrates how project managers, tasks, and projects fit together to deliver your desired outcome. [image removed]
What does a project manager do?
The responsibilities of a project manager can vary widely, but in general they are responsible for:
Planning a project, reviewing that plan, and ensuring it goes ahead.
Organizing resources, people, and budget so that what needs to happen is achieved when it needs to be by the people who need to do it.
Managing people, processes, and other aspects to ensure successful delivery of a project.
Leading by example and working to remove barriers, risks, and issues that prevent the project achieving what it needs to.
Delegating appropriately to other areas.
Controlling different aspects of the project and keeping things on track.
Communicating with stakeholders, people impacted by the project, and people working on the project.
Reporting on what the project is going to do, how it is progressing, and what it has achieved.
Understanding what you want to achieve
This is about defining what your project is setting out to do, specifically:
What does the outcome of your project look like?
What type of service, product, or process are you trying to create?
How will you be able to tell if you've been successful?
What is the scope of what you are trying to do?
Estimating the resources that you will need
You'll need to accurately understand and obtain the resources (people, money etc.) you will need:
Do you need someone else to help you achieve this outcome or will you do it yourself?
How will you find the right people to help you?
Will you need to spend money to achieve it, and if so, how much?
What other resources might be needed?
Calculating how long things will take
Working to the right timescales is essential, so calculate how long the various tasks and activities in your project will take:
How long, from beginning to end, should the project take?
What are the key dates and milestones in the life of the project that you would like to reach?
At what points will you review the progress of the project?
How will you tell if the project is still on track to deliver?
Planning the project out and breaking it down into tasks
You'll need to plan out the various outcomes, deliverables, milestones, tasks, and sub-tasks that need to be accomplished:
What is the overall aim of the project?
What are the main things you need to deliver and when?
How can you break these deliverables down into distinct tasks?
How can you break those tasks down further, into sub-tasks?
These discrete steps and tasks need to occur in a specified order for you to achieve your outcome. Each of these tasks will accomplish a specific thing, which together will deliver your project.
Delegating and doing
Once all the planning is done, the project will get underway. You’ll need to carry out the tasks yourself or delegate them. Keeping track of these tasks, who is doing them, how, and when is a critical part of being a good project manager:
Who is the best person to do this work?
Do you have their agreement and commitment to complete the work?
How will you track who is doing what?
Ensuring quality
You will need to be sure that whatever the project is delivering, it is of the right quality. This means knowing what is good enough for you to achieve what you want and sufficiently controlling the project to achieve that quality:
What measures are you using to ensure a good quality outcome?
How do you test for quality?
What does a successful outcome look like?
If something is delivered that isn't of a high enough quality, how will you manage it?
Managing problems
All projects hit problems and snags. The unexpected or unplanned is a fact of life; reacting to these curve-balls in a realistic way and keeping the project on track will help you achieve your goals.
How can you understand the risks and issues you might encounter?
How will you manage risks and issues that might impact on your project?
Tracking progress
Reviewing and keeping an eye on progress will ensure you’re able to keep moving your project forward.
How often will you review your project plan and progress toward outcomes?
How will you track activities and keep things moving forward?
Communicating your project
Since communicating is essential to delivering a successful project, the groups you'll want to communicate with are:
People working on the project - If it's not just you involved, you'll need to make everyone aware of the goals and tasks expected of them during the project.
Your audience / customers - If the project is going to affect a group of people or your customers (internal or external) you will need to keep them informed.
Stakeholders - Anyone else who has a vested interest in the outcome of the project is a stakeholder. They might be supplying money or resources or be impacted by what the project is delivering. They can also be powerful decision makers.
How do tasks and to do lists fit in with project management?
Despite all of the responsibilities of a project manager and the varying degrees of complexity around managing projects, at the most basic level a project is simply a series of tasks that need to be completed to achieve a desired outcome.
Tasks and to do lists are the building blocks of getting stuff done. This means that having an effective way to capture everything you need to do, knowing when it needs to be done, and who is going to do it becomes a critical part of running a successful project.
Some of the software shown below [removed] is great for overall project management, while some of it is good for task management. Ultimately, you should try the software out to see what works best with your approach. There are some good business software solutions to help you plan, track, and manage your projects, tasks, and to do lists so that you can deliver what you need to, with the minimum of fuss.
It's true that project management can be a lot of work, and there are many different approaches you can take. Some aspects of what I've discussed here will work for project management in your small business, some of it might not.
The key to be a successful project manager is objectivity, planning, communicating, and understanding what you want to achieve. If you can accomplish that, you're already on your way to delivering a successful project.
Content originally written by Paul Maplesden, a freelance writer, and edited by me.
Guide to creating quality website content (full sample)
Copy editing and proofreading of a guide to developing great website content that will attract readers and encourage sharing.
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About this content
Great content is essential to the success of your website. This article explores some simple steps you can take to enhance your content. It includes advice on meeting the needs of your audience, getting their attention, being relevant and timely, and encouraging people to share. The article is written in an easy to understand way that lets you quickly create content that works.
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The success of your website depends on clear, relevant, useful content meeting the needs of your audience. It's the main factor search engines use when ranking websites, and good content will keep your visitors coming back. The best content:
Meets your audience's needs.
Grabs their attention.
Is easy to read and understand.
Stays relevant and timely.
Encourages people to share it.
Informs, educates, entertains, or inspires.
Great content meets the needs of your audience
Think about why visitors are coming to your website and what you offer. Provide clear, useful content to meet their needs, solve a problem, or provide help. Good content should inform, educate, entertain, or inspire your readers.
You need to get and hold your visitors’ attention
With so many competing websites, it's important to grab your visitors’ attention. Good design can guide your readers to your best content. Combine this with clear headings, a logical structure, and concise text to add value for your audience.
Ensure your content is easy to read and understand
Always create content with your audience in mind, and never assume they have the same level of knowledge as you. Your words should be easy to read and understand, so they're accessible to every visitor.
Keep your content relevant and timely
The best content is "evergreen." This means it's relevant whether a visitor is reading it now or a year or two in the future. It's important to update your website regularly and schedule new articles to publish. One of the signals search engines use is recency, so publishing often will help your search engine results.
Encourage people to share your content
After search engines, social media is the main way many websites get traffic. Make sure every page on your website has social media sharing buttons for the most popular social networks. A good headline and thumbnail image can increase the chances of your content getting shared.
Always include a privacy policy and terms
If you offer products or services to your customers, make sure you have comprehensive terms and conditions in place. Every website should also have a privacy policy explaining how you collect and use data from your visitors.
Inform, educate, entertain, or inspire.
One of the ways to create compelling content is to ask the question, "Will this inform, educate, entertain, or inspire my audience?" Good content should always achieve one of these goals, great content might achieve two or more.
Informative content
This type of content shares advice and information with your visitors. It's designed to increase knowledge and helps your audience explore different topics. This type of content often includes news, research, places, resources, products, services, and tools.
Educational content
Educational content often takes the form of "how to" guides and tutorials. It's designed to help people learn new skills and achieve specific tasks. This type of content often includes support articles, knowledge bases, online courses, and reviews.
Entertaining content
This type of content helps your visitors pass the time in an interesting and fulfilling way. Quizzes, games, humor, stories, videos, memes, and apps are all good examples of entertaining content.
Inspirational content
Finally, inspiring content often creates some type of emotional change in your visitor. This type of content is the most difficult to write, but it's also responsible for some of the most popular and shared stories. Inspiring content often takes the form of personal stories, opinion pieces, and creative writing.
It's worth spending time and resources to source and create great content. Search engines scan your content so they can show the most relevant websites to their visitors. Regularly publishing high-quality content is one of the best ways to get good rankings in search results. This will drive more visitors to your website.
Content originally written by Paul Maplesden, a freelance writer, and edited by me.
Advantages and disadvantages of video conferencing (full sample)
Copy editing and proofreading of a short guide to video conferencing, focusing on advantages and disadvantages.
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Advantages and disadvantages of video conferencing
Video conferencing is a powerful technology that allows two or more people to communicate effectively in real time. It uses cameras, monitors, microphones, and sophisticated software and hardware to create a high-quality experience. There are several advantages, and a few disadvantages, to video conferencing.
Advantages of video conferencing
Cost savings
Businesses and individuals don't need to spend money on travel, hotels, meals, and other expenses for people to meet one another. These cost savings can be significant, especially in larger organizations.
Time savings
There are significant time and productivity savings. People can just go to their local video conferencing suite, rather than get in their car or go to a train station or airport. The time that isn't spent traveling can be used to complete other work and personal tasks.
Better communication and commitment
Being able to see the other people in the video conference makes it easier to pick up on subtle cues, body language, and nonverbal communication. This has been shown to enhance communication and build trust. People who can see each other when they speak are more likely to support each other and follow through on their commitments.
Better work-life balance and happier employees
Because people do not need to spend hours traveling, often on their own time, this improves their work-life balance and makes for happier employees. This can help a business build better relationships and means its employees are more likely to put in the extra effort.
Convenience
It's easier to have meetings across different countries, time zones, and international boundaries, plus there's less time wasted on travel and paperwork.
Lower carbon footprint, reduced environmental impact
If people don't have to travel to meetings, they're burning fewer fossil fuels and reducing the carbon footprint for themselves and their business.
A better way to do business
Overall, for people over multiple locations, video conferencing is simply a more efficient, less stressful, more productive and effective way to hold meetings.
Disadvantages of video conferencing
Cost of video conferencing software and hardware
The cost to purchase the specialized hardware, software, and other aspects of the system can be high, with higher-end systems costing significantly more. The hardware will need to be maintained on an ongoing basis and software may require licensing and upgrades.
Technology issues
If there is a problem with the hardware, software, or network, video conferences can suffer in quality, or might not work at all. Regular maintenance and backup plans can reduce these issues.
Training for video conferencing
People need to be trained in the use of video conferencing; this takes time and money.
May not be a substitute for "being there"
People are more productive when they are physically in the same space. Video conferencing might not be suitable for all types of meetings as specialized events such as workshops and seminars are better when conducted face-to-face.
Availability of facilities
The more popular video conferencing becomes, the more likely that video-conferencing facilities in an organization will be booked. A good balance of availability and use means that video conferencing can deliver good value for money.
Ultimately, a business will want to balance the convenience and ongoing cost savings of video conferencing against the costs of installation and maintenance. In most cases, the combination of reduced travel, increased productivity, and better communication outweighs the costs of video conferencing.
Content originally written by Paul Maplesden, a freelance writer, and edited by me.
Guide to the right programming platform for your website (full sample)
Copy editing and proofreading of a guide to choosing the right platform to host or develop your website.
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Choosing the right programming platform is one of the most important decisions when you're building a new website. This article explores several options, frameworks, and languages for web development. It covers areas including blogging frameworks, online website builders, locally installed software, and various programming languages.
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Building a great website - Choosing the right programming platform
Choosing the right programming platform and language for your website is vital. The approach affects the functions, technology, and many other aspects of your website. There are dozens of platforms and programming languages available, depending on your needs. Your options include:
Blogging frameworks like WordPress and Blogger.
Online website builders.
Locally installed website building software.
Custom languages and development platforms.
Blogging frameworks
There are two main blogging frameworks: Blogger and WordPress. Blogger, by Google, is an online-only platform designed around content creation. It lets bloggers and writers create content quickly, upload images, and design beautiful blogs with a minimum of fuss. Google hosts all blogs created on the platform. You don't need to worry about web hosting, speed, or anything besides creating great content. Customization on Blogger is limited, and you will need to use various widgets for any advanced functionality.
WordPress is the most popular website technology platform in the world. Over 75 million websites publish on WordPress, and half of the world's top blogs use the technology. WordPress isn't limited to blogging, though. The platform is used by many businesses, membership websites, and online stores. WordPress has a vast amount of community support, together with templates, tutorials, and plugins. This makes the platform highly customizable, and it's a good choice, whether you want to build a website yourself or hire a developer.
Online website builders
Another popular option for designing and publishing a website is to use an online website builder. These solutions are focused on the pages, themes, and structure of your website. You can drag and drop various elements onto your pages and create content.
These website builders are easy to use, inexpensive, fast, and functional. The four most popular website builders are Squarespace, Weebly, Jimdo, and Wix. Each has a free trial, so you can try them out and see if they work for you. You can set up shops, membership programs, and more, but they are best for simple websites without unusual requirements.
Locally installed website building software
Locally installed software is often used by professional web developers to create a website on their local machine. They can then upload it to a hosting service. Popular solutions include Adobe Dreamweaver, Aptana Studio, and Microsoft Visual Web Developer.
The software supports many types of programming languages. One of the main features is a "What You See Is What You Get (WYSIWYG)" editor, which shows you exactly how your website will look. The software lets web developers customize websites to a high degree, and allows for great flexibility in web design.
Custom language and development platforms
There are many specialized programming languages used to build websites. These include:
Simple languages such as HTML and CSS.
Intermediate languages such as JavaScript and Python.
Advanced languages such as Drupal or Joomla.
Hypertext Markup Language (HTML) and Cascading Style Sheets (CSS)
HTML is the standard language used to build the vast majority of websites. HTML code tells your web browser about the content of your website and where to display it. If you look at the source code of a website, most of what you see will be HTML.
CSS affects the visual elements of your website. The styles in CSS tell your web browser how to display the fonts, colors, spacing, borders, navigation, and other parts of your website. This makes it easy to change styles and colors across a website without having to edit the HTML on each page.
JavaScript and Hypertext Preprocessor (PHP)
After HTML and CSS, JavaScript is the most popular web programming language. It's often used to add interactive widgets, quizzes, and other functions to a website. A good JavaScript developer can create entire apps and games.
PHP is another popular choice for web development and runs on a web server (where your website is hosted) rather than in a browser. PHP is a flexible language allowing a website to interact with databases, membership sites, logins, and much more. There's lots of community support and tutorials for the language, although it needs a professional developer to make the most of it.
Python and Ruby
Python is a multi-purpose programming language used for many different types of development. One of its main advantages is a wide variety of pre-coded functions that make writing complex web applications a little easier.
Ruby is a programming language that's growing in popularity due to its ease of use. It's also good at handling large volumes of website traffic, so if you're expecting lots of visitors, it's a good choice.
MySQL
MySQL is a relational database platform designed to allow websites to store and retrieve information. It's an open-source platform, so using it is free. Many websites use MySQL to provide personalized information, products, and services to customers.
Joomla and Drupal
Joomla is a language developed for content management systems (CMS). It specializes in allowing people to create, upload, and share content. Consider using Joomla if you have multiple contributors to your website.
Like Joomla, Drupal is a CMS. It's also extremely customizable, allowing professional developers to create websites to exacting standards. Drupal is specially designed for web developers who want to customize every piece of their code.
Many of these programming languages require specific expertise. If your website needs a more customized approach, think about hiring a professional web developer. The right programming and technology makes a big difference to the functionality, usefulness, and success of your website. If you're not sure what you need, speak to an expert to learn about your options.
Content originally written by Paul Maplesden, a freelance writer, and edited by me.
Medical and nursing wound care articles
Copy editing and proofreading of wound care articles, monographs, reports, abstracts, protocols, and studies for a telehealth company specializing in wound care.
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Copy editing and proofreading of wound care articles, monographs, reports, abstracts, protocols, and studies for a telehealth company specializing in wound care.
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10,000 words or more
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Worked closely with the two company directors to edit wound care content.
Helped them to launch a new nursing consulting website.
Worked on reports, online content, abstracts, protocols, and more.
Business intelligence software website
Copy editing and proofreading of a website for a new business intelligence and analytics software product.
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Copy editing and proofreading of a website for a new business intelligence and analytics software product.
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5,000 - 10,000 words.
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Copy editing and proofreading of extensive software product website.
Included translating technical terms into language anyone can understand.
Ensured consistency across multiple formats, marketing materials, and other media.
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Innovations in the space sector doctorate
Copy editing and proofreading of a doctoral thesis on innovation in the development of orbital satellites.
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Copy editing and proofreading of a doctoral thesis on innovation in the development of orbital satellites.
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10,000 words or more.
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Copy editing and proofreading of a Doctorate of Business Administration thesis.
Work was completed for someone working at a space agency.
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Water source and planning reports
Copy editing and proofreading of a scientific review of water provision for energy plants.
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Copy editing and proofreading of a scientific review of water provision for energy plants.
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5,000 - 10,000 words.
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Editing and proofreading of a report on hydro-geology and water provision.
Included geology, research, and chemistry.
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Barriers to IT integration doctoral thesis
Copy editing and proofreading of a doctoral thesis on issues with integrating information and communications technology.
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Copy editing and proofreading of a doctoral thesis on issues with integrating information and communications technology.
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10,000 words or more.
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Copy edited a doctoral thesis on information and communications technology.
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Software development funding and grant proposals
Copy editing and proofreading of grant and funding proposals for business intelligence software development.
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Copy editing and proofreading of grant and funding proposals for business intelligence software development.
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5,000 - 10,000 words.
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Copy editing and proofreading of proposals to obtain grants and funding.
Funding was for development of a business intelligence software product.
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IT security manual
Copy editing and proofreading of a manual on various aspects of IT security for businesses.
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Copy editing and proofreading of a manual on various aspects of IT security for businesses.
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5,000 - 10,000 words.
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Copy edited and proofread instruction manuals on implementing IT security in an organization.
Work was completed for a UK non-profit organization.
Covered areas including antivirus, firewall, good security, and sensible password practices.
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Solar energy technical report
Copy editing and proofreading of a solar energy technical report to identify cost savings.
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Copy editing and proofreading of a solar energy technical report to identify cost savings.
Approximate length of content edited
1,000 - 3,000 words.
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Copy edited a report and case study.
Proofread technical information.
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Photography software FAQ
Editing and localization of frequently asked questions and terms and conditions for a stock photo app.
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Copy editing, proofreading, and localization of frequently asked questions and terms and conditions for a photography application. The content was published on the client’s website.
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5,000 - 10,000 words.
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Clarified the process with the client to allow for editing of FAQs.
Formatted FAQs to allow for easy scanning and comprehension.
Localized content for a British audience.
Ensured copy was ready for publication on the web.
Financial software improvement process
Copy editing and proofreading of a financial software process for a consulting business.
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Copy editing and proofreading of a financial software improvement process for a management consulting business.
Approximate length of content edited
3,000 - 5,000 words.
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Complete editing, proofreading, support, and aftercare.
Ensuring consistency in terminology used throughout the software process.
Clarifying and reducing jargon to make it easy to understand.
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Business intelligence software executive reports
Copy editing and proofreading of executive reports on the capabilities of a new business intelligence software product.
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Copy editing and proofreading of executive reports on the capabilities of a new business intelligence software product.
Approximate length of content edited
5,000 - 10,000 words.
Notes on copy editing and proofreading this content
Copy editing and proofreading of executive business intelligence product reports.
Included translating technical terms into language executives can understand.
Ensured consistency across multiple formats, marketing materials, and other media.