Proofreading tips by Tom Pace

Let's face it, proofreading is dull. But although proofreading may not be the most exciting part of the writing process, it is crucial. Errors strewn throughout a memo, an executive summary, or a business plan are distracting and annoying and they undermine your authority as a writer and a professional in your field. Proofreading is different from revising and editing. Revising refers to that step of the writing process when you go back and make broad alterations to your draft, such as changes in your main argument or in the organization of material.

When you edit, you make changes to sentence or paragraph structure. When you proofread, however, you are searching for misspellings, typographical mistakes, and omitted words or word endings. These errors are often difficult to spot because you may read what you intend to write, not what is actually on the page. What follows are some tips toward more effective proofreading.

  1. Save it for last: Don't worry about misspellings and typos until the very end.
  2. One thing at a time: Don't look for everything at once. Read over the document 2-3 times, looking for specific mistakes each time.
  3. Read it aloud: Reading aloud forces you to slow down your reading and makes it easier to spot mistakes.
  4. Have someone else read the document: A different reader often finds mistakes you may have missed. Another useful strategy is for someone else to read your manuscript aloud, as well.
  5. Take a break: Leave the manuscript alone for at least a day before picking it up again to proofread. Coming at the document with refreshed eyes makes the process easier.
  6. Take your time: Don't rush through the proofreading process. Leave yourself enough time before the manuscript is due to proofread slowly and methodically.
  7. Pleasant environment: There's no getting around it - proofreading can be dull work. Make it as enjoyable as possible by selecting a pleasant place in which to read: a park, a cafe, your favorite reading spot. Just because the work might be tedious, your work area doesn't have to be.
  8. Use a spell check - but not blindly: Computer spell checks are useful for discovering and correcting mistakes, but do not use them blindly. They don't catch everything. You still need to read over the manuscript. Same goes for grammar checks.
  9. Keep proofin': The more you take the time to proofread, the easier it gets.

 

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