Proof's in the Puddin'

By Marilyn C. Pospisil

Editors are full of advice. And, why shouldn't they be? After all, that's their primary role in an organization and what they are extremely good at doing. Being a language guru (not to mention a great proofreader) is often what they aspire to be.

One of the many great pieces of advice a top-notch editor gave me a few years ago was to put some distance between my writing and my proofreading. At the time, I wasn't quite clear on the concept. Until I gave it the ol' college try. I soon discovered that the old way, the "safe" way — proofing and editing simultaneously — wasn't working anymore.

So, I learned to take a breather between my writing — limiting my proofreading time to no more than four hours a day. I tried the different methods the editor recommended. They included writing in the morning and proofreading in the afternoon. Or, writing one day, and proofreading the next. While the concept may sound easy, it really was hard to break "this old dog" of its many habits. It was simply amazing how much more objective I became by putting time and distance between my writing and my proofreading.

So, What is Proofreading, Anyway?

Proofreading is a line-by-line analysis of copy to ensure that what you have written is the way you want it to read, or to be understood by your audience. It is NOT a re-reading of copy like we have been led to believe over the years. Having said that, here is a simple technique for proofreading your work, thanks in part to my editing mentor.

Place a blank, white sheet of paper under the last line on a page or your computer screen. Read this line backwards from right to left. Notice how this technique forces you to concentrate on one word at a time. What you are reading will not make any sense, but it doesn't have to because you are only looking for misspelled words and typographical errors. As you finish proofreading each line, move the paper under the next line.

Reverse the process when you get to the top of the page or screen. That is, read from left to right to catch the words you left out or the ones that fooled your computer's spell checker program; words such as "their" for "there" and "its" for "it's." Don't forget "form" for "from." In truth, it's best not to rely on the spell checker unless you run it yourself or know for a fact that someone else has.

My editing mentor also recommends reading your copy aloud. Yes, it does sound a bit annoying at first to your co-workers. But it REALLY works! You eventually learn to read softly (and eventually, quietly) and to hear how your copy sounds when your audience reads it.

And last, but certainly not least, ask someone whose intelligence and writing skills you respect to read your work.

Proofing Others' Work

Before proofreading someone else's work, make sure that you understand what the author wants you to do. Then read the entire piece through. Try not to deviate from your assigned task. On the second reading, proofread the copy; do not edit the words. Change only what needs to be changed to correct an error — making changes as neatly as you possibly can. Other tips include:

• Consider using a non-threatening pen color such as green or purple, rather than red, when you proofread. These colors will soften your changes, so they appear less glaring and overwhelming to the author.
• Ask questions of the author — as many as you feel are necessary. Then listen and get involved. Keep in mind that it is not important that you like what you read, or that you find something wrong with everything that you read. What is important is that you understand what you read, even if you would say it differently.
• Ask questions of the piece. What is its purpose? Who is its intended audience? What topic has not been addressed? Is the writing grammatically correct? Does it contain any dull phrases or unnecessary words? Then make corrections in the form of mild questions so the author feels encouraged and wants to respond. Don't insist that your suggestions be used.
• Check the spellings of titles, headings, proper nouns, and illustration captions carefully. After all, the misspelling of product names and people can cause great embarrassment to you and your organization.
• Know traditional grammar, punctuation, and sentence structure. If you don't you won't be able to spot and correct the errors that creep into the document. That's where a good grammar handbook or company style guide comes in handy.
• Check all technical data against a reference that you are sure is correct. These include reference books and materials, and a technical dictionary. Watch for inconsistencies.

Most of all, remember that an author's role is to make order out of chaos, and to make this information clear and easily understood by a variety of audiences. An extremely difficult task, indeed, sometimes. And as we all know, it is much easier to critique a piece than it is to research and write it from scratch.

Proofreading. Your link to better communication — and to a more positive, favorable impression from your peers and your clients.