Proofreading is a valuable skill for content creation, but it can also be challenging. You want to correct errors and improve readability, but not alter the original message or voice of the author. How can you proofread content without changing the original meaning? Here are some tips to help you.
The first step is to read the content carefully and understand the main points, arguments, and tone of the author. This will help you identify any gaps, inconsistencies, or contradictions in the content. You can also use tools like Grammarly or Hemingway to check for spelling, grammar, and readability issues, but don't rely on them blindly. They can't capture the nuances and context of the content, so you need to use your own judgment and expertise.
It's important not to bring in too many assumptions on what you think the content is saying, or what you think it should be saying. Nuance is easily stripped away and though two sentences can read almost identically, a word or two totally transforms meaning.
Lo primero es leer varias veces el texto. En voz alta, si es posible. De esta forma, podrás eliminar las frases repetitivas o imprecisas que no suman y que, aunque desaparezcan, no cambian el significado o la esencia del texto. Luego es preciso volver al brief de la marca para comprobar que el texto cumple con el objetivo y los requisitos que ahí quedaron reflejados. La legibilidad, la fluidez, la ortografía y la gramática son otros de los elementos que deben ser revisados con atención. Todas las observaciones deben quedar registradas, ya sea en los comentarios del mismo documento o en un informe aparte.
The second step is to compare the content with the brief or the instructions given by the client or the editor. This will help you ensure that the content meets the expectations and requirements of the audience and the purpose. You can also check if the content follows the style guide, the format, and the tone of the brand or the platform. If the content deviates from the brief, you need to communicate with the author and suggest changes that align with the goals and guidelines.
It goes all the way back to school, when you're taught how to sit exams: ask yourself if you're answering the question. Whether you're writing blogs, articles, or bids and tenders, you need to have discipline in your writing enough that you're always striving to answer the question and not just dazzle with wordcraft.
The third step is to use comments and suggestions to mark and explain your edits. This will help you respect the author's ownership and voice, and avoid making direct changes that might alter the meaning or the tone of the content. You can use tools like Google Docs or Microsoft Word to track your changes and add comments. You can also use symbols or codes to indicate different types of edits, such as spelling, grammar, punctuation, style, clarity, or structure.
Important tip in the process of reviewing & editing: Put your ego aside. I experienced it way too often that senior editors not only corrected but changed articles to their tone of voice (and adding some new errors in the process). It's not your text, so stick to reviewing grammar and coherences and if you are not sure how something is meant, use comments to ask for clarification. Also, you don't have to edit everything yourself. Give suggestions and let the writer correct it in their own words.
The fourth step is to ask questions and feedback from the author or the client. This will help you clarify any doubts, confirm any assumptions, and justify any edits. You can also use this opportunity to learn more about the topic, the audience, and the purpose of the content. You can ask questions and feedback through email, phone, or video call, depending on the preference and availability of the author or the client.
This is a necessary step. It is important to get feedback and understand the writer's point of view and perspective and message before you revise the copy. I prefer to get their opinions in writing.
The fifth step is to review and revise your proofreading work. This will help you catch any mistakes, oversights, or inconsistencies that you might have missed in the first round. You can also use tools like ProWritingAid or Readable to check for plagiarism, readability, and SEO. You can also read the content aloud, or ask someone else to read it, to check for flow, logic, and coherence.
The final step is to deliver and follow up your proofreading work. This will help you ensure that the author or the client is satisfied with your work, and that the content is ready for publication or distribution. You can also use this opportunity to ask for feedback, testimonials, or referrals, and to build a long-term relationship with the author or the client. You can deliver and follow up your proofreading work through email, file sharing, or project management tools.