Importance of Editing
Proofreading is the final stage in the editing process. This part of the process is to ensure that all other edits made throughout the document are grammatically correct, consistent in style, and absent of any typos.
By the time one is proofreading, the idea of the document is usually set and checked for clarity and reasonable flow. At the editing stage, you should not worry as much about correcting writing mechanics because sometimes this hinders the creativity and of the writer and often distracting them of what is most important: the writing. Though proofreading and editing are vital to the credibility of the work, one must remember that you can't have one without the other, otherwise your work will be considered tactfully inept.
When proofreading, there are 3 key elements to consider:GrammarStyleSpelling
GrammarWhen compiling your thoughts, or deducing reasons and conclusions, you are better off making your claims with clear and concise communication. The rules of grammar are set specifically to standardize our way of communicating with one another. Syntax- the structure of a sentence- if not used correctly, can seriously alter one's idea and possibly leave the reader discombobulated or confused. Periods, commas, apostrophes, and other punctuation are not only appropriate to your work, but can also influence the tone of your work, enhancing your message (or disabling it if not used correctly). When the intention is to get your idea across, correctly stating your message is essential.
StyleThere are many styles of writing, and therefore rules to follow. While in college, I was an English major; I considered myself a strong writer, with little to correct in my writing. So when I turned in my first newspaper article to our school paper, you can imagine the insult I felt when the article was returned to me with lots of changes and edits. What I didn't consider, was that most newspapers use AP Style, a style I never heard of, and a style much different than the MLA-style used to write my college essays. Checking the style of a document is pertinent to the value of the document. Know who you are writing for and respect their use of style. While you are checking for style, make sure that margins and format of the document are correct. Page formats are considered applicable to the style, and can disable the style of the document, in some cases, if not done correctly.
SpellingThe last element to survey is the spelling. While a spell-check program is mostly reliable, an extra look-through is necessary before a finished work is done. Spell check can only catch words it doesn't recognize, meaning that some words, if spelled correctly, will not be edited. If you don't proofread your document, will you catch the correct use of the word: their, there, or they're? Were your names and locations spelled correctly? A writer can lose credibility by oversights like this and as a proof-reader, your job is to make sure errors like this do not make it to the final copy. One time, I wrote the front page article for my school newspaper, only to have my name misspelled and credited to a fictitious staff member. Do you think I'll be able to use that article in my portfolio, and explain the mishap to someone reviewing me? Probably, but how will the credibility of my newspaper staff look? Was the newspaper willing to take an editor who didn't know how to proofread? Where would a writer like me measure in a staff where an editor can't get a name correct?
Remember, that at the end of the day, your credibility as an editor/proofreader is analyzed when someone is reviewing the work. In some cases your name is attached to the work, and your reputation is judged. Everyone makes mistakes, but your job is to correct them- so know how to defend them, should your decisions be challenged. Proofreading can be under-appreciated, and yet highly criticized if not done correctly, so do not be modest about the time or compensation you will need to complete this task. The quality of one's work should be highly valued, making the proofreader a key asset, and for that reason alone must be compensated appropriately.
