I cannot tell you how many times I have proofed, spell-checked, grammar-checked, and re-read my material on screen and then still found an offending error. Proofing your content also includes documents that you get from the customer, which gets more offending than you might imagine. Never assume that your customer checked and proofed their copy. Most likely, they expect you to make sure that it gets proofed before going online. Nothing takes away more from online content than typos, spelling, and grammar errors.
The tips for proofing your content before going to online production:
- Always put the content away for a night or a day, then come back and read again; fresh eyes always find an error. You may not always have the opportunity due to time constraints, but when time allows this one works. If you get strapped for time, taking a shorter break — even if just five minutes - makes you more productive when you return to the work.
- Have someone else read the piece, and make sure you print out the document too; for some reason, errors become easier to see in print than on screen.
- Read slowly, and read every word. Speed reading or skimming the content results in missing the typical errors.
- Always proof your work in a quiet place. Reading in a loud office or with a blaring TV in the background, or proofing copy while running on the treadmill do not allow your full concentration and only provide distractions.
- Use a spell checker, but don't always count on automatic spelling / grammar checkers to be the end all solutions. Make certain to search for typical homonyms (words that sound the same when you pronounce them but have different meanings), i.e. to/ too/ two or there/ their. Here is a list of 100 common homonyms.
- Read the piece out loud to yourself; the words sound different than when you read silently. Reading aloud also gives you the opportunity to role-play, allowing you to put yourself in the audiences' frame of mind — a change of perspective enlightens you to options you did not see or hear otherwise.
- Read the content backwards to concentrate on the spelling of the words. Hard to do at first, but, like anything, with practice, the technique gets easier with repetition.
- Read the content upside down to concentrate on the topology, again this is a skill that comes with practice.
- Scan the document several times for specific errors with each pass, i.e., one pass for spelling errors, another pass for grammar, once more for word usage, and again for added spaces. Concentrate on one category of mistake at each pass.
- Double-check that proper names have correct capitalizations.
- Double-check the facts and figures to make sure the information is correct.
- Create a personal proofreading checklist; set up a list of your typical and then use it as a way of systematically checking your content.
- Use a blank sheet of paper to cover up the lines below the one you're reading, this allows your eyes and mind to focus on one line at a time and keeps you from skimming ahead of probable errors.
- Avoid the passive voice in content, for example, these "to be" verbs: is, are, am, can be, has been, have been, had been, will be, should be, was, were, and would be.
Do you have any content proofing tips that I did not mention that you use for your web content?
Ryan has performed in a broad range of technology support roles for electric-generation utilities, including nuclear power plants, and for the telecommunications industry. He has worked in web development for the restaurant industry and the Federal government.