Write Now Editing

The Makings of An Excellent Proofreader by Sharon Ford

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What is Proofreading?
Proofreading is usually the last step in the publishing process. It is the final analysis of the visual and content levels of a document after it has evolved from various cycles of revision and has been finalized by a content editor. By the time a document reaches the proofreader, corrections of sentencing and word usage have already been addressed. Having gone through a thorough review to tidy up text via a focus on style, content, punctuation, grammar and consistency of usage via copyediting, proofreading is the final polish that ensures that the document is finally ready for publishing.

Though proofreading reflects no real editorial authority, proofreaders mark-up documents for typesetters, editors, and authors to reference for additional changes. In addition to immediate errors in grammar, spelling, punctuation and other language misuse, proofreading includes a final check to ensure all elements of the document are included and in proper order, all amendments have been inserted, and that the house/style guide has been followed.

Get the Skills
What do publishers look for in a top-notch proofreader? Below are a few frequently noted skills to cultivate:

Hard Skills

  • Proofreading symbols and abbreviations
  • Knowledge of the publishing process and industry
  • Style or house manual(s)
  • Publisher’s preference for a descriptive or prescriptive approach to the application of grammatical rules
  • PDF editing tools for digital editing
  • Microsoft Word’s track changes
  • Hyperlinking when working with website content
  • Excellent command of written English
  • Specialization in a specific subject, though not absolutely necessary

Soft Skills

  • Above average eye for catching typos, punctuation, and formatting inconsistencies
  • Patience for the long, slow process required to review a document from word-to-word to paragraph-to-paragraph
  • Communication, communication, and more communication
  • Self-starter with the ability to work well independently
  • Ability to juggle and meet multiple deadlines
  • Tact
  • Relationship-building and management

How Do I Know I’m Good?
Want to test your current level of proofreading acumen? Most publishers will extend a proofreading and or copyediting test within their new hire/candidate review process. Some will assign a proofreading project as a task to entry-level new hires to ensure fundamental editing skills are in place. If you want to get an idea of what this testing may entail, here’s a 20-question online proofreading test from UK-based Society for Editors and Proofreaders.

Carol Saller, the author of The Subversive Copy Editor and contributing editor to The Chicago Manual of Style blogs about “the second-most common* fatal error that candidates make” when taking the test her office administers when hiring at the entry level. She notes that, “…the fatal error candidates make on the test: that is, their failure to understand the concept of proofreading.” Wannabe Editors: Can You Pass a Proofreading Test?

How to Get Trained
The PEN Institute has group courses and lesson packs that cover the how to of proofreading and how to provide serves as a freelancer as well. Below are the 2019 group course offerings. Each group course has a corresponding lesson pack. lesson packs include the same lesson materials as the group courses but are self-guided without the online discussion or instructor feedback.

  • Proofreading 101
    August 19­–September 23, 2019
    Registration opens June 19, 2019
  • Establishing Your Freelance Business 101
    September 23–December 9, 2019
    Registration opens July 23, 2019
  • NF Copyediting and Proofreading Boot Camp 401
    October 14–November 18, 2019
    Registration opens August 14, 2019

Since finding The Christian PEN during a prayerful search in 2015, Sharon Ford has been more than blessed by the wisdom, camaraderie and opportunities she’s found with her PEN family. When she joined, she jumped at the chance to volunteer and support this new found oasis in hopes that she’d learn and grow in preparation for a long mulled over career change. After many classes and months of support from the PEN and PEN Institute courses, she launched her freelance business, Tidy Up Content Services, late 2018!

When You Can’t Afford an Editor: 5 Easy Tips for Stronger Content

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Few people go into business planning to give it their second-best effort. Instead, they prepare. They plan. They invest in the website and store front, possibly in business coaching and financial planning. They do what it takes – spend what it takes – to provide the best services and products possible.

But not many of them leave room in their budgets for content writing or editing.

It’s one of those things that most people do for themselves (regardless of whether or not they should). But I’m not here today to try to convince anyone that they should hire an editor. The truth is that most of the business owners I know realize they need help with their content, but they just can’t afford it. Until that glorious day when content writing skills are as appreciated as accounting skills, I understand that people will write their own content.

That doesn’t mean I have to sit by and let them do it badly.

There’s no substitute for a professional, trained editor, but there are things that anyone can do to help strengthen their business’s or organization’s content. Here are five easy tips for writing stronger content.

  1. Have another industry professional read it. No one knows your industry as well as the people in it, so there’s no one more qualified to spot an informational error than those people. If you’re in a professional association, see if someone there would be will to fact check your content; if you’re not, ask a local colleague. They’ll help you spot any industry-related inaccuracies that others will miss.
  2. Have someone outside the industry read it. Once the pros have had a go, head the other direction and find people completely unfamiliar with your work. These people will be able to tell you what does and doesn’t make sense to layman (which is especially helpful when you’re trying to draw in new clients).
  3. Have an English teacher read it. But not for grammar. English teachers around the world might revolt because of what I’m about to say, but it’s the truth: your content writing doesn’t have to be technically correct. Remember when you were taught not to start sentences with conjunctions? And when the teacher said not to end a sentence with a preposition? Forget it, especially if you’re writing for your website. Proper grammar isn’t the most important thing; connecting with your audience is! Instead, see if an English teacher (or other publishing professional) can give you a solid copyedit – spelling, punctuation, word usage (should you use whet or wet?).
  4. Read it backwards. Start with the last sentence of your copy and read it backwards, one sentence at a time. When you read it as written, your mind fills in spaces with what you know should be written (even if it isn’t there or if it’s written incorrectly). By reading it backwards, you force yourself to read each line individually, which will help you identify those typos.
  5. Read it out loud. It’s easy to skim over an awkward sentence when you’re reading, but it’s hard to ignore it once you’ve spoken it out loud.

Will these five tricks turn you into a master copywriter? Sorry, no, but using these tricks with help you strengthen what you’ve written, making your content more effective.

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ABOUT ME

Editor. Teacher. Novelist.
A passionate lover of fiction, Karin doesn't just write novels, she helps others write their best stories! A certified substantive editor with the Christian Editor Connection, her goal is to help authors to put her out of business by equipping them with the tools they need to become better writers.

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Lover of all things fiction, I also love University of Michigan football, the Detroit Lions, Tigers, and Red Wings, kayaking, gluten-free cupcakes, and my husband.

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