No matter your writing experience level, all professionals benefit from the practice of proofreading. Even those who are experts in sentence structure and grammar make mistakes now and again. The key is to have a process in place that allows time for multiple rounds of review. Below are my tips for proofreading your work, which can be applied to an email message (large campaign or one-to-one communication), ad or publication copy, and web or blog content – really anything you prepare for the purpose of sharing with a larger audience.
- Read aloud. When we read silently to ourselves, our brains fill in the gaps – this tendency proves helpful in many contexts. However, this is not helpful for someone else who isn’t inside your headspace as the writer. Reading aloud makes the absence of a word or an awkward phrasing apparent. Are sentences short and choppy, or so long that you get a little lost? The content’s flow will also be easily detected when read aloud – your message will be much clearer when free of distractions.
Reading aloud has also been proven to boost memory. Why is this a good thing? It will aid you as the writer in reinforcing your message and ensuring it aligns with your business mission and the overall story that you share in your marketing.
- Print it out. Studies show that we absorb more when we’re reading on paper than on screens. Printing your content also allows you to write notes and visually take in the information differently than you would on a computer screen. While not necessary in all cases, this tip is particularly helpful for long texts.
- Change your surroundings. Have you ever learned a dance sequence, only to completely forget a portion of it when attempting to recall the steps in a different place? A similar phenomenon can occur and serve as an advantage when proofreading. If you do the majority of your writing in a particular space, move to a different room. The lack of association may help certain elements stand out to you.
- Take a break. Depending on the length of the written content or its level of detail, sometimes you need to step away from the project under review. This can be for a few hours a few days, but coming back with a fresh perspective gives new eyes to what has become very familiar.
- Take the perspective of your reader. Place yourself as fully as you can into your readers’ shoes. Are you making assumptions about knowledge they already have? Does your message resonate? Does the tone of writing match that which your reader finds appealing? Make edits as necessary.
- Remove the visuals. Perhaps you’re proofreading something that is surrounded by images and graphics. Copy and paste the text into a word processor before reading. Hopefully there is a version already saved in this fashion (it’s best to draft text in a document before placing), but if not, this is a pretty quick step. Doing so will change text wrapping and spacing, presenting the writing differently.
- Consult a dictionary. It’s okay to check the spelling of a word – that’s one reason dictionaries exist. Auto-correct is fine, but sometimes it can stand to be questioned. Perhaps the program or platform you are using doesn’t have the option – by all means, keep a digital dictionary or style guide handy. (Check out my previous post on the AP Style Guide.)
- Invite other proofreaders. Have others proofreaders follow the same recommendations outlined above. These folks may be colleagues or could include someone in your target audience, depending on the material. They may bring up questions that encourage fact-checking or an adherence to a clear brand voice. Many times, more eyes mean fewer errors.
The more you proofread, the more you’ll learn your own “misses,” or tendency toward certain types of errors. Time is key. If you allow the time for proofreading by integrating it in your project flow, it will feel less like an obligation and more like a lifesaver.
If you’re in need of editing services (#8 in action), my services are available. Just contact me to inquire!