President's Platform

Editing Yourself

By Jackie Damrau, Immediate Lone Star Chapter Past President

Rainy days, we sit at home, watch television, or read a good book. Some of us pull out the Reading File that is the collection point for articles and other things of interest, sit down in front of the computer, and write to our heart's content.

As we are writing, we get a feeling of confidence that our thoughts are flowing freely, the document is reading like we want it to, and we forget to look through it to ensure that it really says what we want it to. I'm my own worst editor. If I try to edit my articles shortly after writing them, I find very few mistakes. However, I've found that if I let it sit for a few hours or a few days, then pick it up and look at it again, I find major errors that I would not have wanted to see in print.

Do you experience this editing phenomenon? I'm sure you are all familiar with the four levels of edit: Format, Light, Medium, and Substantive. I want to share with you tips on creating a positive proofreading environment, overcoming the proofreading monotony, and implementing proofreading strategies in an easy-to-ready format that you can use as a quick reference.

Creating a Positive Proofreading Environment

Clarify your schedule (know timelines, due dates, and expectations).
Limit distractions (know when you are most alert).
Proofread during your "prime time" (avoid answering the phone).
Clear your workspace (remove anything that doesn't relate to the project).
Have necessary reference materials within reach (dictionary, grammar/usage manuals, stylebooks).
Create a comfortable work environment (proper chair height and adequate lighting).

Overcoming Proofreading Monotony

Rest; close your eyes every 10 to 15 minutes.
Check your posture.
Change your work pace or content.
Take short breaks.
Eat light meals as needed.

Implementing Proofreading Strategies

Distance yourself (put time between the writing and the correcting; sit in a different chair).
Establish a system (use standard proofreaders' marks).
Review the project (techniques include compare against the original and the recent copy; read aloud by yourself or with a partner; revise words and sentences; check spelling; and look at the document visually. Run a straightedge down the margins, turn the document upside down to see text rivers, or hold the document at arm's length to see what jumps out at you.
Communicate tactfully (give effective feedback with courtesy and diplomacy).

We should already possess these skills as technical communicators. Yet, it never hurts to remind ourselves of them occasionally.

Now, on to writing and editing!

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