A full-time employee responsible for all of the company’s documents and having to deal with multiple proofreaders is resistant to procrastination, regardless of the situation. That is not exciting at all! To be honest, though, a proofreader doesn’t have a choice. Here are some tips we want to share with you that will help you become a better proofreader in the future.
The Importance of Proofreading
Mistakes leave a bad taste in potential customers’ mouths and harm your company’s image. For your convenience, a step-by-step guide to editing or proofreading your documents can be helpful. Look at these tips for a smooth, accurate, and unique document that clients will love to read.
Put the Right Mindset On
Before reading, double-check that all of the tabs for social media and slack have been closed. Before settling in for some quiet reading time, make sure there are no interruptions. You also need to make the most of the natural abilities you possess. In the mornings, you tend to be more persuaded, engaged, and alert than you do at other times of the day. Make the most of this opportunity by editing or proofreading the document first thing in the morning.
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Verify your document’s spelling.
When working with Microsoft products, use the feature that checks your spelling. You can accomplish this by going to the “Audit” menu and selecting the “Check Document” option. Even though it is not secure, it will point out any obvious errors. Verify that you have selected the correct language rendition. In most cases, the default language setting is American English. Additionally, you have the option to alter the language.
After that, for editing and proofreading, you should use a free programme such as Grammarly. Word choices and sentence structures can be improved with the help of Grammarly’s advanced features.
Don’t Forget To Format.
Checking your spelling isn’t going to help you organise or introduce anything. As a result, you are obligated to take into consideration the reliability of the following:
- The capitalisation
- The use of shading
- Dates and numbers
- The type and dimension of the text
- The line dividing the documents
- Page break
- The brand rules
Proofreading for search engines
Advertising documents can be crafted in various formats and distributed through various channels. When your document is finally selected for inclusion on your website, you’ll want to ensure that it has a high position in the Search Engine Results Pages (SERPs) of Google.
In general, Google gives more weight to accurate, well-edited, and well-written documents. You can check your website against the following checklist of fundamentals to ensure that it is prepared for both your customers and Google:
- All images should have informative alt labels.
- Change the length of the description and the title if they are too long or too short. You can use SEOmofo to help with this.
- In the web document, underline the suggested target keyword.
- Remove any unnecessary words and URLs that are too long.
- Add headings to help with clarity and to break up long content.
- Make sure the stacking of pages isn’t too late. You can do this with the help of tools like Insights or PageSpeed.
The last review of the copy
Use a highlighter to go over it, and then print it out. Compared to editing or proofreading something on-screen, a printed archive is much easier to work with. Read your work aloud for everyone to hear. This is especially important in optimising the content through methods such as streamlining, editing, or proofreading. By doing so, you’ll be able to determine whether or not the document contains keywords that aren’t subject to any restrictions.
Analyse the reverse side of the document. When you go back through what you’ve written, you’ll be able to see your words more clearly and will have an easier time spotting errors. As soon as possible, return to the document.
Repeat the process the following day if at all possible. If you anticipate making many errors, you can use the hunt function or the Ctrl+F shortcut to locate them more quickly. Look for careless mistakes like confusing “it” and “it’s,” for example.
Put your attention solely on tackling one challenge at a time. A good example of this would be receiving multiple confirmations of the nature of your document for a variety of different reasons. The first thing you should do is ensure that you have an adequate understanding of the document’s content. You could also note any errors in grammatical structure or syntactic construction. The last thing you need to do is examine the brand for any linguistic or branding errors. Before confirming the final document to be distributed and shutting down, consider the following:
- Is it well written and presented?
- Is its tone and image consistent with your business’s image rules?
- What remains unclear or needs clarification?
Reviewing with the help of tools
With the help of this guide, you have come a long way toward achieving your goal of becoming an expert proofreader or editor. The following websites, tools, and assets are ones that we recommend you check out to further your education and comprehension of the most effective procedures for proofreading and editing.
Hemingway can provide advanced recommendations for document commitment in addition to linguistic and spelling recommendations. A method uses a colour-coding scheme to visually differentiate between different types of errors and points. If you are not a professional writer, exercise extreme caution when composing a document for a specific project is in your best interest. The use of stolen documents is a legitimate chance that a website is penalised by Google. Using Copyscape will ensure that all of the content you proofread or edit is completely original.