Did you spot all of those errors?

No matter where we look, written messages (emails, posts, texts, tweets, presentations, publications, etc.) contain all kinds of mishaps:

-       misused, misspelled, misplaced, and missing words

-       multiple grammar and punctuation errors

-       factual mistakes

-       misleading statements

Why?

Well, let’s not blame the dog, the cat, or the child for that matter!

The problem lies in our ability to create and send communications so effortlessly that we speedily go about it without a second thought. Just as readily, however, with a little practice, we can pick up valuable proofreading skills that become second nature.

To eliminate mishaps that diminish the value of our words, we all need to practice Sit, Stay, Speak, Shake & Fetch—Write Lady’s Favorite Proofreading Tricks:

1.    Sit

Just as we teach a puppy to sit so he (or she) is settled, paying attention, and ready for the next cue, we also need to sit when reviewing content in order to focus. When our bodies are mobile, our eyes are roving around. Instead of registering mistakes, our brains autocorrect errors that exist on the screen, and we end up overlooking them. 

2.    Stay

Not unlike a busy puppy with so much to explore, we encounter a world of distractions that prevent us from staying on task. However, if we begin to review content and then stop because we’re pulled away, we should start again at the beginning. If we simply pick up where we left off, we’re not only less focused, but also unlikely to recognize issues like lack of continuity and clarity. 

3.    Speak

Speaking doesn’t mean to read so loudly that all within barking distance can hear. The point is to read our content aloud slowly to detect a variety of issues—e.g., statements that a reader would likely misconstrue, and words and phrases that don’t flow. Hearing the words spoken also highlights errors involving missing, misplaced, and misused words. 

4.    Shake

We teach puppies to “shake hands” as a friendly gesture. While a congenial tone engages audiences, the idea here is to shake things up by printing a hard copy to proof. Although running a paperless office preserves trees and cuts clutter, we save valuable time and effort by catching more mistakes when reviewing words on paper versus relying solely on a screen read. Printing is especially recommended when editing a larger document, such as an article, a proposal, or a brief with 1,000 words or more.

Most editors recommend printing content in a double-spaced (at least) manuscript format and using a cover sheet to keep upcoming lines hidden from view. Focusing only on one line at a time prevents our eyes from jumping ahead and allowing our brains to autocorrect mistakes that we overlook.

5.    Fetch

If a puppy can learn to fetch useful items, we humans have no excuse for not finding and seizing resources that improve the overall quality and validity of our content. In certain cases, we’re wise to enlist one or more proofreaders to make sure we’ve covered the topic effectively or stated the message clearly and appropriately. Having fresh eyes on the content is also a prudent practice for recognizing and correcting mistakes, including grammar and punctuation.

Additionally, we all need to take time to check facts and look up spellings.

 Yes, of course, factors like a message’s length, complexity, and significance determine the degree of proofreading warranted. Exercise discretion. Even my smart doggie would perform every trick he has mastered for a meaty steak bone, but he’d sit and give me a you-must-think-that-I-was-born-yesterday stare if I had only a tiny piece of his everyday kibble to reward him!

Bottom line: If we consistently practice only one proofreading trick, we’ll communicate more effectively with messages that contain fewer errors.

My best to you,