Proofreading Trivia

Last night, we went to a trivia night at our children's school. Sadly, our team did not win, nor place among the top three, although we did have an enjoyable night, with lots of laughs and fun.

However, as can happen when one starts losing and wants to deflect attention from one's own inadequacies, another member of our team and I did consider requesting that certain questions be deemed invalid on the grounds of incorrect spelling or punctuation. As the MC for the night read each question, it was also displayed on the large screen behind him.

The following questions were, to us, in question:

1. What was Will Smith's sons name in the film, "The Pursuit of Happyness"?

Our gripe was that it was not clear whether there was more than one son in the film, let alone why they shared a name at all. Had the question read - What was Will Smith's son's name in the film, "The Pursuit of Happyness" - it would have been perfectly clear what was being asked (but, just between you and me, I still wouldn't have known the answer!).

2. Which team did St Kilda loose to in the 1996 AFL grand final?

Of course, it's not possible for 'loose' to be used as a verb. It is an adjective, as in, 'I pulled out my loose tooth'. Lose/loose are commonly substituted for each other. Correctly written, the question should have read - Which team did St Kilda lose to in the 1996 AFL grand final? Of course, Adelaide Crows fans might prefer the question be completely reworked to say - Which team did the Adelaide Crows beat in the 1996 AFL grand final?

I must admit that even had we acted upon our, admittedly, mean-spirited grievance, I secretly think there would have been no difference to the outcome! We needed more than two extra points to change the results of the evening.

http://www.wordwriteforsuccess.com.au/

Situations where writing is NOT appropriate

There are some situations in life in which writing has no place and where it is essential for you to SPEAK the words you have to say.

Not long ago, a couple we know well had a baby. They chose to tell us and many of their other friends via text message. While we were completely thrilled for them, we felt that the moment of such news had been tarnished a little by the impersonality of the method they'd chosen with which to tell us.

It made me stop and think about the extent to which our society has come to rely upon the devices we possess to communicate. I have come to the decision that there are some situations in which the written word should never be employed.

For instance:

* to ask your girlfriend's father for her hand in marriage (especially not in a text message)
* to inform your boyfriend, girlfriend, husband or wife that you want to break up (using the status change on Facebook is a particular no-no)
* to ask your boss for a raise
* to tell your boss you quit
* to wish your mother a happy birthday via email - pick up the phone at least (even if you have sent a card)!
* to apologise to your mother for forgetting her birthday
* and, finally, to announce the birth of a child to family and close friends

What all of these situations have in common is that they are highly emotive exchanges of communication, some of which will take you quite a bit of courage. Live your life through these situations and don't retreat behind a mobile phone or computer screen. When you think about it, do you really want to miss the devastation on your boss' face when you tell him or her that you have been head-hunted by a rival company? What about the joy in a close friend's voice when you ring to tell him or her of the birth of your child?

While we are writing so much more in our everyday business and personal lives, often due to the fact that we are time-poor, take a moment to enjoy opportunities for human interaction that only the spoken word can bring.

http://www.wordwriteforsuccess.com.au/

Write for Your Audience

When writing, you must keep your reader in mind at all times. This is easier said than done, but ultimately achieveable.

If I am writing a text message to a friend, I'm going to keep it very casual. I might not worry about capitals or full stops, and, correct spelling will probably be sacrificed for the sake of convenience. After all, I want to send the text message quickly, and my friend won't care whether it's a perfect specimen of writing or not.
eg. "Hi cindy...r u up for coffee @ 4" would make complete sense.

An assignment being written for a teacher or university lecturer will be an entirely different story. First of all, you know that what you write and how you write it is going to be marked, usually against a set of criteria which have been clearly stated. These criteria become your guidelines, a kind of 'rule book' as to what is necessary in order to enjoy success. You're crazy if you choose to ignore these guidelines - now is not the time to be writing for your own pleasure or to experiment!

Similarly, in business, keeping in mind the audience for whom you are writing is critical. Often, you are writing for a known client, perhaps in the form of a letter or company report, but, if you are in a marketing phase in business, the audience is not necessarily obvious. Say you want to attract potential clients with written material such as advertising brochures or even shopfront signage. Every word you write must seek to attract attention and elicit a desired response from the reader. As a guide, this kind of writing will remain formal in style, as a reflection of the professional relationship which exists in business.

It is becoming more and more likely that your writing is going to be published electronically these days(such as a blog post like this), as traditional forms of communication are being replaced by the instant result provided by the internet. When was the last time you hand-wrote a letter and mailed it through the post? For me, it was quite a while ago! Anyway, the fact is that with electronic communication it's almost impossible to know for sure who will be reading your writing. However, if we take this blog as an example, it is possible for me as writer to guess at who would be most likely to be still reading. You may be a family member or friend whom I've told about writing a blog and you're just trying to be nice, or, you may be a person who is keen to learn more about writing for different audiences and how writing must alter to suit the expectations of its known or intended reader.

The bottom line is exactly that - knowing what you can humanly know of your reader, ensure every word you write is for them.

http://www.wordwriteforsuccess.com.au/

Super Proofreader Strikes!

Today, in one of my classes, I returned a long lost hat to its rightful owner. I watched as he took out a felt pen and wrote a message on the inside of the hat hoping to deter anyone from taking it in future. The message read, "Touch this and your dead".
In retrospect, perhaps I should have had a quiet word to him about a less-threatening method of protecting his hat. However, my proofreading instincts overcame all else and I whipped the pen and hat back out of his hands, so as to add the crucial missing apostrophe and letter 'e', so that the message correctly read, "Touch this and you're dead".
Obsessive about proofreading? Who, me?

http://www.wordwriteforsuccess.com.au/

How and When to Use a Comma (and when NOT to!)

The comma (,) is an important tool in your punctuation grab-bag, but it's often incorrectly used.

Here are the most common mistakes writers make:

1. IN PLACE OF A FULL STOP - Some writers incorrectly use the comma, when they know that there should be a break in what they have written, but don't want to commit to a full stop.

INCORRECT EXAMPLE:

When we woke up today and saw the fine weather, we decided to go to the beach, it was a great way to spend a Sunday morning.

In this case, the first comma is perfectly appropriate, but the second comma should actually be a full stop, because it is the expression of a separate thought. The sentence becomes:

CORRECTED EXAMPLE:

When we woke up today and saw the fine weather, we decided to go the beach. It was a great way to spend a Sunday morning.

2. MISSING IN ACTION - the comma is desperately needed, often along with all kinds of other punctuation marks, but is nowhere to be found.

INCORRECT EXAMPLE:

After I arrived home from work I made myself a ham cheese and tomato sandwich then sat down to watch my favourite television show.

Here we have the instance of a complex sentence, containing two clauses, as well as a short list.

CORRECTED EXAMPLE:

After I arrived home from work, I made myself a ham, cheese and tomato sandwich, then sat down to watch my favourite television show.

3. OVERUSE - the writer assumes that any punctuation is good punctuation and overdoses all of their writing with commas, causing disjointed and incoherent communication.

INCORRECT EXAMPLE:

He decided, to look for a flat in an area, with fewer barking dogs.

Incorporating the two commas in this sentence is unnecessary. It is a straightforward statement, which requires no pause.

CORRECTED EXAMPLE:

He decide to look for a flat in an area with fewer barking dogs.

FINAL THOUGHT - Many sentences are perfectly correct without the need for a comma. Conversely, some sentences, for good reason, require the comma.

http://www.wordwriteforsuccess.com.au/

The Etiquette of Proofreading

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.

http://www.wordwriteforsuccess.com.au/

Setting Up a Blog - A Little Too Easy!

As I dip a very tentative toe into the world of blogging, I'm wondering if the easy set up is too good to be true! Proofreading and editing for others is my comfort zone. It's what I do best. Writing for others is another story.

Setting up a small business is a rollercoaster ride. Setting up a small business online is different again. Everyone's doing it, it would seem. Taking the step to set up a blog is my latest fascination. I'm excited to see how it can enhance traffic to my business website, http://www.wordwriteforsuccess.com.au/

I read that no-one cares about your business as much as you do and it's so true. It's up to you to make it work. Setting up a website and seeing it live makes it feel real. Then, the buzz of seeing the traffic stats is one thing, but the very first job that comes through online is something special. It's an affirmation - there actually is someone out there who will benefit from the service you offer. Aside from the obvious 'bottom line' factor, discovering that there really is a place for you in the business world is cause for celebration.