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How can you balance thorough proofreading with timely delivery?

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Proofreading is a vital skill for any writer, but it can also be time-consuming and challenging. How can you ensure that your work is error-free and polished without missing deadlines or compromising quality? In this article, we will share some tips and strategies to help you balance thorough proofreading with timely delivery.

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Geetika Choudhary, PhD

Manager, Global Scientific and Regulatory Documentation, Bristol Myers Squibb | AI Enthusiast | PhD to Industry…
Godfrey George

Writer. Storyteller. Award-winning Journalist. Senior Interviews/Features Correspondent and Member, Editorial Board at…
Soutrik Banerjee

Writer

1 Know your goals

Before you start proofreading, you need to have a clear idea of what you want to achieve and how much time you have. Are you looking for spelling, grammar, punctuation, and formatting errors, or are you also checking for consistency, clarity, style, and tone? How much feedback do you need or expect from your clients or readers? How urgent is your project and what are the consequences of missing or extending the deadline? By answering these questions, you can set realistic and specific goals for your proofreading process and prioritize the most important aspects.

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Godfrey George

Writer. Storyteller. Award-winning Journalist. Senior Interviews/Features Correspondent and Member, Editorial Board at PUNCH Newspapers, Lagos, Nigeria. Gender Advocate. Climate Migration Fellow. Research Fellow, ACDJ.
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It is a delicate balance of a detailed eye and a calm mind. Writing is a delicate business and should be treated as such. Also, if you were given an article to work on two weeks ago, do not wait for 24 hours before the deadline to put in the needed work. You may most likely fail at it because, at that time, your mind goes to a survival mood, and at this point, mistakes are bound to happen. Errors mess up the whole writing process - from ideation, research, writing, editing, proofreading, and re-reading. It makes one look so incompetent. I always advise that it is wise to edit as you write; it minimises the burdens of over-reading or over-editing when you have a deadline to meet.

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2 Plan your process

Once you have your goals in mind, you need to plan how you will approach your proofreading. Depending on the length, complexity, and purpose of your work, you may need to proofread it in multiple stages, using different tools and techniques. For example, you may want to use a spell checker or a grammar checker software to catch the obvious errors first, then read your work aloud or print it out to spot the more subtle ones. You may also want to use a style guide or a checklist to ensure that you follow the standards and conventions of your genre, audience, and format. By planning your process, you can avoid wasting time or overlooking important details.

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Soutrik Banerjee

Writer
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We writers have a thing for the right words. And we do not want to disturb the flow. But after a gazillion pouring of creativity, you now have to proofread. Here’s the catch. Shutdown your device or close your paper and do that nice back stretch. Get up from that chair and close your eyes for a few seconds. Take at least a 15 minute break which is what I do. Drink water and feel satisfied about the fact that the work is good. After sometime come back to your desk and very steadily read your lines. As if it is a pleasure read and much of the proofreading will strike your mind. Happy writing! Embrace the process. :)

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Jackie Guiter

English Language consultant, proof-reader, ESL instructor/coach at IVELUM
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Teamwork: add a new pair of eyes to your work process -a professional partner can polish up your work making that last stage easier, faster, and more efficient, because they see the material with fresh eyes. The difficulty of this solution is finding the perfect partners -those you know you can trust 100% to do the job as you would.

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3 Manage your time

Another key factor to balance thorough proofreading with timely delivery is to manage your time effectively. You need to allocate enough time for proofreading, but not too much that you lose focus or procrastinate. A good way to do this is to use a timer or a calendar to set deadlines and reminders for each stage of your proofreading process. You can also break down your work into smaller sections or chunks and proofread them one by one, rather than trying to do everything at once. This way, you can keep track of your progress and maintain your concentration and motivation.

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Geetika Choudhary, PhD

Manager, Global Scientific and Regulatory Documentation, Bristol Myers Squibb | AI Enthusiast | PhD to Industry Transition Guidance | B1-German Certified
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Writers usually work on multiple documents that have various stakeholders. No matter how diligently the writers plan their work after getting approvals on timelines, things rarely go as planned. Based on urgency, scope of work, and availability of stakeholders, one has to shift gears as needed. Writers don't want to compromise on quality, although they are expected to complete their projects on expedited timelines with no flexibility. During such times, writers need to assess the priorities and manage time allocated for proofreading. Allocating too much time for proofreading one document takes away time from other documents. And allocating less time can be stressful and compromise the quality.

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4 Seek feedback

Proofreading is not a solo activity. You can benefit from seeking feedback from others, such as peers, mentors, editors, or proofreaders. They can offer you a fresh perspective, point out errors or inconsistencies that you may have missed, and suggest improvements or alternatives. However, you need to be selective and strategic about whom you ask for feedback, when you ask for it, and how you use it. You should seek feedback from people who are knowledgeable, trustworthy, and constructive, and who understand your goals and expectations. You should also ask for feedback early enough to give yourself time to incorporate it, but not too early that you rely on others to do your work for you. Finally, you should evaluate the feedback critically and decide what to accept, reject, or modify.

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5 Review and revise

The final step to balance thorough proofreading with timely delivery is to review and revise your work. After you have completed your proofreading process and received feedback, you need to go over your work again and make any necessary changes or corrections. You should also check for any new errors or inconsistencies that may have been introduced during the revision process. You may want to use a different tool, technique, or format to review your work, such as reading it backwards, changing the font or color, or using a text-to-speech software. You should also compare your work with your original goals and expectations and make sure that you have achieved them. By reviewing and revising your work, you can ensure that it is as accurate, clear, and polished as possible.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you balance thorough proofreading with timely delivery?

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3

4

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6

1 Know your goals

2 Plan your process

3 Manage your time

4 Seek feedback

5 Review and revise

6 Here’s what else to consider

Writing

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How can you balance thorough proofreading with timely delivery?

1

2

3

4

5

6

1 Know your goals

2 Plan your process

3 Manage your time

4 Seek feedback

5 Review and revise

6 Here’s what else to consider

Writing

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