Copy editing

Q: What have you learnt about using AI in copy editing?

A: Copy editing — refining language for clarity, coherence, and tone — is essential to publishing quality content. With AI’s advancements, its role is evolving. AI tools, while not operating autonomously, will show you how to improve grammar and coherence, be briefer and avoid clichés, optimise readability and write for an actual audience, not search engines (the E-E-A-T principle). This way, editors can focus on style and context, and publishers can use AI to deliver quality at scale while preserving editorial nuance.

What happens if we take copy editing one step further and consider layout constrictions — can we make copy fit a designated space?

Through extensive testing with writers of various experience levels, we developed key insights into the best uses of AI for copyfitting. One major takeaway is that AI works best when positioned as a creative assistant rather than a replacement for human expertise. Copyfitting is a matter of nuance — the choice of a single word can make or break a piece of content’s effectiveness. AI can provide suggestions, help spark ideas, and offer options that editors can tweak to achieve the best results. This ‘dialogue’ with AI has proven to be effective in achieving polished, professional copy.

Copyfitting is often about small but crucial decisions. Editors can face moments of uncertainty over how best to trim or expand a paragraph to fit a particular space without losing meaning or tone. Here, AI shines as a resource to help overcome writer’s block and provide options that ease the decision-making process. Editors can quickly review suggestions and adjust as needed, ensuring that content meets layout requirements without sacrificing quality. This enables editors to work faster and more confidently.

Q: In which use-case has AI proved most effective?

A: Our AI copyfitting experiments have demonstrated exceptional effectiveness in magazine production, especially for long-form content. In this format, copyfitting is not just about trimming words but involves thoughtfully adjusting paragraphs and sentences to ensure a smooth and engaging flow. By integrating AI into this process, publishers can achieve up to 50% increase in speed for long-form content production because it allows editors to work quickly while still ensuring readability and coherence.

Magazine articles often have a long-form format with the middle part usually containing the most filler, for different potential reasons: the need for SEO-driven length, the urge to support main points with examples, the addition of transitional text to balance flow and readability, over-explaining to ensure thoroughness, to name a few. The resulting filler dilutes the core message and — in case copyfitting is required because the available space is not large enough to fit the article — offers the ideal place to start your copyfitting exercise. Because of the nature of its articles, copyfitting is used in a different way when it comes to newspaper publishing workflows. In newspaper articles, the news value is much more in the leader text and the first part of the article. The end part of newspaper articles is less important and offers options for copyfitting in case space must be saved.

Three best practice top tips

1. Engage editors throughout the process. AI tools can seem intimidating at first, especially for editors concerned about the potential of automation. However, when publishers introduce AI as a co-creative tool and involve editors from the start, their response shifts from caution to enthusiasm. Publishers are encouraged to create an environment where editors feel comfortable exploring AI’s capabilities so as to build confidence and trust in the technology. As editors become more familiar with AI’s potential, they’re more likely to embrace it as a creative partner, making the adoption process more effective.
2. Position AI as a co-pilot, not a replacement. AI should be seen as a ‘co-pilot’, guiding editors toward improved copy but never taking over completely. This prevents the risk of editors turning into ‘review-robots’ whose only job is to review and approve AI-generated content. By treating AI as a support tool rather than a final decision-maker, publishers preserve the editorial judgment and creativity that defines high-quality content. It also allows editors to retain control over the voice, style, and message of the content so it meets both brand and audience expectations.
3. Establish a consistent review workflow. For AI to deliver consistent value, a strong review workflow is essential. Providing editors with the same tools, policies, and procedures ensures that the use of AI remains consistent across the board. Editors should have access to standardised guidelines for when and how to use AI in copyfitting, as well as clear protocols for reviewing AI-generated suggestions. This structured approach minimises discrepancies and streamlines the editing process, allowing teams to produce cohesive, high-quality content with AI as an integrated workflow component.

WoodWing provides the technology for publishers to create exceptional content — at scale. Our integrated solutions allow you to create, collaborate on, and manage content in one experience, enabling a shorter time-to-market, and easy optimisation for every channel. WoodWing was founded in 2000 and has a global workforce exceeding 200 employees.

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