While
proofreading isn't the most enjoyable part of writing, it's
the most important. A document full of typos, grammatical
glitches, and glaring errors reflects badly on your business
and can create more problems than it solves.
Don't rely on the spell-checker, as it can't catch certain
types of errors. It's best to proofread the document with
your own eyes - and the eyes of a friend or professional
editor too, if possible.
Proofreading doesn't have to be a long, tedious process -
it's quick and easy if you know how to do it right. Here are
some tips for proofreading effectively.
* Wait 12 to 24 hours before proofreading.
Don't proofread immediately after writing. Put some distance
between you and your words before checking them over.
Otherwise, you'll unconsciously be proofreading your ideas
rather than what's actually written on the page.
* Proofread from a printout, not the screen.
You want to focus on the text, not the page design or a
fancy layout, so it's a good idea to proofread from a
printout. This is extra-important when the document uses
text effects or
different fonts that may distract you from noticing details.
Just circle the errors on the printout as you go, then use
it as a guide afterwards to make any necessary corrections.
* Keep your calculator handy.
It may seem redundant and tedious to re-calculate the math
in a document, especially if you use automatic formulas, but
imagine if your proposal for a client was missing a zero or
two in the
cost estimate! Take time to double-check all numbers,
especially within tables. And don't forget dates - programs
such as Microsoft Word might be updating the dates
automatically without you noticing.
* Scan for one thing at a time.
There are so many different types of errors to look for that
scanning for all of them at once just isn't effective.
Professional proofreaders will do several passes through a
document, each for a specific problem. Try scanning the
document first for spelling typos, then go over it again to
check numbers and dates, then once more to find grammatical
errors and incorrect sentence structure.
* Proofread in a quiet space.
Noisy offices and constant interruptions will distract you
from the task at hand. Remember, proofreading is
detail-intensive work! The less focused you are, the greater
your chances of missing errors. Save proofreading for early
in the workday or at the very end, when noise and other
distractions are at a minimum. Ensure you're relaxed and
able to dedicate enough time to the task.
* Go slowly and trust your instincts.
This is where proofreading becomes a Zen activity! Don't
zoom through the text like you already know what it says -
pretend you are reading it for the first time. Read each
sentence slowly. If your eye is suddenly drawn to something
on the page, there's a good chance there's something amiss
but your brain hasn't zeroed in to it yet, so take the time
to double-check the sentence or paragraph.
Enlisting the help of a professional is a good idea - a
fresh perspective is always useful, especially if the
document has gone through several edits and/or rewrites.
Professional editors can proofread efficiently, and can even
suggest ways to improve readability and style. At the very
least, have a colleague or friend proofread your work to
catch things you may have missed.
The document may be the only link a customer has to your
business - so make that impression count!
Copyright 2002 Tanja Rosteck
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ABOUT THE AUTHOR: Tanja Rosteck is the owner of
Words4Nerds, providing professional and affordable online
help, user manuals, installation guides, web content, and
editing services to small software businesses.
Visit Words4Nerds online at http://www.words4nerds.com
or contact Tanja at tanja@words4nerds.com. Check out our
free monthly e-zine, chock-full of tips for improving the
quality of your documentation and customer support!
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