Copyright 2009 Dan Patterson; Flickr
If you work in the communications industry, whether it be as a journalist, editor or marketing communications specialist, you know that the workload is steadily increasing while the resources are not. This means, more frequently than not, you may be charged with writing and editing your own work.
If you are wearing the hats of writer and editor how can you effectively proof your own work?
Here are five tips to help you consistently maintain the quantity of your work without sacrificing quality.
- If you use Microsoft Word, or another word processing program that allows you to track your changes, you’ll be given options to save the copy as Final Showing Markup, Original, Original Showing Markup and Final. Choose Final. This will ensure that if you are sending your copy electronically, you don’t accidentally e-mail it with the changes visible.
- Avoid the temptation to review on your computer and, if possible, print a hard copy (just make sure you’re being green by saving your printed copy and using it later for scrap paper). Since you’ve been looking at the copy on your computer while writing, you might miss small errors such as extra spaces, conflicting fonts, inconsistent punctuation, etc.
- Go through each line of copy, carefully reviewing different things each time. For example, go through the first time and check the mechanics–this includes capitalization, punctuation, spelling, etc. At this time, also review for correct style according to whichever style guide you are using, such as AP style, Chicago Manual of Style, APA style, etc. The second time, review grammar. Finally, review for continuity, flow and redundancy of words.
- If time allows, set the copy aside for 30 minutes or an hour, minimally, and look at it again with fresh eyes. A day away from your copy is ideal.
- Read your copy aloud. You are more likely to hear an error right away as opposed to just reading it.
Do you have a strategy or tips for effectively editing your own writing? Share them here!
