Re: Proofreading & Editing Tips--easier format I hope

[Douglas Max <dmax -at- BELLATLANTIC -dot- NET>]

Colleagues,

This may look like a repeat posting, but Eric told me the HTML code
doesn't work well with
this list.  So, I've copied and pasted, turned "?" into "*" and turned
off my default "send as HTML."
I hope this works better for you!

Here's a compilation of all the tips suggested for more effective
proofreading & editing (some suggested that proofreaders didn't edit
copy) but, since I received many suggestions for both I've combined
them.

Rather than send you the "raw" suggestions, I'm attaching a copy
(proofread and edited), but I won't swear to perfection as I proofread
and edited myself--something a number of you suggested is difficult at
best.  If you find any errors please let me know...as if I need to give
you my permission!

Also, since so many seemed to appreciate the "mission" of this thread, I
thought of another possibility and would appreciate your reaction...what
would you think of a "list" compiled of hints for effective technical
writing?  It'd obviously be very broad, but I'm sure some more narrowly
defined categories would emerge...or be suggested.  Let me know.

Thanks again to all who contributed.  And, for those who contributed, if
you'd like me to send an attachment of the list,let me know (I'll
discriminate against the rest as I don't have the time to send out 4,000
e-mails...and the list doesn't seem to accept attachments)

Cordially,

Douglas Max




Proofreading & Editing Tips

*Read it out loud
*Read it silently
*Read it backwards to focus on the spelling of words
*Read it upside down to focus on typology
*Use spell checker and grammar checker as a first "screening," but don't
depend on it
*Have others read it
*Read slowly
*Use a "screen" (a blank sheet of paper to cover the material not yet
proofed)
*Use your finger to read one word at a time
*Don't proof for every type of mistake at once?do one proof for
spelling,another for missing/additional spaces, consistency of word
usage, font
sizes, etc.
*Keep a list of your (or the writers' you are proofing) most common
errors and proof for those on separate "trips"
*Read something else between edits. You clear your head of what
you expect to read and really read what is on the page
*Ask yourself who, what, when, where, why, how when reading for
content. Did you cover all the ones you thought you would?
*Highlight the sentences that best answer these questions just so
you can see if they flow in logical order
*Do the math, do the math, and then do the math again. Somewhere
between the screen and the printer 2+2 becomes 3
*If writing & editing the same document online change the text color
when editing to give it a different look and to force you to read the
words
*Print it out and read it.
*Write at the end of the day; edit first thing in the morning.
(Usually, getting some sleep in-between helps.)
* Editor's flags. Put ## in the document in areas where reviewers need
to pay special attention, or next to items that need to be
double-checked before the final proof print. Do a final search for all
"##" and remove them
*Make a list of "bugaboo" words, and do a search for them before final
proof. Include every swear word, words related to product terminology,
and
other words that pop up on occasion. Then do a "Find" for all these
words.
*Do every step in procedures
*Hold a blank sheet of paper up to the line you're
*Give a copy of the document to another person and keep a copy yourself.
Take turns reading it out loud to each other; while one of you reads,
the other one
follows along.  You'll catch any errors and awkward-sounding
phrases?this method
also works well when proofing numbers and codes.
*First proof the body text. Then go back over and proof the headings.
Headings are usually the most error prone because copy editors usually
don't catch them.
*Don't use fluorescent lighting when proofing. The flicker rate is
actually slower than standard lighting. Your eyes can't pick up
inconsistencies as
easily under fluorescent lighting.
*Listen to music or chew gum. Proofing can be boring business and it
doesn't require much critical thinking; though it does require extreme
focus and
concentration. Anything that can relieve your mind of some of the
pressure while
allowing you to still keep focus is a benefit.
*Generally, the editing world defines proofing as a very low-level
edit,meaning transposed words, typos, a missed period, etc. Generally a
proofreader does not edit for content.
*In the world of editing the difference between proofreaders,
copyeditors, and substantive editors are rarely distinguished.
*You also can read down columns in a table?even  if you're supposed to
read across the chart to use the info, you don't have to proof it that
way, columns of stuff may be easier to deal with than rows.
*Spend a half-hour a month reviewing grammar rules
*Make a list of things to watch for, a kind of to do list, as you edit.
*Double check headlines and font that is unusual (italic, bold, or
otherwise different)
*Be careful that your eyes don't skip from one error to the next obvious
error, missing subtle errors in-between
*Double check proper names
*Double check little words: "or" and "of"; "it" and "is" are not
interchangeable
*Count the number of steps a list promises
*Double check boilerplate text like the company letterhead, just because
it's frequently  used, doesn't mean it's been carefully checked
*Double check whenever you're sure something is right?certainty is
dangerous





--

LR Communication Systems, Inc.

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