From the point of view of a proofreader, there's a kind of etiquette involved when a person asks you to proofread or edit their document.
My proofreading tips include:
* Respect the client and their document - the subject matter of the document is their business, often the basis of their livelihood or their future success. They are the experts in their field. If they were a proofreading expert, they wouldn't be contacting you in the first place!
* Trust is a big factor in proofreading. You may be the only other human who has read this client's document. To be trusted in such a way is quite an honour. Keep this in mind.
* Equally, confidentiality is critical. The client or their document should never be discussed outside of that particular proofreading process. Sounds obvious, I know, but I wouldn't be saying it if I didn't think it needed to be said.
* The size of the document should not be used as a guide to its importance. Some of the shortest documents I've proofread have been hugely significant to the client.
* Proofreading is about the finishing touch. Just as a chef wouldn't let a meal be sent out of the kitchen without checking it for an accidental sauce spill on the edge of the plate, a writer of any document wants to ensure that the finished product is perfect. The proofreader's job is to make that a reality.
* Be constructive. It's important not to say, 'this is wrong', and come across as some big meanie. Instead, 'I would suggest...' or 'Consider using...' is a whole lot more supportive.
* Let the corrections in red on the document speak for themselves. Some proofreaders are using green instead, in an effort to soften the blow. I find most clients are happy with whatever colour I use, as long as they are made clearly.
* Make time to explain your suggestions to the client. What might seem crystal clear to you may be completely foreign to them. Be patient!
* Lastly, don't assume because you have been asked to proofread another's work that they want you to find mistakes. It's wrong to think this way. There are those cases where all someone wants to be told is, 'great work - this is amazing', and better yet, they are willing to pay a proofreader to tell them so! Everyone wins!
The proofreading process should be a pleasant, professional one for everyone involved. It's up to you as proofreader to make this happen.
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New Cactus and Succulent Fabrics
8 years ago
"Respect the client and their document." I think that is essential. This will enable the proofreader to be objective and know what to look- grammar and spelling errors. Not point of view or statements that are against their pre-conceived notions. - Layce of business proofreading.
ReplyDeleteLastly, don't assume because you have been asked to proofread another's work that they want you to find mistakes. It's wrong to think this way. There are those cases where all someone wants to be told is, 'great work - this is amazing', and better yet, they are willing to pay a proofreader to tell them so! Everyone wins!
ReplyDeleteThis puzzles me a little. I thought that proofreading was to help find and correct errors. The above advice seems fine if the writing is error-free.
This puzzles me a little. I thought that proofreading was to help find and correct errors. The above advice seems fine if the writing is error-free.
ReplyDeleteKeeping in mind that they don't necessarily want one finding mistakes, IMO, changes the way comments are addressed. If one were to go through content with a fine-toothed comb, mistakes are likely to be spotted. However, when holding a perspective author mentioned, it becomes natural for one to be polite about their suggestions and findings.
I believe that's what the author meant.