Proofreading is about correcting all those annoying typos and formatting errors

It is the proofreader’s job to check the typeset copy using standard proofreader marks to identify any typographical and formatting errors.

Consistency of writing is vital

As with editors, proofreaders in Australia use the Style manual for writers, authors, editors and printers 6th edition (2002) and any inhouse style manual for the publishing house or company. The marked up version is then returned to the typesetter for correction. An important step in the process is to return the revisions to the proofreader to ensure the typesetter has made all the corrections. It is not uncommon for errors to occur during the typesetting correction loop.

A professionally-trained proofreader is hard to find

Proofreading is a learned skill. Many baby boomer proofreaders acquired their training working for newspapers and in publishing houses in the 1960s and 1970s. However, newspapers long ago did away with this work reducing the numbers of professional proofreaders dramatically.

Proofreading is more difficult than it appears. As readers, we tend to compensate for errors and therefore we tend to skim over typographical errors. Learning to be a good proofreader requires time and a good mentor (if you can find one).

Proofreading is a different part of the publishing process from editing: structural editing and copy editing – both are far more detailed than proofreading and happen at earlier stages in the process.

What proofreaders do

Proofreading is about reviewing any text, either hard copy on paper or electronic copy on a computer, and checking for typos and formatting errors. Proofreaders can either check the text against an original document or  work ‘blind’ in that they simply check the final copy itself. Many good, professional proofreaders often identify copy-editing issues that have been missed such as grammar and inconsistency in the document.

Bold Type has a professionally trained proofreader who is renowned for his high quality work. Contact Sue Stevens at Bold Type today about proofreading your next writing project.

Read more about the publishing editorial process

Copy editing

Substantive or structural editing

Engineer Your Career website

Converting text from a traditional print format to a web-style format requires more than a traditional structural (substantive) edit and copy edit. The flow of a print document is linear. The same content on-screen requires a completely different navigational system.

Recently, I was given the job to edit an Engineering Careers Manual which had been written in the traditional print format and to rearrange the content for publishing online.

The project was undertaken in two phases: firstly, the development of a web-based template that included all the headings and content as it will be presented for on-screen reading, secondly, transferring content from the manuscript to the appropriate webpage of the newly-created web template. For example, website references in the printed manuscript were often repeated on several pages (very appropriate for printed documents). In the web template, these appear on one page called ‘Links’ and hyperlinks were created from different content pages to this one page. The creation of navigation bars, menus and hyperlinks to ensure easy navigation by visitors was also a significant part of this project.

A webpage from Engineer Your Career website

Phase two included a complete structural edit followed by a copy edit. Whether print or online content, the editor’s role is much the same including:

• checking consistency of the heading/text organisation and suggesting any restructuring to improve readability and navigation
• eliminating any duplicated or repetitive text and modification of style: for example, table to prose, prose to bullet list, converting text to pull quotes (break out boxes
  making sure that the language is consistent and applicable to the target audience and  checking for gender, ethnicity, age biases
• making changes to sentence construction, grammar, syntax, and ensuring the consistent usage of punctuation, numbers, abbreviations, use of bold, italics and other publishing devices.

And finally, as part of the Bold Type service, a project style sheet and an editorial checklist of significant issues was submitted with the newly-transformed web-ready content.

Contact Sue Stevens at Bold Type for a quote editing print manuscripts, online content or converting text from print to the web.

Understanding the structure of websites is vital when editing web content

Editing text that will go up on a website is different to editing for print publications, especially if the work involves transforming text written for print so that it will work online.

It involves a substantive edit which changes the structure of the text so that it works for website navigation. Identifying linking pages within the content that makes sense to web visitors and helps them to navigate logically through the content is a must.

I recently edited 50 pages of text about engineering careers for Engineering Australia, the national support organisation for the engineering profession. It was an interesting editing job because the original text was structured as a booklet with front cover, contents page, and a page layout suitable for a handbook. Part of my job was to reorganise the content in such a way that it could be easily uploaded to the web.

Substantive editing is more involved than copy editing which involves finding misspellings, poor punctuation and grammatical errors. Substantive editing means looking at the text as a whole. It involves mapping the flow of the document to identify structural inconsistencies and may require the editor to suggest significant changes such as re-ordering content, deleting repetitive text and paragraphs that don’t fit, and re-writing sentences and even whole paragraphs.

Contact Sue Stevens for a free editing quote.

Signposting techniques include:

• using headings and heading hierarchies to map the structure for readers
• using lists to draw attention to key elements of the information
• cross referencing information: in print referencing other pages within the document; on websites, using hyperlinks.

Effective signposting will help writers, editors and other production staff make sure that:

• the structure is logical to readers and that elements are highlighted according to their level of importance
• information is presented in suitably-sized portions so that it is easily read and digested
• the content is easily scanned by readers
• the combination of text, design, layout and images work together to clarify the meaning of the information being conveyed to readers.

For more information on structuring documents, read structuring content in publishing news.

A professional edit can make writing sparkle

It’s true that content is king, and it is also true that unstructured content is death.

Think of editing as the process of taking an uncut diamond and turning it into the sparkling gem that will be the centrepiece of a beautiful ring.

The difference between an unedited piece of writing and the final version made ready for publishing can be enormous!

A well-structured piece of writing – be it on a page or a computer screen – will have a logical flow and an emerging narrative that will keep the reader’s attention. Poorly structured writing will turn readers off!

If we can engage our readers and keep their attention, we can establish a following who will recommend us to friends and other business colleagues. This is why a professional with expertise in structural editing can help you create a seamless framework which allows you to deliver your content in a way that will truly connect with your audience.

Conforming to established publishing standards works wonders, especially when preparing material for the web. A thorough understanding of web standards can really lift your all-important search engine optimisation (SEO).

‘I love working with writers and helping them make their writing sparkle. Sometimes, only minor structural changes are needed. If there are larger issues, I develop a revised structure of the text and discuss the issues with the writer. This process allows the writer’s message to shine through,’ says Sue Stevens, Managing Editor of Bold Type.

Editing is not an expensive exercise. Standard editing rates in Australia are around $70 to $90 per hour for an experienced, accredited editor.

Transform your manuscript, web-based content, corporate publication, article or academic submission. Email Sue Stevens today for a quote or call 0410 037 635.

Read more about substantive editing (structural editing) and signposting information in publishing tips.

Structural editors work at the construction level of publishing making sure the foundations of the written text is strong

Sometimes called developmental editing or structural editing, substantive editing looks at both the content and structure of a manuscript as a cohesive whole.

The structure of any writing is essential for cohesiveness and for maintaining the reader’s interest. If a document is not well structured in the first place, it doesn’t matter how well it is edited or proofread.

You could say that structural editors work on the building blocks of the writing – they make sure the foundation of the writing is strong.

Your writing needs to have a logical flow

Does the story or argument have a logical flow? Does the text below a heading relate to that heading or is the content in the wrong place? Do headings and the hierarchy of headings make sense and help signpost content?

Are there obvious gaps in the flow of the text? Is the content very dense and difficult to read in some places and light in others? Does the voice of the text change?

Substantive editing may require the editor to suggest re-ordering of large chunks of text, make suggestions about deleting text, adding text, or rewriting small or large chunks of text.

If you need a substantive edit of a piece of writing, contact Sue at Bold Type today.

Read more about the publishing process

Copy editing

Proofreading