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Formatting
Formatting your document according to exact specifications and branding while making the document look as good as it reads. Formatting is comprehensive and fully customizable. It ensures consistency between all documents. Spot-checking for formatting discrepancies, including headers and footers, page numbering, table and figure titles, table of contents, appendices, and more.
What’s included:
✺ Creating a cover page
✺ Adding page numbers
✺ Inserting section or page breaks
✺ Adding headers and footers
✺ Generating a dynamic table of contents
✺ Inserting dynamic lists of charts, figures, and tables
✺ Adding captions to charts, figures, and tables
✺ Applying consistent fonts, spacing, and margins
✺ Adding columns and borders
Proofreading
Checking the text for typographical errors and problems with typesetting specifications and page makeup. Comparing the latest stage of the work to earlier stages and making sure changes have been made correctly; the final checking of any text-based information.
What’s included:
✺ Correcting grammar, spelling, and punctuation errors
✺ Tweaking sentences to ensure that they flow smoothly
✺ Adapting vocabulary to suit the document type and purpose
✺ Removing repetition and editing for concision
✺ Fixing inconsistencies, including in capitalization and punctuation
✺ Highlighting unclear sentences and suggesting corrections
✺ Where applicable, check that citations and references are precise and correct
Copy Editing
Copy editing may be light or heavy in nature and will involve greater or lesser degrees of correcting spelling, grammar, punctuation, and a check of grammar rules. Copy editing will check cross-references, style consistency and relationships between text and graphics. Table of contents entries and organizational problems are also corrected. Copy editing will improve text flow by rewriting portions to enforce a uniform level, tone, and focus. The tone will be adjusted to change passive to active voice, add missing articles (a, an, the), and rearrange sentences to improve readability.
What’s included:
✺ Restructuring the text so that it flows smoothly
✺ Revising passages of text for clarity and concision
✺ Making or suggesting changes to vocabulary
✺ Adapting the tone of documents to suit an audience or purpose
✺ Providing feedback and advice on writing style or content
✺ Ensuring that your document follows your chosen style guide
Template Design
We develop templates using your chosen branding style and logos. Templates can be created in Word, Excel, Visio, PowerPoint, and Adobe PDF, depending on the purpose of the document. Using templates helps to keep the integrity of documents and ensures documents are in alignment across the company.
Your chosen templates can be provided, or new templates can be created by Babaton Ray.
Examples of the use of each software for different template types:
✺ Word – Our most popular template request! We develop user-friendly document templates that include a cover page, headers and footers, a table of contents, styles for headings and text, appendices, and more. We often get requests for business documents such as plans, procedures, policies, proposals, letters, forms, reports, and resumes.
✺ Excel – Spreadsheet templates that may include tables, formulas, sheets, and more. Create a new workbook and enter your data into cells. Cells can contain numbers, text, or formulas. Put your data in the cells and group them in rows and columns. That allows you to add up your data, sort and filter it, put it in tables, and build great-looking charts. We can make your Excel template look professional by adding a cover page, using your chosen branding style and logos, and adding headers and footers.
✺ PowerPoint – Microsoft PowerPoint is a powerful slide show presentation program. We can help you fine-tune your slides, so you feel confident going into your next presentation! Let’s design and standardize a template format that will be saved as a template that the entire company can use.
✺ Adobe PDF – A universal file format that preserves the fonts, images, and layout of source documents created on various applications and platforms. PDF is a great program for developing fillable forms, quizzes, and contracts.
Document Management
We understand the importance of organization and management of documents. Babaton Ray will work with you to determine the best filing structure for your documents. We will help set up and manage folders, sub-folders, and documents within. A Master Document Register will be developed so you can easily cross-reference documents to the register and find the document in its current location while checking for the correct title, document number and revision status.
What’s included:
✺ Guidance on developing a document control plan and folder structure
✺ Developing a Master Document Register to help control your company documents
✺ Assigning unique document numbers to each controlled document
✺ Indicating the revision status of the document
The Process
Example of a
full-service package
Providing services to improve the flow and structure of your company documents and written material by formatting, copy editing, proofreading, and drafting services.
01.
The document owner notifies Babaton Ray that the document is ready for review. Babaton Ray ensures the document has been filed correctly, then begins formatting, proofreading, and cross-referencing to the Master Document Register (i.e., checking that the title, number, and revision status are correct). A copy of the document will be saved with Track Changes for the document owner’s review and approval.
02.
When the review process is complete between the document owner and Babaton Ray, Babaton Ray prepares the final version for signatures, if needed. DocuSign is a great program for collecting signatures.
03.
Once Babaton Ray receives signatures, Babaton Ray files the signed PDF in the correct folder, along with the native file and supporting materials.
04.
Scope of Services
The scope of services consists of formatting, proofreading, copy editing, drafting, and support services for a variety of content types requested, including, but not limited to:
✺ Plans, policies, and procedures
✺ Work instructions, forms and checklists
✺ Company standards
✺ Safe operating procedures
✺ Inspection and test plans
✺ Manuals
✺ Proposals
✺ Professional letters
✺ Resumes
✺ Reports
✺ Organizational charts
✺ Presentations
✺ Document control support
✺ Consulting with the document owners to assist with their deliverables
✺ Creating fillable PDFs in Adobe
✺ Template design
✺ Presentation preparation
