Writing is one of the most important things students do in college. And being able to proofread one’s own work is crucial for producing A+ essays, term papers, research papers, etc. Proofreading, however, is often confused with editing, making many first-time academic writers unsure of the difference between the two.
What is Editing?
The process of editing is initiated by a proactive editor who suggests changes that will improve the overall quality of the text, specifically in relation to the use of language and expression. A good editor ensures that a text uses coherent language and clear expression; they help to enhance the overall readability of the document. Further, effective editing gives readers the impression that writing comes naturally to the author, even if it doesn’t. The process requires creativity, and a good editor often takes the audience’s feelings into consideration while working on a text.
The editing stage always comes before proofreading and for good reason – structural issues within a paper are often more significant than surface errors.
What is Proofreading?
Proofreading is the final stage of writing. It is done when everything is in place and the proofreader is just looking for surface errors – related to spelling, style, grammar, and punctuation – that have been inadvertently overlooked. It also involves identifying inconsistencies in terminology, referencing, and formatting. Unlike editing, which can lead to major changes in a document, proofreading usually results in minor, aesthetic adjustments. A good proofreader, however, must be equipped with specialized knowledge and experience that helps them go far beyond what a computer’s spell-checking software can do.
8 Strategies for Proofreading Academic Writing
Here are some simple tips and strategies for college students looking to effectively proofread their writing.
1. Avoid Relying Too Much on Computers
Computer spell-check and grammar-check programs are notorious for letting errors slip through. “There” and “their,” for instance, are both spelled correctly and a spell-check program might identify them both as “correct” even though they have completely different meanings. Only a human proofreader would use the context to identify the correct word.
2. Print it Out
Many proofreaders choose to print out the text and review it line by line. That is because reading happens differently on screen and on paper. When a piece of writing is read aloud, it is easier for the ear to catch errors that the eye may have missed. Also, rereading one’s work in a different format helps spot errors that may have previously been missed.
3. Concentrate
Spotting mistakes is a tricky job. In order to be able to concentrate, a proofreader must get rid of potential interruptions and distractions – cell phones, television, and radio ought to be turned off; checking email must be avoided as well.
4. Focus on One Kind of Error at a Time
Trying to identify multiple issues with a piece of writing can get confusing. Experts suggest creating a list of common mistakes that the author-reviewer tends to make and reading through the text several times, focusing on a specific area each time – sentence structures, word choice, spelling, punctuation, and so on. If, for example, they frequently slip up on quotation marks, it helps to go through the text checking for just that one problem. The next round of proofreading should then focus on the next most frequent problem.
5. Verify Facts, Figures, and Names
In addition to spelling, punctuation, and sentence structure, a proofreader must ensure that all the information in the text is accurate and up-to-date.
6. Make Cosmetic Changes to the Document
Changing the look of the document – size, color, spacing, or style of the text – is known to trick the brain into thinking it is looking at an unfamiliar document. This helps the reviewer read the text with a fresh perspective.
7. Read Backwards
Reading backwards, one sentence at a time, helps proofreaders focus on individual words rather than on sentences, thus avoiding getting inadvertently caught up in the content of the paper.
8. Seek Assistance
A fresh pair of eyes can spot errors that have been overlooked by the writer-cum-proofreader. But if the above tips have been followed closely, a second proofreader shouldn’t really find much at all.
