"It's just checking spelling, isn't it?"
People only notice something when it goes wrong
When I first thought about going into proofreading, I dare say I had the same idea about the profession as most other lay-people.Proofreaders check the spelling of books.
Proofreaders are used by publishers.
That was about my limit of understanding of what proofreaders do. I could do that. I was always good at spelling in school. I enjoyed learning about where words came from and had a natural understanding of the English language and, like Lynne Truss, I irritated everyone around me by getting frustrated by the misuse of the apostrophe. Easy!
So when a change in circumstances required a rethink of my career choice, everyone told me I'd be a natural. With red pen in hand, and a personal quest to eliminate all misguided apostrophes, I signed up for the Publishing Training Company's Basic Proofreading distance learning course.
And was amazed!
Professional proofreading was far more complicated than I'd even considered. And far more interesting. Aside from learning a whole new language with which to communicate errors to typists etc., one of the most difficult - and important - things you have to learn as a proofreader is when NOT to edit the work. Within publishing, every alteration can cost dearly. So learning to curb the urge to splash red ink all over the place when something jangles was a hard lesson. The course also taught things I was aware of, and some things I'd never even thought of as potential issues.
Spaces
Do you know how many different ways spacing can go wrong in a document? There are spaces between words, spaces between lines, spaces between letters, spacing dictating column-width, fixed spaces, narrow spaces, variable width spaces… You can rearrange paragraphs to save space, or fill space… And that is just the gaps between the words! It gets even more exciting when you fill those blanks.Consistency
Consistency is probably the most important things you have to bear in mind when you are proofreading. Consistency means that the headings are all formatted the same way, capitalisation is the same throughout, words are spelt the same way, characters or information are presented the same all the way through, it looks the same, feels the same and is the same. Consistency allows the reader the ability to digest what they are reading without something jangling to bring them back to reality and make them aware that something is wrong. It guarantees the flow of the information. And ensures the document is presented professionally.Information
Obviously, apart from making sure that spelling, punctuation and grammar is correct, another important task for a proofreader is to make sure that what is printed is (within the document) correct. So if you are told you have to answer six questions, there should be six questions there. Not five, and not seven. A reference to table 5.1 below should be closely followed by table 5.1. And a page with a photograph of Captain Cook's boat should not be captioned with "Da Vinci's Mona Lisa".Headings can be coded or formatted, design specifications need to be followed, punctuation needs to be understood and applied, page numbers and headlines need to be correct… The poor apostrophe barely has chance for a look in!
And it's not just publishers who use proofreaders. Although we're more well-known within the publishing industry, and publishers, authors and self-publishing authors are primary users of the service, anyone and everyone could benefit from this text-checking service. Other documents I have proofread over the years include theses, training manuals, marketing materials, inter-business reports, brochure copy, programmes for plays, awareness-raising documents for charities and much more.
So next time you read something and didn't once think "they did that wrong" or even realised you were going through the process of reading, spare a thought for the proofreader, working tirelessly to smooth your way through those paragraphs.
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Advice and information on writing documents. Tips to help you communicate whatever it is that you need to say.
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Fun facts and things to know about the English Language. From grammar and punctuation, to where words came from and how they are used.
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What is being said about what you are saying and how you are saying it. Language in the media.
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Use and abuse of the English language. Is it right, wrong, or just quirky?
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Tips of the Trade: Inside info on proofreading, editing and publishing
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