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THIS WEEK
How to Proofread Your Own Work
ALSO IN THIS EDITION
How to Proofread Your Own Work
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This week we have a guest article from our very own proofreader - Debbie Moore from Picky Proofreader. Debbie picks up all my typos, missed commas and interesting grammatical challenges each week - so I asked her to share some of her tips on how to proof your own work. (Of course, the best option is to hire Deb to do it for you - great rates, fast turnaround and friendly service!)
Proofreading your own work can be frustrating. However, with practice, a solid knowledge of spelling, grammar and time – it certainly is possible. Below are some useful tips that will assist when proofreading your own work.
1. Time
Managing your project in order to leave enough time to proofread your document is one of the most important steps in the creation of your work. Unfortunately, as proofreading is usually the final task in your project, it is often neglected as so much time has already gone into the research, structure, analysis and creation of your document.
The most fatal error is often finishing your work on the day it’s due. If you are proofreading your own work, you need time and distance away from the completed project before you set about proofreading it. You’ll be surprised at the number of words you’ll think about re-structuring or the mistakes that you’ll notice if you allow enough time between project completion and project submission.
2. Place
Proofreading requires a quiet place so that you can concentrate. Noise that may distract you may lead to skipping a line or rushing the process. Proofreading is an activity for the tortoise – the finish line is where the finish line is and slow and surely is the key. Find a quiet place, away from distractions, preferably with your mobile phone off, lock the door and do what you need to do.
3. Peer Review
Always try to engage someone else to read your work. Proofread the document yourself at least twice, and then phone a friend. Or walk over to a colleague’s desk. Or ask the librarian at your local library. It’s important to remember to tell the reviewer that you would like them to proofread the document. If your proofreader doesn’t know that there is a purpose to your request beyond promotion, they may not look for sentences that they believe should be rearranged or comment on the one little typo at the end of page four. Having someone else proofread your work is very useful – but only if they know what they’ve signed up for!
4. Proofreading - Paper versus Screen
Factors that lend weight as to whether you are able to proofread on a computer screen include the amount of time you spend on the computer and how much time you spend reading articles on-screen.
A disadvantage to proofing paper copies is that once you’ve proofed the document once, you’ll need to change the electronic copy and then print out a new version. Not only is this environmentally unfriendly, it can also be quite expensive and takes time.
A balanced approach seems to work best. Complete your first proof on-screen and then conduct your second proof on paper. If you’re getting someone else to check your work, allow them to choose the method that works best for them.
5. Communication Styles
It may be true that as little as twenty years ago, our educational institutions encouraged students to use convoluted sentences with words that were usually only found in a Scrabble Enthusiasts Compendium. Today, however, the push is towards a society that communicates in plain English.
Different audiences require different styles of writing. A report focusing on the outcomes of a recent culture survey may include subjective and objective outcomes. A reflective journal focuses on the subjective viewpoint of the writer and an academic assignment usually requires an objective perspective. Regardless of the audience though, the way in which you communicate should be clean and understandable. It’s time to put the Scrabble Enthusiasts Compendium back on the bookshelf!
6. What’s a Homonym?
The homonym is a sneaky and sly creature that waits patiently on the side-lines until the one moment of distraction and then slips silently into your document. A homonym is a word that is pronounced exactly the same way as another word, however, they’re spelt differently.
Examples include Boy and Buoy; their, there and they’re; aid and aide; aisle and I’ll; altar and alter and many, many more.
They can be difficult to spot as the word is spelt correctly and therefore, the spell checker doesn’t notice them. Careful attention is required to any words that may be suspect - check to ensure you’re using the right word.
7. Proofreading by Reading Your Work Backwards
Proofreading your work backwards is a very useful for picking up typos. Our brains are wired to read words in sentences. If you’re rushing, you’ll unconsciously skip reading every word in a sentence. This is how speed reading works. To speed read, you only “read” the first and last word of a sentence and glance at the words in between. With practice, you’ll find that you can skim though whole paragraphs. While you may not retain the information, if you’re looking for something, you’ll know when it’s not there as your brain hasn’t found that word.
When you read your work backwards, each word stands in isolation. While this is useful, it requires a lot of patience for a long document and grammatical errors won’t be detected.
Proofreading takes time, skill and is very important as a poorly proofread document reflects poorly on your efforts as a writer. However, with practice, a properly proofed document can be produced every time.
Debbie Moore
Picky Proofreader
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| HR Tip of the Week: Reflection is Not Just for Mirrors |
 In business and in life, it is very easy to get caught in the plan - do - plan - do cycle. Yet the most significant growth happens when you add in another step to the process - reflection.
Taking time out to reflect on the outcomes you achieved, how your approach or attitude contributed to these outcomes and whether or not the process you used helped or hindered you, is the equivalent to proofing your work.
Build in time at the end of each major project to reflect either individually or as a team. Take 15 minutes each Friday to reflect on your week. Grab a few minutes in the shower each morning to reflect on the day before.
Reflection doesn't have to be a huge process, and those who say they don't have time to reflect are saying they don't have time to learn or to improve.
Break the cycle of action without learning from the past. Deliberately reward those employees who build ongoing reflection into their every day process. Hold those employees who don't reflect, accountable for their actions. Change the culture in the team to one of ongoing learning and growth - then reap the rewards.
 Two of my favourite management e-books are Management Training by the Book I & II.
Both have great material, both give well structured training suitable for both new managers and managers just wanting to refresh their skills, both are available for immediate download and both are at bargain prices.
Book 1 includes:
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Qualities of Leadership
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Adaptive Leadership
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Goal setting and Feedback
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Empowerment and Motivation
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Coaching
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Listen Up! – How to Really Listen
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Straight Talk - Making Your Point
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Managing Difficult Situations
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Managing Conflict
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Managing Change
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Team Building Skills
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Conducting Performance Evaluations
Book 2 includes:
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Strategic Planning
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Reward and Recognition Programs
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Conducting Career Discussion
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Effective Interviewing
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Facilitating Group Dynamics
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Get off my back! Is your manager a micro-manager?
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Group Decision Making
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Conducting a Job Analysis
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Meeting Management
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Orientation Programs
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Making Effective Presentations
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Self Directed Work Teams: An Overview
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Time Management
I have both books in my collection and love them. So if you are a manager, definitely check out Management Training by the Book 1 & 2.
Have you noticed the amount of invisible people around you? This is not a trick question, but one that goes to the heart of who you are, your approach to life and your personal values.
exuberantly yours
Ingrid
Heart Harmony
PS: This week's Small Business Tips blog included a post about "Dancing with Thunder".
Legal stuff: This newsletter is intended as only a general guideline for Australian businesses. You should seek specific advice for your situation rather than relying only on this newsletter
Earnings disclaimer. Some of the content may include advertorial information, which means I may receive financial compensation for the products I recommend. But - unless I know and trust the product, I will not recommend it.
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