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How do you prioritize proofreading tasks?

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Proofreading is an essential skill for any writer, but it can also be a time-consuming and tedious task. How do you make sure you catch all the errors and inconsistencies in your text without spending hours on every page? Here are some tips on how to prioritize proofreading tasks and optimize your workflow.

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Jackie Tithof Steere

Director of Administration at Bloomingdale Park District
Paula Felgueras

Comunicación & materiales educativos / Correctora y editora de textos / Traductora
Daniela Mora Solís

Te ense?o a ser visible en LinkedIn | Consultora de marca personal +450 clientes exitosos | Creadora #1 de contenido de…

1 Assess the purpose

The first step to prioritize proofreading tasks is to assess the purpose of your text. What is the main message you want to convey? Who is your audience and what are their expectations? How formal or informal is your tone? These questions will help you determine the level of accuracy and polish you need to achieve. For example, a blog post for a casual audience may not require as much attention to detail as a research paper for an academic journal.

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Jackie Tithof Steere

Director of Administration at Bloomingdale Park District
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Proofreading your own material is hard. Walk away - physically walk away. When you return, be an outsider. You'll be surprised how things will jump out at you once you have another perspective.

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Paula Felgueras

Comunicación & materiales educativos / Correctora y editora de textos / Traductora
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Para mí, hay diferentes instancias y niveles de proofreading o corrección. Lo que mejor me ha funcionado es, en primer lugar, (si el texto lo escribí yo) darle tiempo para que decante y macere (o leude, según la metáfora que más les guste). Luego, leer el texto sin el lápiz preparado para corregir, sino desde el lugar sincero de un/a lector. Este momento para mí es donde empiezan a saltar las inconsistencias más profundas de un texto, lo que hace a su columna vertebral. En un último paso, está el famoso "peine fino", donde afinamos los ojos y vamos en busca de esas erratas que tienen la propiedad de volverse invisibles a los ojos.

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Daniela Mora Solís

Te ense?o a ser visible en LinkedIn | Consultora de marca personal +450 clientes exitosos | Creadora #1 de contenido de LinkedIn en Costa Rica | Top 50 mujeres influyentes en espa?ol (Favikon, 2025) | TEDx speaker
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Lo más importante es conocer el tono, voz y la personalidad de la marca. Con el perfil hecho, es más probable que logremos revisar mejor (y de forma más veloz) lo que hacemos. Si no tenemos el rumbo fijo, no importa cómo vayamos: igual llegaremos tarde...si es que llegamos.

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Stacy Sorensen

Graduate Affairs Operations Representative
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I agree, but the first step to proofreading looks different for everyone. I would suggest actually creating an active proofreading plan that supports your overall project goals. I think this is especially essential to those who need to proofread or copy edit a large volume of work according to deadlines. This helps me assess the urgency of editing/proofreading projects so that I am able to then prioritize when clean copies need to be produced.

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2 Choose the tools

The next step is to choose the tools that will help you proofread your text. There are many software and online applications that can assist you with spelling, grammar, punctuation, and style checks. However, you should not rely solely on these tools, as they may not catch all the errors or nuances of your text. You should also use your own eyes and ears to spot mistakes and read your text aloud to hear how it sounds. Additionally, you may want to use a style guide or a checklist to ensure consistency and clarity throughout your text.

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Jess Stampe

Lead Technical Editor & Writer at Leidos
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While the best proofreaders are humans, one tool that is exceptionally helpful to proofreaders is PerfectIt. PerfectIt finds inconsistencies within a document when it comes to capitalization, hyphenation, acronyms, and more. One of the best features of PerfectIt is that you can tailor it to specific style guides or house guides so that not only is there consistency within your document, but all documents you work on.

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3 Focus on the big picture

The third step is to focus on the big picture of your text. This means looking at the overall structure, organization, and flow of your text. You should check if your text has a clear introduction, body, and conclusion, and if each paragraph has a topic sentence and a transition. You should also check if your text has a logical and coherent argument, and if your evidence and sources are relevant and credible. You should also look for any gaps, repetitions, or contradictions in your text.

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Chantel DaCosta

Content Specialist | Editor | Writer | Researcher | Editing & Content Management
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It is essential when proofreading especially proofing your work to revisit the text with fresh eyes after some time has past. I know we all work under tight deadlines but give yourself 24 hours to let the piece rest before you do a final read-through. Things to consider here include paragraph organisation, and do you have evidence to support your claims. Are names and titles correct? Is your punctuation in order? Review carefully and when in doubt ask for someone else to read it. Get yourself an editor if you don't have one.

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4 Zoom in on the details

The fourth step is to zoom in on the details of your text. This means looking at the individual sentences, words, and punctuation marks of your text. You should check if your sentences are clear, concise, and varied, and if your words are precise, appropriate, and consistent. You should also check if your punctuation marks are correct, and if they help convey your meaning and tone. You should also look for any spelling, grammar, or syntax errors in your text.

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5 Get feedback

The fifth step is to get feedback on your text. This means asking someone else to read your text and give you their opinion. You should choose someone who is familiar with your topic, audience, and purpose, and who can offer constructive and honest criticism. You should also be open to their suggestions and questions, and be ready to revise your text accordingly. Getting feedback can help you improve your text and catch errors that you may have overlooked.

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Jackie Tithof Steere

Director of Administration at Bloomingdale Park District
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Having another trusted person look over your material is critical. You will never regret that extra set of eyes on your project.

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Chantel DaCosta

Content Specialist | Editor | Writer | Researcher | Editing & Content Management
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If your team doesn't have a dedicated editor or proofreader, ask a colleague to review your work before you submit it. Always get a second opinion. Find someone keen on details and enjoys reading, and ask them to give feedback on your writing.

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6 Finalize your text

The final step is to finalize your text. This means reviewing your text one last time and making any necessary changes. You should check if your text meets the requirements and expectations of your purpose, audience, and format. You should also check if your text is free of errors and inconsistencies, and if it conveys your message clearly and effectively. You should also proofread your title, headings, subheadings, captions, references, and any other elements of your text. Finalizing your text can help you ensure that your text is ready for publication or submission.

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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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How do you prioritize proofreading tasks?

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2

3

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1 Assess the purpose

2 Choose the tools

3 Focus on the big picture

4 Zoom in on the details

5 Get feedback

6 Finalize your text

7 Here’s what else to consider

Proofreading

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