Pop quiz! Can you spot an error in the Table of Contents page below?
(The answer is at the bottom of this post.)
It’s a page from the latest workbook for global systems integrator Convergint. You might remember Convergint from their 20th anniversary book and their corporate workbook last year. Both projects broke records for our fastest publishing turnarounds!
The workbook was unveiled at Convergint’s Unite summit this week. More than 1,000 colleagues and 100 partner companies came together in Las Vegas for four days of learning and aligning.
But first, we needed to design and proofread the work. Before the conference, we corrected these errors – plus several more. There were missing italics and extra spaces. Miscategorized sponsor logos. Inconsistencies between first- and second-person perspectives.
All of these early errors are normal. Whether in a book or in business communication, some errors are introduced into manuscripts by authors, and others are inadvertently introduced by our team during the design process.
That’s why proofreading matters. It’s the final step in the editing process to ensure perfection.
Proofreaders hunt for errors. They’re on the lookout for typographical mistakes like spelling and punctuation. They also pay attention to page layout issues.
It seems simple enough, but it’s extremely difficult to catch every mistake – so much so that there’s been industry talk about the acceptable error rate, from three to 10 errors per 10,000 words. A professor who studied professional proofreaders reported an error rate of 91%. But no error ever feels acceptable in a final product.
(At least you’re not dealing with a manuscript of dictionary proportions. Dictionary compiler Peter Sokolowski calculated that a 99.9% accuracy rate in Webster’s Third Dictionary still means 60,000 typos.)
We proofread as accurately as possible by combining human work with AI tools. And we encourage our authors to proofread, too. It’s worth the extra eyes before we cross the finish line.
Here are 10 steps you can take to error-proof your work as much as possible.
#1 Take advantage of word-processing features.
The “Spelling and Grammar” checker in Microsoft Word helps find common mistakes.
“Find” and “Replace” locate specific mistakes, like inconsistent spacing after periods or the misspelling of last names. They’re also useful in catching every instance of a problem that isn’t necessarily a mistake. For example, we replaced the percent sign with “percent” every time it appeared in a paper for a graduate student. It wasn’t detected as an error by Word’s standards, but it was an expectation by the professor.
#2 Install better tools.
Install proofreading tools like Grammarly and ProWritingAid (or both). Their free versions detect more than the Word checker, and their premium versions offer even more value. And they can check your work across email, Word documents, the web — even your text messages.
These tools check writing in real time according to your purpose, whether it’s business, academic, or online content. They pinpoint errors, eliminate repetitions, and suggest better word choice. Many of the suggestions aren’t necessary, so the color system allows you to quickly identify critical mistakes.
#3 Confirm facts.
Proofreading is about more than just grammar. While formatting an e-book for a client, we discovered 12 broken website links that needed to be corrected before publishing. Websites, dates, names, and locations should all be verified for spelling and accuracy.
#4 Sleep on it.
It’s amazing what a breather will do for your work. Resist the impulse to submit an important email or other writing the same day it’s written. With fresh eyes, you’ll be able to spot a mistake or reword a sentence with more clarity. Even better, ask colleagues to take another look with you before the writing is finalized.
#5 Plan for multiple rounds of proofreading.
Errors can be introduced into manuscripts throughout the publishing process, so we build in time for several rounds of proofreading:
- Review the work once it is finalized, before it goes to the designer. This round helps catch errors introduced by you as the author.
- Review your work again once it is designed and formatted. This helps catch errors introduced by the designer.
- Review your work a third time as a print proof. This catches any lingering mistakes before you place a print order.
#6 Hire a professional.
Sometimes it’s worth hiring a proofreader to catch problems that automated tools miss. A professional will pay attention to both the tiny details and the big picture, such as inconsistencies in headings, page numbers, timelines, and the Table of Contents. If you’re hiring a proofreader for your book, make sure your pro is well-acquainted with The Chicago Manual of Style, the standard in publishing.
#7 Communicate proofreading notes to other project members.
Pass your proofreading notes to the rest of the team to ensure nothing gets lost in the shuffle. For example, let your formatter know about common norms in the writing. Your formatter can help ensure consistency in spacing, dashes, and ellipses and alert you to any overlooked detail. Your notes can be used to create a checklist of standards for future projects.
#8 Read your work out loud.
Did you know your brain fills in missing words for you? It’s a neurological phenomenon called perceptual completion. It’s good because it helps us spot patterns and solve problems. But this quirk undermines our ability to catch mistakes in books. You can help override the brain’s tendency to fill gaps by reading your sentences out loud. Not only does it make errors more obvious, but it also helps ensure that your writing is free of repetition and that your use of punctuation supports the natural tempo of how you talk.
#9 Duplicate your revisions in the original work.
If you correct an error in your formatted design, consider making the same correction in the original manuscript. Your original manuscript may be useful for later projects, such as marketing materials or an audiobook, so keep it up to date.
#10 Know that the “final” product may still have a safety net.
A mistake can often still be corrected even after publication. Digital technology allows us to quickly fix print-on-demand books by uploading revised files.
Of course, it’s not ideal. You may have already distributed copies containing the error. And making changes at this point is more costly. You’ll need to revise all formats of your book, such as your e-book, paperback, and hardcover.
But rest in the knowledge that, ultimately, your work may still be perfected long after “the end.”
Final Thoughts
Your book or business communication is your brand and your legacy, so quality matters.
Resist the temptation to rush forward with printing. Slow down and allow your writing to be shaped by a three-step editing process: developmental editing, copy and line editing, and proofreading.
Take pride in producing your best work!
Oh, and about that pop quiz . . .
There were two errors in that last line. It should be capitalized: Thank You to Our Sponsors. And it has an extra space at the front that needs to be removed. (In fact, there’s a third error on that page that you wouldn’t know without the full workbook: a page number is inaccurate!) Big thanks to our proofreader for catching these mistakes!
Ella Ritchie is the founder of Stellar Communications Houston, the “missing piece” in premium, end-to-end nonfiction publishing, marketing, and PR team for self-publishing memoirists, business leaders, nonprofits, families, and corporations. Subscribe to the blog at https://stellarwriter.com/blog.