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Proofreading, Editing & Revising
Customized & Workplace TrainingAAI/Portland Community College
Facilitated by George Knox
Proofreading
Purpose: Locate and mark errors and needed changes in a document.
Approach w/ “fresh eyes” Know why you are proofreading Proof for the audience Mark problems; don’t fix them Look for needed changes only Read both silently and aloud Proofread in “chunks” Proof multiple times
Proofreading for Revision
Purpose: Check content and order for clarification or restatement
Read for overview Determine purpose of the document Find the main point or thesis Find the evidence or details Check paragraph order and “weight” Proof paragraphs for relevance and flow Repeat as necessary
Proofreading for Editing
Purpose: Find sentence-level problems and mechanical errors
Proofread at least twice Check your problem areas first Find topic sentences before supports Ensure 1 topic sentence per paragraph Check spelling separate from grammar Use but don’t trust writing assistants
Proofreading Tips
Accept that most drafts are not perfect Plan/schedule for proofreading Proof electronically AND hard copy Proofread multiple times Read your document aloud Have someone else proofread Practice proofreading
AND …
Proofreading Tips (Cont.)
Organize your proofreading:– Proof in sections. Complete a section before
moving on.– Proof for revision first. Make revisions. Then
proof for editing.– Proof general to specific (Paragraph –
Sentence – Word – Punctuation)– Read backwards (especially for editing)
Proofreading for Grammar (Sentence Level)
When proofing and editing, focus on meaning and clarity Know your grammatical weaknesses, and check those first Read a sentence aloud to confirm “verbal grammar” Look for shifts in voice, person and tense Identify subject, predicate, clauses and phrases within a
sentence Quickly cover the basics:
– Complete sentences (and ideas)– Agreement between elements– Clear and appropriate modifying phrases– Correct punctuation
Use the writing assistants to find likely errors (but check again for yourself)
Keep a good grammar guide handy
Revising Strategies
Focus– Clarify introduction of main “thesis”– Check for competing ideas– Delete unnecessary text
Content– Emphasize main ideas– Add facts, details, examples, definitions– Rethink central argument/insight
Point of View– Maintain consistency– Change POV?
Revising Strategies (Cont.)
Organization– Add/sharpen topic sentences– Move blocks of text– Re-paragraph
Audience Appeal– Use appropriate tone/language– Let the readers know why they are reading– Motivate the readers to read on
The “Rule of Ones”
Editing Strategies: Movement
Check paragraphs– Topic sentence followed by support sentences– Transitional sentences/phrases
Arrange paragraphs appropriately– Time (chronological, narrative, process)– Space (descriptive, setting)– Dramatic (build to climax, back load)– Logic (argument, essay)
Link ideas
Paragraph Structure
Topic sentence with support sentences (details and examples)
Usually topic sentence comes first Start a paragraph when you introduce a
new topic sentence Front load vs. back load Tip: When proofing, mark all topic
sentences to check paragraphing
Editing Strategies: Linking Ideas Use key words
– Repetition– Variety
Maintain parallel structures– Similar info presented in similar ways– “Visual” balance
Check for consistent style– Between paragraphs/chapters/sections– Subject identity– Perspective
Editing Strategies: Transitions
Use “roadmap” sentences/paragraphs Choose appropriate phrases
– Addition (and, also, further, in addition to, moreover, next, too)
– Compare (also, in the same manner, in this way, like, likewise, similarly)
– Contrast (although, but, even though, however, in contrast, nevertheless, still)
– Summary (In conclusion, in other words, in short, therefore, to sum up)
– Relation [time, order, place] (after, as, during, finally, later, when, first, second, next, last, above, beyond, farther on, near, opposite)
– Logic (as a result, consequently, if, since, so, therefore, thus)
Editing Strategies: Sentence Level
Correct grammar– Sentence fragments– Run-on sentence (fused, comma splice)– Subject-Verb agreement– Pronoun references and agreement– Misused modifiers– Active vs. passive voice
Correct spelling and punctuation
Specific Problems to Consider
Diction Paragraph Structure Document Design Style Liability
Also Think About …
Utilizing a peer review Testing documents on sample audiences Requesting feedback from target
audience(s) Developing measurements of effectiveness Rotating assignments to assess strengths
and weaknesses of writing staff Group writing for projects