Nobody likes errors, especially the ones that ruin your reputation. Before you publish your next communication, take note of these five easy steps for ensuring spotless writing and credibility to boot.
We all know the feeling: Within minutes of sending a business communication or report, the trickle of messages from colleagues start—there’s a typo. Suddenly, like a drop of red wine on a crisp, white shirt, that’s all anyone can see. A simple mistake has detracted from your message.
What’s worse is that research confirms people do judge a writer’s abilities based on errors. That means your hard-earned credibility can suffer. If only you’d given it a proper proofread before hitting send!
Stop mistakes from stealing your thunder by following these five easy proofreading steps:
1. Proofread with fresh eyes
As the writer, you’re too familiar with your piece. Famous author Mark Twain once said, “You think you are reading proof, whereas you are merely reading your own mind.” Allow time to elapse between writing and proofreading. Waiting before proofreading stops you from skimming over or predicting what you think you’ve written.
2. Print your proof This is a tried-and-tested method for many writers. Studies suggest it might be because we get visual fatigue when reading from a screen, thus rushing to finish. In contrast, there are no light-emitting displays on paper, so you can better spot errors. So, always print it out before you proofread.
3. Read it aloud Don’t let your mind do all the work. By sounding out the words both your vocal and hearing senses become involved.
4. Have references at hand English is complex, with rules and exceptions that are almost impossible to memorise. That’s why a dictionary, and grammar and punctuation references should be close by when you proofread. In Australia, the Macquarie Dictionary is the source of truth. Their website has excellent grammar and punctuation guides you might want to bookmark.
5. Get a second pair of eyes Nobody’s perfect so get some help. “The printer’s proof-reader [sic] saves you. You search the passage and find that the insulter is right—it doesn’t say what you thought it did,” Twain also said. On top of spotting mistakes, a friend or colleague can also tell you if your writing is clear and makes sense.
Proofreading requires discipline, focus and patience. But over time, these five tips are guaranteed to enhance your business communications—and your reputation!
About Victoria
Victoria believes that great communication has the power to change the world. She's passionate about helping organisations to lift their profiles, inspire action and achieve remarkable results by crafting and delivering their stories and messages in a clear, compelling and persuasive way. If you've got a question about how to produce high-quality communication plans or content, you can contact Victoria here or connect with her on LinkedIn.