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How do you manage your workload when proofreading multiple texts?

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Proofreading multiple texts or projects can be challenging, especially if you have tight deadlines, multiple clients and you're using different formats. How do you manage your time and workload effectively without compromising quality and accuracy? Here are some tips to help you proofread more efficiently and productively.

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1 Set realistic goals

Before you start proofreading, assess your tasks and prioritize them according to urgency, complexity, and importance. Estimate how much time you need for each text or project, and set realistic goals and deadlines. Don't overcommit or accept more work than you can handle. If possible, negotiate with your clients or supervisors to get a reasonable timeframe and scope for your proofreading assignments.

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Beth Gibson

Manager, Administrative and Maintenance Procedures
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Everything being equal, I often prioritize the job first that will be the most fun! By this, I mean the job whose subject matter interests me the most and from which I am likely to learn something during the reading.

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2 Plan your schedule

Once you have your goals and deadlines, plan your schedule and stick to it. Allocate enough time for each text or project, and avoid distractions and interruptions. Use a calendar, a timer, or a productivity app to track your progress and remind you of your tasks. Break down large or complex texts or projects into smaller and manageable chunks, and proofread them in batches or sessions. Don't forget to take breaks and rest your eyes between proofreading tasks.

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Soumi Dutta

Creating, Strategizing, Editing and Curating Inspired Content | Working with Wishtree Technologies | Performer | Queer | In Love with Grammar & Languages
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I use different apps to keep it fun, accountable and productive. My go-to apps are Focus To-Do, Forest, Habitica, and Rocket. They have done me and my work a ton of good.

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Rebecca Dobrinski

Writer - Editor - Instructor - Cat Herder - Keeper of Random Useful Knowledge
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I often bring agile practices into the mix by breaking down multiple projects into slices of work. This has helped me in tracking the work, figuring out how long it will take, and being more realistic in estimating how much work I can get done in a given amount of time.

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3 Follow a checklist

A checklist can help you proofread more systematically and consistently. It can also help you avoid missing or overlooking any errors or issues in your texts or projects. Create a checklist that covers the main aspects of proofreading, such as spelling, grammar, punctuation, style, formatting, and references. You can also customize your checklist according to the specific requirements or preferences of your clients or projects. Review your checklist before, during, and after proofreading to ensure that you have covered everything.

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Lawrence Payne

Award-Winning Copywriter & Editor - Sync Composer - YouTube Creator
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The "checklist" idea is particularly appropriate for those whose daily workload can involve multiple clients, subjects and project types. If you're working in two or more forms--e.g., American and British--the potential for errors can increase exponentially. For this writer, however, the checklist has long since been memorized. Trust your editorial instincts, but be ready to verify any element that causes you some doubt. The daily ledger, too, can help prioritize jobs. Add a "priority" column next to your "due date" column so that you can confidently assign a do-next number to each file or folder on the docket. If you find it necessary to close one job and move to another, that's fine too.

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4 Use tools and resources

Proofreading tools and resources can help you save time and improve your accuracy and quality. You can use software, apps, or online platforms that can check your spelling, grammar, punctuation, and readability. You can also use dictionaries, style guides, reference manuals, or online databases that provide reliable and relevant information and guidance. However, don't rely solely on these tools and resources. Always double-check and verify their suggestions and corrections, and use your own judgment and skills.

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Magedah S.

QA, Generative AI @Innodata | Writing Expert @Grammarly
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Macros are an incredible productivity tool that can help you work faster than you'd ever thought possible. Best of all, they are completely customizable and free to use! If you are new to macros, you might be surprised to discover how much time you can save by automating basic tasks. Leave boilerplate comments with a keystroke. Trigger web searches directly within your document. Swap words with a click. To get started, I recommend using Paul Beverly's free resources available on YouTube and joining a community of proofreaders and editors where macros are often shared. Once you begin using macros, you'll wonder how you ever functioned without them.

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5 Get feedback and support

Proofreading can be a solitary and stressful activity, but you don't have to do it alone. You can benefit from getting feedback and support from other proofreaders, editors, or colleagues. Ask them to review your work, give you constructive criticism, or suggest improvements. You can also exchange tips, advice, or best practices with them, or join online communities or forums where you can learn from other proofreaders. Getting feedback and support can help you enhance your skills, confidence, and motivation.

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Leandro Atencio

Higher Education Professional
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In editorial meetings and sessions, it is very common to proofread the work aloud. By doing this, other editors can give you immediate feedback on something that perhaps sounds off, although you may not have noticed it. Proofreading in groups turns out to be extremely beneficial for the final result.

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6 Review and evaluate

After you finish proofreading, don't forget to review and evaluate your work and performance. Check if you have met your goals and deadlines, and if you have satisfied your clients or projects. Identify your strengths and weaknesses, and note any areas that need improvement or further learning. Celebrate your achievements and reward yourself for your hard work.

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Fatou Sow

Senior Associate at Breakwater Strategy & Adjunct Professor at Howard University
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Writing is about storytelling, so when checking my work, I always read the full text from beginning to end and end to beginning - sentence by sentence. If it can read fluidly from the top, you can see how it sounds the other way around, and you may catch mistakes that you didn't notice at first.

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7 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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Chantel DaCosta

Content Specialist | Editor | Writer | Researcher | Editing & Content Management
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One important thing to remember is to take breaks. It might seem counterproductive at first if you are juggling multiple projects but incorporate breaks from reviewing, proofreading and get yourself some time away from the materials you are working on.

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How do you manage your workload when proofreading multiple texts?

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1 Set realistic goals

2 Plan your schedule

3 Follow a checklist

4 Use tools and resources

5 Get feedback and support

6 Review and evaluate

7 Here’s what else to consider

Proofreading

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