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Whether or not writing is your strong suit, being a good proofreader is essential in business and other areas of life. The fact of the matter is that we are in a word-based world from e-mails, text messages, company reports, presentations, marketing materials and resumes to social media like Facebook, Twitter and LinkedIn. Chances are you are writing something multiple times a day and what you are writing is reaching many people.
Proofreading is not about being an expert writer. It is more about ensuring: consistent spacing and fonts; correct spelling and grammar; accurate dates and times; a sequence of numbers is in order; and proper punctuation. When dealing with specific information such as figures used in an annual report, be sure that you have a proofreader with knowledge of that information to verify that it is correct.
So, where do you start? Hone your proofreading skills by editing your own writing. While spell check is a great computer feature, it should not be relied on 100 percent. Keep these proofreading tools handy:
- A current dictionary
- A style guide such as the “Associated Press Stylebook”
- A copy of “Proofreader’s Marks,” which are standard editing marks used by editors and graphic designers.
Use these five tips to be a good editor of materials a graphic designer creates for you so that you can avoid costly mistakes with custom marketing materials:
1. Submit Finalized Copy. Text is a key component to any graphic design piece and is often the first element a designer needs for a project. Make sure the text you submit is as complete as possible and proofread by several people.This will save you time and money by greatly reducing the number of potential edits a graphic designer would have to make. Also your project will be converted to a PDF file, which does not have spell check so the fewer edits made at this stage the better.
2. Print and Proof a Hard Copy. Typically you will receive a PDF proof of your project. The No. 1 rule is to print out a hard copy of what you are proofing because reviewing a document on a computer screen is not effective. Read the text out loud and use a red pen to make any edits so that your changes stand out.
3. Edit Electronically. Submit all edits to your designer electronically via e-mail or using a "Post-It Note" feature in your PDF file if applicable. If e-mailing the changes, explain where the changes are in the document (e.g., page number, paragraph number, etc.) so that the designer can easily find and then copy and paste the changes directly to the document.
4. Use Multiple Proofreaders. Having more than one set of eyes to proofread a project is essential. Make it a team effort by including different staff members – can range from your receptionist to your IT person – in the various proofreading stages.
5. Go Upside Down. To get a different view point of the document, turn it upside down. This helps see any spacing errors and other layout issues you wouldn't have caught otherwise. |
