In the course of a writer’s career, it is an unfortunate truth that – at some point – you will hit publish, only to find a typo the next day.
As a bystander to Burke Road, Camberwell, being spelt the same as Bourke Street, Melbourne, I have had a strong sense of caution when it comes to pushing the “go” button.
Now a seasoned professional, I have long learned there is an art to writing, proofreading and editing.
Obvs, the best course of action is to hire an expert.
If that’s not an option, then here’s a crash course in the “dos and don’ts” of writing, proofreading and editing.
Once you master it, you will feel more comfortable pressing “publish.” You will also better accept mistakes as a fact of life because you have done what you can to avoid them.
Do’s
✅ Always ask someone independent – find someone in another team to proofread. Ask them to look for both grammar and punctuation. Remember, those who write are often so focused on expression, they can be blind to their errors.
✅ Look for missed words – most commonly, I find that I miss prepositions such as “to” “in” “at”.
✅ Know both the dictionary and slang meanings of words and terminology – it’s easy to be embarrassed by colloquial use of a word. More commonly, test the meaning in different cultures and age groups as well.
✅ Use “read aloud” – a great tool if you’re tired and can no longer bear looking at the screen.
✅ Play with AI – Grammarly, Copilot, ChatGPT are all amazing text generators and checkers. Use with caution; a human touch is always required.
✅ Double check accuracy and appropriateness – do the numbers add up? Is this public information? Best to ask a trusted source.
Don’ts
❌ Don’t leave proofreading until last minute – editing can’t be rushed. Give yourself at least a day before deadline, even if it is a short piece.
❌ Don’t rewrite because you can – respect the author and don’t change the writing or style unless it’s wildly inappropriate (i.e. humour or puns in prose about a serious subject)
❌ Don’t replace one word with six – keep it short and sharp.
❌ Don’t use a red pen – we can all switch into teacher mode, edits can be less stressful when they are in a coloured pen. I like green!
❌ Don’t play the blame game if there is a mistake – especially if you had the opportunity to review copy and sign off. Note it on a checklist for next time.
Practice is the key to success so volunteer to proofread and edit a colleague’s work, if you can.
With good time management, respect for the writer and an appreciation of learning, the feedback will be valued and can help strengthen working relationships.