Proofreading and Editing Process
Have you done something for so long you forget how you actually do it? I certainly have. Proofreading and editing are multi-step processes, from checking spelling to confirming cross-references, yet they are now simply categorised in my head as ‘easy-peasy’, ‘cue up the Oxford references’, and ‘I will need a nap after this’.
Each level means I have more to do to create that final draft that persuades and assures.
An ‘easy-peasy’ document is ‘clean’, i.e., consistently formatted, the right template, few typos and no fragments or missing text. It doesn’t require a change to every sentence.
‘Cue up the Oxford refs’ has typos and grammar errors in every sentence, inconsistent formatting, ‘sales speak’, missing text and/or graphics, and possibly writing by several authors.
Nap-inducing Level 3 may have verbatim notes instead of writing, typos, text by ESL writers and/or multiple contributors, random documents copied and pasted in, missing text, possibly lice.
Lice is when MS Word inserts a little bubble symbol which creates a hard break inside sentences. When the ‘Show/Hide’ option is clicked, these tiny symbols sprinkled through the text looks like lice. To me (just me, likely) this vivid comparison means I won’t forget to delete ALL the symbols around the odd breaks within text. Using concepts like lice (or any other method) to remember to check various style and format issues makes hard work easier.
Editing and proofreading is never one size fits all, but a list of things to look for within a document type is so much easier than relying on memory, especially at 4.30am.
To determine a document’s difficulty level, I perform the following:
- Find out the actual page count (pages with text).
- Note how many graphics, separation pages and other bumf reduce the amount of text needing work.
- Read at least three full A4 pages, and either skim through to test general writing quality, or enquire whether there were multiple authors.
- See if there is a remit to follow for style, either as an actual style reference or a prior document to be used as a template.
Once the check is completed, I have a rough idea of how long it will take to get through it, which is often critical for tight deadlines and also for invoicing. Having this level of knowledge before I get stuck in had made life easier, also critical errors in the document, missing text etc, can be reported and hopefully sorted while I go over the text.
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