1. Know your weaknesses – Do you tend to write long sentences, repeat certain words, or have other verbal tics? Being aware of your bad habits can help you focus on what to cut in a pinch. For example, you can search your copy for repeated words or phrases and replace them with appropriate synonyms to improve the flow.
2. Change the font size or color – This tip has helped me see my copy in a new way. Errors seem to pop out more, especially after I get used to reading the same text over and over. Just remember to change it back to normal later, if necessary. 🙂
3. Remember readability – Microsoft Word and similar software use the Flesch-Kincaid readability scale to score your writing by grade level. Grade eight or nine is common for easy reading, but some grammar experts suggest you aim for a sixth-grade level. The Hemingway App follows an algorithm. To improve readability, use few, if any, words with three syllables or more. And shorten your sentences.
Example: Individual (five syllables: in/di/vid/u/al)
Revised: Person (two syllables: per/son)
4. Use a checklist – Grammar and style books sometimes have lists of common errors at the back, which can be especially helpful for new writers. This is among the proofreading hacks that are best to save for last. My newsletters also offer some usage tips.
5. Keep it in context – Does everything make sense? Does it add up? Names and numbers can be easy to gloss over. Even if every statement is correct, your wording could confuse readers. This is a sometimes overlooked part of making your writing easy to understand.
What are some of your favorite proofreading shortcuts? Feel free to comment below.
Need help with your editing or proofreading? Contact me.
Quotes
“Let the reader find that he cannot afford to omit any line of your writing because you have omitted every word he can spare.” ~ Ralph Waldo Emerson
“Write without fear. Edit without Mercy.” ~ Unknown
