Completing an assignment feels great. After all the hours spent on research, double checking data, and finally getting it on paper it feels wonderful to finally be finished. You went over the formatting a couple of times, tried different layouts and rechecked your font. It looks great.
There’s no need to proofread because the client asked for this to be rushed. They need it for a presentation this afternoon. You know they’ll be forgiving of a few typos. After all, it looks great. There are certain steps we take when preparing a document of any kind. We may do some of them in different order from each other, but we do all the steps for every written piece. We don’t choose which steps to include and which to leave out. We just do them. We don’t decide not to include proper punctuation this time because we are too tired, or we don’t leave out pronouns because we think they should know who we’re talking about. Each and every step is as important as the others. Proofreading isn’t something we do if we get the time. It isn’t an after-thought. People don’t pay a little extra to get their piece proofread. Proofreading and editing of essay is as much a part of writing as the words themselves. The last thing you do when you’re ready to complete your writing is proofread. It does not matter if you just wrote a three line verse or a five hundred page book, proofreading is mandatory. As in our example, if the client doesn’t mind a few typos that’s great. But what if that client makes copies of your document for his clients? Now your sloppy work looks like his sloppy work. Even if you get away with it once, you will not get a second chance. Not proofreading will cost you customers, jobs and your reputation, affecting future customers. Helpful proofreading tips: # 1 Spell check is great, but not for proofreading. Spell check will point out words that need correcting, which may cause you to re-read a word to make sure you got the right one, but it will not read context and will sometimes suggest the wrong spelling of a word. It may insist that you use “they’re” instead of “their.” Don’t rely solely on Spell Check. Proofread. # 2 If you can take a break between writing and proofreading, you will have a better chance of catching mistakes. You will also see other things that you might want to change. The longer the better. Twenty minutes is okay, but a day is best. Remember that, when you are on a deadline. Estimates need to include the time it takes to wait between writing and proofreading. # 3 Writing on a computer all day will give you computer eyes. You will see through the screen of the computer which may show you back what you want to see. Printing off a hard-copy to proofread will give you a better chance to see any mistakes. It will also give you the look of the finished product. # 4 Take the printed hard-copy away from your desk to proofread. Take a colored pen with you to mark the things you need to change, then come back and correct all at once. Don’t’ try to correct as you go. It takes too much time. # 5 Employ your ears to help you with the process. Reading aloud and listening to your words will help find mistakes very quickly. # 6 Ask someone else to read any important documents that you may have to write. It is always good to get a second pair of eyes. They will see a mistake that your eyes have glossed over several times. Remember all the mandatory steps of writing; research, grammar, sentence structure and proofreading.
6 Comments
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