Presented by Geri Ann Fuller Business Proofing & Editing Made Easy
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Presented by Geri Ann Fuller
Business Proofing & Editing Made Easy
What is the difference between editing
and proofreading?
Editing vs. Proofreading✓ Editing is about content.!✓ It’s rewriting, revising,
and cutting fat.!✓ Proofreading is about
correcting errors.
Editing vs. Proofreading✓ Each task requires a different focus.!✓ The Incredible Power of the Human Mind!✓ Your brain will read incorrect words as if
they are correct.
¡ Intelligence makes mistakes easier to miss.!
¡ Your brain is always thinking about meaning.!
Editing vs. Proofreading
Tips andTechniques
✓ Consider your audience.!✓ Match your language and tone.!✓ Have a clear purpose.
Consider tone.Cut the fat.
Cutting the Fatthatwhichwho
there areit is
Sentence Structure¡ Editing issue!¡ Use short sentences.!¡ KISS: Keep it short
and simple.!¡ Make each sentence
a complete thought.!¡ Use short paragraphs.
Use the Active Voice
Except when ...!✓ You don’t know the actor.!✓ The point is the action.!✓ The object is more important.!✓ You want to avoid blaming.!✓ You want to take the heat
off yourself.
When the subject does the action
Proofreaders’ Top Mistake
¡ It’s failing to ask someone else to read the document.!
¡ The other person will catch things you missed.
Top 10 Guidelines for Hard-to-Spot
Errors
1. Read backward.
2. Use a frame.
3. Review several times.✓ Make a checklist.!✓ Look for different
errors with each pass.!✓ Spell names correctly.!✓ Prioritize proofreading
tasks.Top 10 Guidelines for Hard-to-Spot
Errors
4. Proofread early.
✓ At the end of the day, you’re tired.!
✓ Most of us are at our best in the morning.
Top 10 Guidelines for Hard-to-Spot
Errors
5. Get your tools together.✓ Getting up can break
your concentration.
Top 10 Guidelines for Hard-to-Spot
Errors
6. Don’t proofread under fluorescent lamps.✓ They take 30 percent
of your brainpower.!✓ Use natural light or an
incandescent bulb.
Top 10 Guidelines for Hard-to-Spot
Errors
✓ Glitches can happen.
7. Read a recent draft next to the original.
Top 10 Guidelines for Hard-to-Spot
Errors
✓ Grammar check can be wrong.!
✓ Spell check can’t tell if you used the correct word.
8. Don’t trust grammar and spell check.
Top 10 Guidelines for Hard-to-Spot
Errors
✓ Print it differently to surprise your eyes.
9. Proofread from a hard copy.
Top 10 Guidelines for Hard-to-Spot
Errors
10. Take frequent breaks.
Top 10 Guidelines for Hard-to-Spot
Errors
Common Grammar Errors¡ Short sentences
can help avoid grammar errors.!
¡ Run-on sentences are 2 or more complete thoughts without punctuation separating them.
Confusing subject and object!¡ Ex: Each of the reports
contain useful information.!¡ A singular subject needs a
singular verb.!¡ Prepositional phrases will
come between the subject and verb.
Common Grammar Errors
Common Grammar ErrorsConfusing who and whom
Misuse of the reflexive pronoun
Don’t use reflexive pronouns in place of an object pronoun.
Common Grammar Errors
Forgetting to use parallel structure
Misplaced modifiers
Capitalization
Capitalize:!1. A person, place, or thing.!2. The first word of a sentence.!3. Seasons used as a proper noun or directions
used to describe a geographic region.
Capitalization
4. Titles when they come before a
name.5. Family relationships when used in place of
a name.
Capitalize:
¡ Abbreviate words that are part of an address.!¡ Spell out the same words in a sentence.!¡ Abbreviate titles when full names are used.
Abbreviations
✓ The rule of 10!✓ Be consistent with all numerals
in the same sentence.!✓ Spell out numbers used to start
a sentence.!✓ Spell out approximate numbers.!✓ Spell out ordinal numbers.
Numbers
Numbers✓ Numbers are tricky, because you don’t always know
what they are supposed to be.!✓ Read aloud to a partner.!✓ Double-check math and phone numbers.
Phone Numbers, Names, and Addresses
Dial numbers to ensure correctness.
Numbers take more time and care.!
People like to see their names spelled correctly.
Phone Numbers, Names, and Addresses
¡ Double-check addresses with a reliable source.!
¡ Double-check Web addresses.
Oversights and R
epetitions
¡ Use the Z-scan technique.!¡ Spell check can’t find
all errors.!¡ Read the document
out loud to look for incorrect words.
Summary
¡ Do the work and check after yourself.!
¡ Not checking your mistakes can lead to major embarrassment.!
¡ Don’t beat yourself up if you make a mistake.
With Geri Ann Fuller
Welcome to Business Proofing & Editing Made Easy
Q&A
Thank you for joining us today!
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