How can I catch more errors when I proofread?

Question

I have a problem where I often proof my own writing and I don't catch all the errors while I am reading through it. I often miss entire words out of sentences or find myself repeating words. I can read a document several times and I catch new errors every time. Eventually, I'll feel like I've caught everything, but I find out after I've posted or printed it that I left out some word. The whole process takes hours instead of a few minutes. This process is so frustrating that sometimes I just give up. Does anyone have this experience writing and if so, what techniques have you developed that help?

P.S:
For some reason, I make fewer errors and my writing is a lot speedier if I write it out long hand first. For some reason, the word processor makes it hard to keep your train of thought going because you find yourself derailed by the formatting. I also found using NotePad to be a useful tool. Since it doesn't have formatting, it is less distracting. I also set the width of the Window to be very short. For some reason, my thoughts are less likely to get derailed and I make fewer errors.

Edit: I haven't picked an answer because all of these responses are great! I also want to keep the suggestions coming so that others will benefit. Thanks a lot.

Answer 1

I don't know whether you do this or not, but one of the best ways of proofreading I've found is to print out the document and read it through in the paper format, rather than trying to proofread writing on screen.

Mark up your corrections on the paper in a particular coloured ink and correct them on-screen. Now take a break and do something else before going back to the paper proof again and correct the next set of errors in a different colour and so on until all corrections have been found.

Keep repeating this process until the draft is correct. Don't try and catch all errors in one read through, sometimes it can take several readings to catch them all.

Answer 2

Something I have done with considerable success is to read the finished product in a much larger font. When you are reading along in your normal font, it is easier for your mind to anticipate and gloss over words, even when they are obviously incorrect. By increasing the font size, an error tends to stand out more clearly, making it more difficult to gloss over.

All of these are excellent ideas, and if you are planning to do multiple passes through your work, it would be good to use at least two different techniques. Anything that gets through the first pass might be more easily detected in the second pass by using a different technique. Either way, I strongly agree with the recommendation to set it aside at least a couple of weeks. That way you don't do as much anticipating as you are reading.

BTW - I read somewhere that people tend to use the creative side of their brain when they are writing using longhnad, but they use the other side of their brain when they are typing. As a result, typing out your story as you are trying to develop it can prove to be difficult for some people because their creative side is not being engaged as much.

Answer 3

Proofreading is the process of looking for errors. Revision is the process of improving the writing. The two aren't necessarily synonymous.

Yes, removal of errors usually results in an improved piece. But many other improvements require restructuring, better word choices, removal of stale idioms, switching passive voice to active voice, etc.

This sentence made me laugh out loud: The whole process takes hours instead of a few minutes. Forceful, effective writing takes more than "a few minutes."

Answer 4

I use a Mac. I use the built-in Text-to-Speech feature to read back aloud the words I have written. It is by far superior to reading yourself because the brain sometimes skips things right in front of your eyes! And the more tired your eyes, the ears usually hear better! You can achieve similar results if you use a PC.

Answer 5

I just recalled a friend telling me years ago that he witnessed professional proof readers and editors, who work for publishers, use a pencil to plot a dot over each and every word as they read through a manuscript. It forces them to read every word. Of course, it is only a matter of time before your brain goes on autopilot again, especially on very long documents.

I thought of another idea from folks here about reading aloud and even a software suggestion. A speech synthesis program can help by reading the text back to you. It won't get the tone and pace right, but it helps as you read along.

Answer 6

NOTE: the following answer includes information about a program I sell.

Re the problem of repeating words, often in a longer piece a writer will repeat whole phrases.

I have written a program called ClichéCleaner which highlights phrases of your own that you have repeatedly used within the same document. (It also highlights passages in your text that are either clichés, other overly-used common expressions, hence the name).

It currently just works with just text files (or any text pasted into its editor window); however I am working on a version that will allow native checking and editing of MS Word files.

From my understanding of the FAQ, it is okay to post a link to it here since it appears to be on-topic and I have disclosed my affiliation with it.

Answer 7

Read from the bottom up.

It derails the comprehension so it's much easier to see individual words, and you catch many more typos and dropped words.

Answer 8

I think the answer to your specific problem is that there is no simple solution. There is no trick. Reading out loud does definitely help, but ultimately if your mind is subconsciously fixing the errors as you go so that you read right over them without taking any notice, it's going to happen when you're reading out loud just the same.

You have to train yourself to see what's there instead of what you want to see.

It really is that simple.

The funny thing is that this is applicable to much more than just proof-reading. It applies to characters, to plots, to descriptions, to entire novels.

You have to see it as if you've never seen it before. It's difficult as hell, but you've got to learn it.

Just keep practicing. Go slow. Slow, slow, slow. Go slow enough and you'll only have to go once or twice.

Answer 9

You could try reading the final draft out loud either to yourself or to another person. (That's what I have always had my own children do when they're working on school essays.)

Reading out loud slows you down so that you are less likely to read over a duplicated word and it will be more obvious when a word is left out. It is also good method for detecting awkward sentence construction.