Proofreading is a vital skill for anyone producing a book. Some authors choose to save money by doing their own proofing. But even if they hire a professional proofreader, they may want to proof the galleys before the book goes to the printer.
Although some people seem to have an eye for finding errors, proofreading is a skill that can be learned and developed. The more you proof, the better you will get at it. Regular proofreading is a great way to learn about grammar, punctuation and style. Ideally, the more proofreading you do, the more you will develop the ability to see and correct errors.
Proofreading can also make you a better writer. As you develop your proofing skills, you will learn what mistakes you tend to make in your writing and what you need to pay attention to. When you become confident in your system for finding errors after you have finished writing, you will be able to dedicate your writing time to writing, not editing or proofing.
The following hints and tips will help you become a better proofreader.
Proofreading is not reading, editing or reviewing. A thorough proofreader might deliver a nearly error free document and not have a clue what it was about. For most of us, reading almost automatic. Sometimes, we aren’t even aware we are reading. Our brains automatically correct what we see. In essence, we read what should be on the page, not what really is on the page. This is especially true if we have written, or are familiar with, what we are proofing.
Before you can proofread accurately, you need to slow your reading speed down. The easiest way to do this is to make the text harder to read. Changing the size, font or color of the material you are reading will help. Try reading the entire piece back to front or each page top to bottom. Reading out loud, even if it’s just under your breath, also helps. When you find yourself paying attention to what the piece is saying it’s time to take a break.
Proofing requires concentration. Eliminate distractions. Once you get going, a phone call or email alert will break your concentration and set you back. Make sure you have good lighting; florescent lights can tire your eyes. If you have a large piece to proof, do it during the time of day when you are at your peak mentally.
While you need focus and concentration to proof, you don’t need to use much critical thinking. It can get dull. Chewing gum, keeping a beverage handy and listening to music can relieve some of the pressure. Frequent breaks will keep you fresh, relieve boredom and help you avoid reading instead of proofing.
Don’t try to proof for everything all at once. Keep your focus sharp and make several short passes through the piece. Focus on grammar one pass, any numbers used the next, then spacing and so on.
For longer documents, consider creating a style sheet. A style sheet is a sort of cheat sheet editors use to keep track of the correct version of common mistakes and special situations. This is the place to keep track of proper names, addresses, phone numbers and common terms and phrases. When you create a style sheet, you can type in the information before hand, but leave room to add things by hand as you work. Style sheets work best when they are short and simple. Try to keep it to one page. I’ve created a sample style sheet and a blank style sheet for your use.
Have reference materials (for instance a good dictionary and style book) on hand to check things you are not sure about. The Chicago Manual of Style is a standard style book. If you don’t have access to a hard copy, you can find answers to many questions on their website.
Mark your hard copy in a color (ink or pencil) that is easy to see. Red is the most common. Proofreader marks are the standard way for professionals to tell each other about changes that need to be made. There are many examples of proofreader marks on the internet. I think one of the easiest to understand is found at expressographics.com.
I have created a tip sheet with some specific tips to help you with your proofreading. You can download the .pdf here.
Happy proofing!
Update 2/11/2010: A shortened version of this post is now available at Diva Toolbox.
I am a consumate DIYer. But one thing that is impossible to do is proofread your own stuff. You will always see what you want or expect to see. It is simply how are brains function. We routinely see partial images then our brain fills in the rest. There are any number of pychological tests that prove the phenomenon. The other problem is that sometimes you as a writer have explained something that seems perfectly accurate but you did not see that it might have an alternate interpretation. This is also something your proofreader might check. So go ahead and publish your own book and design your own cover but be sure you run it by your proof reader first. If you want some additional writing advice check out Words At Work http://www.authorsbroadcast.com/titles/wordsatwork.htm
Reno, I agree with you. In the best of all possible worlds, people should go with a professional proofreader, or at least someone who is not familiar with the material but is familiar with the finer points of the language. I have worked on enough books to know that cover design — like interior design, copy editing and printing — is also better in the hands of experienced and trained professionals. Unfortunately, it’s not always an option for people. Proofreading is also not just for book publishers. Anyone who writes for others can benefit from improving their proofing skills.