Proofreading

Take it seriously
I have to admit, this is one of my least favorite topics. But when it comes to writing, especially high stakes writing, proofreading can be consequential. When there is stiff competition for funding, reviewers look for reasons to narrow the field. A typo could be it. Furthermore, your proposal is a reflection of your entire organization; typos aren’t professional. And, let’s be frank: typos can be just plain embarrassing.

What I’ve learned
When I begin a writing project, I don’t think about proofing. I focus on the story, writing strategies that will help the reader, and perfecting the pitch. Once I complete my draft, I move on to editing the document to make sure it’s responsive to funder requirements. Proofreading is the last thing on my mind. Typos aren’t important – yet.

And then they are. Proofing is the final step before I send the draft to my client. Proofreading requires concentration. Once the hard work of drafting and editing your document is done, your mind may wander. Don’t let it. If you’re distracted, proof later. If you’re tired, take a break. If your desk is cluttered, clear it off to help you focus.

Here’s what else I’ve learned about proofreading:

• Build in the time you need to get it right. 
• When you’re ready, proof once, step away, get some coffee (or exercise or ice cream), and then proof again. You’ll be amazed by how much easier it is to see typos after a break.
• Make sure someone proofs after you do. Familiarity with a document risks mistakes. An objective review is indispensable.
• Proof everything. I’m talking about letters, memos, social media, and especially email.
• Don’t rely on spellcheck. What may appear to be correct, might not be.

Prevention is best
We all make mistakes. This article was inspired by one of my own. Recently, I thought I carefully proofed an important email to someone I had never met, but I didn’t catch my misspelling of her name. Besides my horror—and embarrassment—upon discovery of my mistake, it took me more time to decide how to make amends than it would have to be more careful in the first place.

I’ll be frank. Proofreading can give me a headache. However it’s a good headache to have. It means you’re near the finish line, but it’s still possible to make your document even better than it already is.