Proofreading Techniques When Time is Tight

Proofreading Techniques When Time is Tight (Issue 24: November, 2009) What should you do when you must proofread a business document, but you face a panic-stricken colleague, a demanding boss, or a shortened deadline? As the holiday season and end-of-year deadlines approach, you’ll need to produce more documents in even less time. Assuming that the panic-stricken person who brought you the document gave you no specific instructions about what to look for and what to ignore, here is a list of three process checks, in order of importance:1) Check, Print, Find Reviewer: Work in pairs - ask a colleague to proof your documents, and return the favor. Run the document through grammar and spell-check. This won't catch everything, but it will flag typos. Print the document. Finding errors in print is much easier than on screen. 2) Check Format and Organization: Check the pagination. Make sure that the pages are numbered sequentially. If the document is to be copied double-sided, check to see that blank pages have been inserted properly and that all odd-numbered pages will fall on a right-hand page. Proofread the cover page and title page word for word. Make sure that the date is correct and that the company's and author's names are spelled correctly. Flip each page and look for any glaring errors such as missing figures or printer glitches such as grossly uneven page toner. Flip each page again (make a separate pass) and look at the format to see that headings and subheadings are the correct size and typeface, spacing and indentation are consistent, running headings are correct, and margins are the right size. Check the table of contents against the text. Make sure that all of the sections are included and that the wording in the table of contents matches the text. Check the page numbers against the text. If you have a PowerPoint document, you will likely find errors here. Look at the graphics and tables. Make sure they are numbered correctly and that their titles correctly describe what appears. #3 Read Most Important Text: Read the preface, executive summary, or any other introductory material that the reader is likely to look at first. Read the conclusion or final summary section. Read the headings and subheadings. Read the first sentence (or first paragraph, if there is time) of each section. If you have any time remaining, proofread known trouble spots. You'll notice that the first 2 processes do not involve proofreading text. If you're really crunched for time, verify the organization and style of the document first because: It is fast to do so. A poorly organized document is very unprofessional, and readily apparent to a reader. Worse yet, your reader will be lost in the disorganization. You will find the most obvious errors. Only once you verify organization and appearance (items 1-2), should you move to text review (item 3).Ideally, we need to allow enough proofreading time. But, sometimes we don't have that option. These techniques will save you when you're faced with too little time.

Creative Business Planning for Writers

Creative Business Planning for Writers Samantha graduated from her writing program several years ago. With high marks and big dreams, she found herself working a department store instead. On some nights she compensated Writers like Samantha usually diagnose the problem as a lack of creativity. Little do they know that dreams arent always fueled Creative writers often overlook the value of a business plan. They believe its all about money and dont want to get involved with the facts and figures of it. They shy away from financial planning because its considered too left-brained for the artist. But even the simplest career layout will do. Not all big dreams have to start with dramatic origins. Basic preparation can make a big difference. With a little time and effort, small, but specific plans can transform writing ambiguity into a clearer sense of success. Good planning will mitigate self-doubt which, in turn, could minimize distractions. Setback wont turn into months of procrastination. A handy overview, such as a business plan, keeps a writer on track and financially stable in the long run. Here are four specific examples to show how the elements of a simple business plan could help Samantha – and writers like her – move towards success: (1)    A business plan enhances self-image. Every business plan contains an executive summary which defines the endeavor. Writers could use this statement to define a sharper self-image which will bolster self-confidence and enthusiasm. (2)    A business plan encourages social connections. A good plan helps determine how you will market to  potential mentors and publications alike. It defines your social circle too. A writer isnt born overnight and certainly not alone. Support is essential for success. A business plan challenges the writer to define which influences and niche excites her the most as well as where to focus her work. (3)    A business plan doubles as a funding manual. A writing aspiration needs real money to back it up. It is a sign of commitment and self-trust. A writer willing to budget for dreams will show that shes willing to walk the walk and talk the talk. Whether it be for contests, paper clips or new software, writers stand a better chance when they have money to spend. It not only makes sense for the pocketbook, it keeps the writers ego alive and healthy too. (4)    A business plan marks important dates and deadlines. A writer is nothing without her deadlines. Procrastination runs rampant in the community and following up on ones goals is crucial to success. A business plan gives a birds-eye view of what needs to be done and at what time. A writer in control is a strong writer; she will be focused during tough times and wiser during good ones. Creative writers, like Samantha, arent always the first to admit theyre in business. But the art needs to be supported Samantha doesnt have to waste time any more. She can set down a simple business plan which will transform her attitude and goals towards a real path towards success. Without doubt, opportunities await her prepared mind.