Five steps to improving your proofreading

The Business Writing Channel

10 Nov 201403:32

Summary

TLDRThis video script debunks the myth that proofreading requires a superior brain or extraordinary attention to detail. Instead, it offers a practical five-step method to effectively proofread documents and emails. The process includes printing the text, using a pen and ruler to read each word individually, reading the title backward to avoid cognitive biases, and having a colleague review for typos without editing. The script also emphasizes the importance of not editing while proofreading and suggests digital alternatives if printing is not an option. For more tips, viewers are directed to the blog at www.writingskills.com.

Takeaways

🧐 Myth debunked: You don't need a superior brain or superhuman attention to detail for proofreading.
📝 Essential tools: A pen, a ruler, and a colleague can help you proofread effectively.
🖨 Print your document: Errors are often harder to spot on screen, so printing can be beneficial.
📏 Use a ruler: Place it under the first line of text to guide your eyes and focus on each word.
🔍 Read word by word: This method helps in catching every detail and potential error.
🔙 Read the title backwards: This prevents your brain from filling in what it expects to see instead of what is actually written.
✍️ Correct and reprint: After making corrections, print the document again for a fresh proofreading pass.
🤝 Collaborate with a colleague: Have a colleague check for typos without editing for content.
🚫 Separate editing and proofreading: It's crucial not to do both at the same time to avoid missing errors.
🌳 Environmentally friendly alternatives: Save paper by using PDFs or sending emails to yourself for review.
📚 Learn more: Additional proofreading tips are available on the blog at www.writingskills.com.

Q & A

What is one of the biggest myths about proofreading?
-One of the biggest myths about proofreading is that you need a superior brain and superhuman attention to detail.
Why might your brain be a problem when proofreading?
-Your brain could be a problem because it tends to see what it expects to see, rather than what is actually written.
What basic tools do you need for effective proofreading?
-For effective proofreading, you need a pen, a ruler, and some colleagues. Even one colleague will do.
Why is it recommended to print out your document for proofreading?
-It's recommended to print out your document because it is much harder to see errors on screen, particularly if they are your own.
How should you use a ruler during the proofreading process?
-Place the ruler under the first line of text to help you focus on each line separately.
What is the purpose of reading each word separately when proofreading?
-Reading each word separately helps you focus on each individual word, making it easier to spot errors.
Why should you read the document's title backwards during proofreading?
-Reading the title backwards stops your brain from trying to understand the content and helps you see the actual words.
What should you do after correcting your text?
-After correcting your text, print it out again and, if possible, ask a colleague to check it for typos and other mistakes.
Why is it important to have a colleague check your document?
-Having a colleague check your document is important because it is impossible to edit and proofread effectively at the same time.
What should you do if a colleague suggests edits for sense or clarity?
-If a colleague suggests edits for sense or clarity, print out the changed version and proofread those passages again.
What alternative methods can you use if you don't want to print out your document?
-If you don't want to print out your document, you can save it as a PDF and view that, or send the email to yourself to see it from the recipient's perspective.
Why might proofreading a hard copy be more effective than using a PDF or email?
-Proofreading a hard copy with a pen and a ruler is generally more effective because it helps you see errors more clearly than on a screen.
Where can you find more information about proofreading techniques?
-You can find more information about proofreading techniques on the blog at www.writingskills.com/blog.
What will future videos on the blog cover?
-Future videos on the blog will cover what to look for when you're proofreading.

Outlines

00:00

📝 Effective Proofreading Techniques

This paragraph discusses the common misconception that proofreading requires exceptional cognitive abilities. It suggests that the human brain can actually hinder the process due to its tendency to fill in expected words rather than accurately perceive what's written. The recommended method involves printing the document, using a pen and ruler to read each word individually, and reading the title in reverse to prevent the brain from making assumptions. The paragraph also emphasizes the importance of having a colleague check for errors without editing for content, and stresses that digital proofreading is less effective than the hard copy method. For those concerned about paper usage, alternatives like saving as a PDF or sending the document to oneself are suggested, but with a note that these are not as effective as the traditional pen and paper approach.

Mindmap

Keywords

💡Proofreading

Proofreading is the process of carefully reading a text to identify and correct errors in grammar, spelling, punctuation, and style. In the video, it is emphasized as a crucial step to avoid 'howlers' or glaring mistakes. The script suggests that anyone can proofread effectively with the right techniques, not just those with 'superhuman attention to detail'.

💡Superior brain

The term 'superior brain' is used in the script to debunk the myth that only those with exceptional cognitive abilities can proofread well. It implies that proofreading is a skill accessible to everyone, not just the intellectually gifted, and that ordinary tools and methods can be used to improve one's proofreading abilities.

💡Attention to detail

Attention to detail refers to the ability to focus on and notice small but important aspects of a task. The script challenges the idea that proofreading requires an extraordinary level of this attribute, suggesting that with the right approach, anyone can effectively proofread their work.

💡Ruler

In the context of the video, a ruler is suggested as a tool to assist in proofreading by helping to guide the reader's eyes line by line through the text. This method is meant to slow down the reading process and increase focus on each word, making it easier to spot errors.

💡Colleagues

Colleagues are mentioned as a resource for a second pair of eyes in the proofreading process. The script advises asking a colleague to check the document for typos and mistakes, emphasizing the importance of having someone else review the work to catch things the original author might miss.

💡Print out

Printing out a document is recommended in the script as a method to make it easier to spot errors. It suggests that reading from a screen can be less effective for identifying mistakes, especially when the text is one's own, as the brain may fill in expected words rather than what is actually written.

💡Reading backwards

Reading backwards is a unique proofreading technique mentioned in the script. It involves reading the title of the document in reverse order to prevent the brain from making assumptions about the content and to focus on the actual words and their sequence, which can help in identifying errors.

💡Understanding

Understanding, in this context, refers to the brain's tendency to make sense of what it reads, which can interfere with the proofreading process. The script explains that when the brain tries to understand the text, it may overlook errors because it replaces them with what it expects to see.

💡Edits

Edits refer to changes made to the text for the sake of clarity, grammar, or style. The script advises that if a colleague suggests edits, it's important to print out the revised version and proofread those sections again to ensure no new errors were introduced during the editing process.

💡PDF

PDF stands for Portable Document Format, a file format used to present documents in a manner independent of application software, hardware, and operating systems. The script suggests saving the document as a PDF and viewing it as an alternative to printing if one wishes to save paper, although it notes that this method is less effective than proofreading a hard copy.

💡Writing Skills

Writing Skills is the presumed name of the blog mentioned in the script where more information about proofreading and other writing techniques can be found. It represents the broader theme of the video, which is to improve one's writing abilities through effective proofreading strategies.

Highlights

One of the biggest myths about proofreading is that you need a superior brain and superhuman attention to detail.

Actually, your brain could be the problem when it comes to spotting your own errors.

All you need to proofread effectively are a pen, a ruler, and some colleagues.

Printing out your document or email can help you spot errors more easily than on screen.

Use a ruler to guide your pen and read each word individually to catch errors.

Read the title of your document or email backwards to stop your brain from filling in the gaps with what it expects to see.

Reading backwards helps you see the words again without being influenced by your brain's expectations.

After correcting your text, print it out again for another round of proofreading.

If working in a team, ask a colleague to check for typos and mistakes, but not to edit for sense or clarity.

It's important to separate editing from proofreading to avoid missing errors.

If a colleague suggests edits, print out the changed version and proofread those passages again.

Using a PDF or sending an email to yourself is not as effective as proofreading a hard copy with a pen and ruler.

There are five steps to proofread like a pro, as outlined in the transcript.

More information about proofreading techniques can be found on the blog at www.writingskills.com.

Future videos will provide guidance on what to look for when proofreading.

Proofreading a hard copy is more effective than digital methods, despite being less environmentally friendly.

The transcript debunks common misconceptions about the skills needed for effective proofreading.

The transcript provides a practical, step-by-step guide to proofreading documents and emails.

Involving colleagues in the proofreading process can help catch errors that the original writer may miss.