As a researcher, there can be nothing more disappointing than realising that the report that you spent weeks and months researching and then even more time writing has a typo in the heading or is missing a ‘the’ in a key paragraph. It is therefore crucial that your reports are error-free and well-written. Readers expect it. To ensure that your reports meet the standards expected of your readers, it is important to have a proofreading process in place. Here are some top tips and techniques for proofreading your reports effectively:
Go slow: Proofreading takes time, so make sure that you set aside enough time to do it properly. Don't rush through the process; but learn to be efficient and effective. An average reading speed is around 400 words a minute, but you’ll be lucky to get through 100 words a minute when you proofread correctly.
Take a break and change the scenery: It is essential to take a break between writing and proofreading your report to give your brain a chance to reset. This will allow you to approach your report with a fresh perspective. Another top tip is to read the report in a different location than the one where you wrote it.
Read aloud: Reading your report aloud can help you identify awkward phrasing, run-on sentences, and other errors. This technique can be especially helpful for catching errors that you might overlook when reading silently. If it doesn’t sound right, it probably isn’t.
Focus on one thing at a time: Review your report one section at a time and one particular item at a time. Start by going over all the headings and checking that they are consistent. Then go through all the graphs, figures, and tables, ensuring they meet your style guide. Do not read from the first word to the last in that order.
Make a proofreading checklist: Use the checklist to remind yourself of all the aspects you need to focus on and the process you should follow. Have you checked the reference list? And did you check that against the references in the text? Have you run a spell-check throughout?
Change the appearance: It used to be that you’d print out the report and read it, perhaps with a ruler and a red pen. However, in our more environmentally conscious times, we prefer not to print. Consider changing the font to a much bigger size to read through, changing the margins so that you have no more than 5 or 6 words on a line, or changing the font colour for each paragraph. Anything that changes the report’s appearance from what you have been looking at for weeks is certain to help.
Have someone else read it: It is difficult to correct errors you don’t know you are making. Getting feedback from a colleague, mentor, or professional proofreader can help you identify these errors and also be a great exercise to learn about areas for improvement in your reports and writing style. One word of warning: always ensure that the person you choose is qualified to provide feedback.
Remember that proofreading is a skill that takes practice, so keep working at it and refining your process until you are confident in your ability to catch and correct errors in your reports.
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