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Most business copy needs review before it's used, whether from a client, a boss or a colleague. There are lots of different ways of controlling the process, but control is essential however you do it.
File names
The first important discipline involves file names. One option is to go for v1.0, v2.0 etc at the end of a filename, with minor amends denoted as v1.1, v1.2 etc. You could also add the date at the end, so if the last version was edited on 2 October 2009 then the file name would end with 02-10-09 (although this makes multiple versions in the same day difficult).
Whatever system you use, stick to it and create a new file name with every new version, however minor. You may also find it useful to use change tracking in Word, although if so then it's worth accepting all changes before going on to a new version, otherwise the whole document ends up as a mess.
Action lists
File names are rarely enough to stop even the simplest copywriting project to descend into chaos and name calling (or is that just the way I handle projects?). So it is also useful to include a front page on the document that includes changes in the current version, historical changes and action points. Below is an example of what a front page might look like after three rounds of amends.
Version 2.1 (current version)
Article on pony trekking made less contentious at Pete's request
Further tracked amends on executive summary
Version 2.0
Changes made to all articles as per Jane's comments
Article on pony trekking added at Pete's request
Tracked amends on executive summary
Version 1.0
Five articles written to brief
First draft executive summary included with questions inserted
Actions required:
PW: Approval on pony article needed by DATE
JS: Final approval on executive summary
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