Proofreading is the art of reviewing a manuscript and searching out problems with spelling, grammar, punctuation, and formatting. Though seemingly straightforward as a task, many readers have scoured a manuscript multiple times without detecting obvious errors. But a person can improve their proofreading skill so that errors become faster and easier to spot. Being a great proofreader isn't difficult, it just takes practice. Here are a few tips to help you improve your proofreading skill.
Let's assume the manuscript has been through its content and development edit, and is ready for proofreading.
One approach is to review the manuscript with a funnel view. With a funnel view, you start large and work your way inward. How is this done? First, read the story or document as a whole. The most obvious of errors may leap off the page - or they may not. But what's important here is to become comfortable and familiar with the manuscript. Next, read and concentrate on the first paragraph. Search for errors in that zone. When you've finished with that particular paragraph, break the passage down and look at it one sentence at a time. Is the first letter capitalized? Is the punctuation correct? Does it make sense as a lone sentence? When you have completed a sentence, go back and re-read that sentence while focusing on one word at a time. This is where spelling errors will become noticeable if present. Then move to the second sentence, repeat. And when you have finished the first paragraph in this manner, move to the second paragraph and repeat. In short - read the whole document, then the first paragraph, then each sentence of the paragraph, and then evaluate each word in the sentence.
Another way to improve your proofreading results is to review the document by searching for key target areas. First, read the entire manuscript. Then return and read as you evaluate for only spelling problems. Then, return to the document and tell yourself to focus on punctuation. Then, review for grammar issues. Then you return and review it in its entirety again.
If you like, you can use both the funnel and the zone approach.
One of the best ways to improve your proofreading skill for a lifetime - whether you are writing for children, business, school, or simply your own communication needs - is to decrease the use of spellcheck. Challenge yourself to review your writings manually, whether you are composing simple emails or complex work documents. Spellcheck is fine, but it can't always detect the nuances of posession, grammar, or your intent. As well, our brains are like muscles, and what we don't use, we lose. Personally reviewing your writing for spelling and proofreading errors makes you not only a stronger proofreader, but a stronger writer as well.