Sticky Communication

It’s ironic that I’m even attempting to post about proofreading. I am bad. Make that proofreading-challenged.

My brain switch flips off when I’m supposed to be proofing my own writing. I gloss over those little mistakes that can make me look unprofessional.

I also have trouble proofing other people. I struggle to restrain myself from rewriting so I can focus on typos and technical mistakes. Or I simply get bored and skim, instead of paying the strict attention that proofing demands.

Contrary to what many people appear to assume, spell check does not eliminate the need to proofread. It sucks people into a false sentence (oops, I meant sense) of complacency. It lures them into the trap of confusing the word they intended with a similar-sounding, correctly spelled word.

However, I have come up with some strategies to compensate for my proofreading disability. I hope they help you too:
1. Have a picky person read your content. Picky cats don’t count.
2. Print out your copy.
3. Pay special attention to common confusions.
4. Be on the look-out for sound-alike words.
5. Check your links.

1. Have a picky person read your content.

It’s best not to rely solely on friends or blog buddies, especially if you’re working on a big important assignment. If you can afford it, hire a professional or find a picky person in your office.

If you’re more comfortable in the creative right side of your brain, you urgently need the balance of a logical, left-brained person. Ideally, you need someone who gets a kick out of finding your mistakes.

Let them know their corrections are welcomed. Do not be defensive. If it helps, let them feel superior. They are, when it comes to this valuable task.

If you’re detail oriented, your writing may contain fewer flaws. But you probably still gloss over minor glitches. Everyone needs to proofread. Most of us need an objective, picky proofreader.

Don’t assume you can’t afford a professional proofreader. Most are quite a bargain.

Tell your proofreader what your consistent style is. For example, be specific about when you use upper case in titles. Refer them to the style manual you use.

Review what your proofreader has caught. Even professionals overlook the small stuff sometimes. Don’t be too smug, as many of them can be sensitive about even the smallest miss.

Don’t use proofreaders who insist on using a different style guide from the one you have chosen or who want to edit, unless that’s what you want.

2. Print out your copy.

I will copy content from blog or other software that doesn’t let me print, find or replace and paste it into Word just so I can proof this way. Printing gives you a much-needed change in perspective from reading on the screen. Find and replace help prevent me from repeating mistakes.

Are you listening, WordPress developers?

Read your print copy to yourself, as slowly as you can. Then read it out loud.

This is especially important if you choose not to use a proofreader. It’s the best way to catch tiny preposition flubs such as a missing “of” or “on.”

For extreme proof reading, grab your buddy and read each word out loud, back and forth, from the end to the beginning. Yes, backward so your mind can’t automatically correct.

3. Pay special attention to common confusions.

The most common involve confusing “It’s” (contraction of it is) and “its” (possessive); “you’re” and “your” and “they’re” and “their.” Don’t forget to search and replace to avoid repeat errors.

4. Be on the look-out for other mixed-up sound-alike words.

People often misspell other words that sounds like each other. These include hear and here, then and than, affect and effect or loose and lose. Google homonyms if you want to look at some lists.

Note the sound-alikes you confuse. Print a list and stick it to your wall for future reference. With practice, the correct words will flow naturally.

Mistakes like these not only make you look stupid, but can also make your writing more difficult for readers to understand. So take them seriously.

5. Check your links.

I am amazed at how often people resend me group emails because the original link was incorrect. I’m starting to wonder if some marketing people do this on purpose so they can contact everyone again. Please stop. It just looks sloppy and wastes my time.

After the fact
One of the best things about writing for the web is the ability to fix mistakes. Some people enjoy alerting you to them. So thank them and get on it right away.

Don’t resend an email or print piece unless the mistake is toxic. You don’t want to draw attention to mistakes that most readers will miss anyways.

While our tolerance for typos and other mistakes has risen with the web, don’t forget that it’s a competitive world. If you want to stand out and look like a pro, make your writing as goof-free as you can.

P.S. Comments pointing out my typos and mistakes are always appreciated.