Proofreading entails examining written text in detail to find and correct typographic errors and mistakes in grammar, style, punctuation and spelling.
In developing a good proofreading process it’s important to make it systematic and focused so that as many errors as possible are spotted with the least amount of time deployed.
It's also noteworthy that the writer of a story does not rely entirely on spelling checkers. Though, spell checkers can be useful in proofreading, they are not foolproof.
Spell checkers have a limited dictionary, so some words that show up as misspelled may just not be in their memory. In addition, spell checkers will not catch misspellings that form another valid word in the course of proofreading.
Example:
If you type "your" instead of "you're," "to" instead of "too," or "there" instead of "their," the spell checker won't catch the error.
Grammar checkers can be even more problematic during proofreading. These programs work with a limited number of rules, so they can't identify every error and often make mistakes.
They also fail to give in depth explanations to help a PR Practitioner writing a story to understand why a sentence should be revised.
A story writer may want to use a grammar checker to help identify potential run-on sentences or too frequent use of the passive voice, but he or she needs to be able to evaluate the feedback it provides.
Story writers should proofread for only one kind of error at a time. If they try to identify and revise too many things at once, they risk losing focus. Consequently, proofreading becomes less effective. It's easier to spot grammatical errors if the writer is not checking punctuation and spelling at the same time.
In addition, some of the techniques that work well for spotting one kind of mistake won't spot others. During proofreading, storyteller should read slowly, and read every word. Reading out loud, enables the story teller say each word and also enables him or her hear how the words sound together. When stories are read silently or too quickly the writer may skip over errors or make unconscious corrections.
It's better to separate text into individual sentences. This is another proofreading technique to help read every sentence carefully. The proofreader simply has to press the return key after every period so that every line begins a new sentence.
Each sentence should be read separately, looking for grammar, punctuation, or spelling errors. If the work is being done with a printed copy, an opaque object like a ruler or a piece of paper could be used to isolate the line being edited.
Read the paper backwards:
This proofreading technique is helpful for checking spelling. Start with the last word on the last page and work your way back to the beginning, reading each word separately.
Because content, punctuation, and grammar won't make any sense, the focus will be entirely on the spelling of each word. The editor or proofreader can also read backwards sentence by sentence to check grammar; this will help him or her avoid becoming distracted by content issues.
Proofreading is a learning process. The writer is not just looking for errors that he can recognize; he is also learning to recognize and correct new errors. This is where handbooks and dictionaries come in. A proofreader should keep the ones he finds helpful close at hand as he proofreads.
Ignorance may be bliss, but it won't make a better proofreader. The proofreader may often find things that don't seem quite right, but may not be quite sure what's wrong either.
A word looks like it might be misspelled, but the spell checker didn't catch it. He may think he needs a comma between two words, but not sure why.
The proofreading process becomes more efficient as the editor or proofreader develops and practices a systematic strategy.
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