Proofread with Perfection: Proofreading and Editing Techniques for Flawless Communication. Fred Kniggendorf, Ph.D. President, Gravyloaf, L.L.C.

Transcription

1 Proofread with Perfection: Proofreading and Editing Techniques for Flawless Communication Fred Kniggendorf, Ph.D. President, Gravyloaf, L.L.C.

2 Overview Why bother? Important concepts Speaking and writing Sentence structure Punctuation Editing and proofing hot spots Next steps 2

3 The writing process Pre-write Draft Revise Edit/Proof 3

4 What s the difference? Editing content Proofreading mechanics 4

5 Important concepts Be consistent Adjust your code to your reader Have a precedent Beware of search and replace Respect professional tradition Respect the check-signer Get objective distance 5

6 YIKES! It took a whole lot of advance panning on our part but, by the time we gave consideration to all of the factors that were obvious to the eye we were able to make a through analysis of the troublesome problem. Although, we have to do this on a annual basis. To often were faced with the choice of waiting moving forward or to stall while weighting other factors. 6

7 Speaking vs. writing SPEAKING Accents Tone Body language Immediate feedback Forgiving, usually Telephoning effect WRITING Flat Permanent Can be reviewed Can be published Spelling a factor Punctuation a factor Assumptions are critical 7

8 A word about Formal Writing FORMAL WRITING follows a form INFORMAL WRITING still follows a form, but is more casual 8

9 Start with a sentence SUBJECT-VERB 9

10 Bear with me, here... INDEPENDENT CLAUSE subject and verb can stand alone as a sentence: I understand. DEPENDENT CLAUSE subject and verb cannot stand alone as a sentence: although I disagree I understand, although I disagree. Although I disagree, I understand. 10

11 Common mistakes Run-on I understand I disagree. Fragment Although I understand. Comma splice I understand, I disagree. 11

12 Your friend the Comma,And,But,For,Nor,Yet,So,Or,For,And,Nor,But,Or,Yet,So 12

13 Here s how it looks She showed me the report, but she didn t explain it. I gave him a dollar, and he never paid me back. It was expired, or at least it was close to expiring. 13

14 However... She showed me the report but didn t explain it. I gave him a dollar and was never paid back. It was expired or at least close to expiring. 14

15 Your friend the Comma, cont d We are out of many supplies paper pens toner staples and note pads. We are out of many supplies: paper, pens, toner, staples? and note pads. 15

16 Your close acquaintance, the Semicolon ; therefore, ; however, ; moreover, ; instead, ; nevertheless, ; furthermore, ; next, 16

17 These guys make great transitions, by the way It was a good job; nevertheless, I quit. I wanted to go; however, I had no money. I looked around the office; unfortunately, I didn t see the book. 17

18 On the other hand... It was a good job, but I quit nevertheless. I had no money, however, so I didn t go. I looked around the office, but unfortunately I didn t see the book. 18

19 Displayed lists highlight information I d like you to: Wash the car. Feed the cat. Mow the lawn. Clean the garage. Return your books to the library. 19

20 Paragraphed lists subordinate information I d like you to wash the car, feed the cat, mow the lawn, clean the garage, and return your books to the library. 20

21 Edit for the obvious... Anything offensive Texting shorthand Unintended sarcasm Business gibberish Really bad grammar Stilted language 21

22 ...And the not-so-obvious Intensifiers Redundancies Smothered verbs Wasted words Pet peeves Idiosyncracies Tone 22

23 Intensifiers I liked it a whole lot. The meeting went quite well. We had a really good discussion. I was very impressed. It was absolutely incredible. It was a huge success. 23

24 Redundancies Plan ahead Revert back Meet together Small in size Lift up Past experience Advance preparation 24

25 Smothered verbs Give recognition to Perform an analysis of Begin implementation of Make a generalization about 25

26 Wasted words The expense account that he turned in was falsified. The guy who is standing over there is a former astronaut. The papers which were on my desk weren t signed yet. The chair that s in the hall is mine. 26

27 Pet peeves Pre-heat Pre-sliced Pre-owned Pre-cooked Pre-printed Pre-plan Pre-prepared 27

28 Idiosyncracies Ceases to amaze me I m not for sure Aren t I? On accident Center around Get your ducks in a road It s a doggy-dog world 28

29 Tone Cliches Jargon Non-conversational business junk Overly perky No transitions Threatening 29

30 Grain of salt teacher stuff Contractions Split infinitives Ending sentences with prepositions Write like you talk Read backwards 30

31 Troublemakers Homonyms Chunking Transposed letters Names Dates Numbers Close but no cigar 31

32 Homonyms Whose/who s There/their/they re Where/wear To/too/two It s/its Your/you re 32

33 Close but no cigar Further/farther Imply/infer Lay/lie Between/among Stationery/stationary Principle/principal Capitol/capital That/which/who 33

34 Fun exercises 1. If you have any further questions, feel free to call Tina or myself. 2. I see no reason to stop now, please continue as planned. 3. The meeting was held just for rosemary and I. 4. The party is over, yet, who knows? 34

35 More fun exercises 5. I am going to read a book, write some checks, and will be calling home. 6. It lasted 6 hours. 7. Each of the managers are gone today. 8. It will be a tough road to hoe. 9. Nether the list or the books is available. 35

36 YIKES! It took a whole lot of advance panning on our part but, by the time we gave consideration to all of the factors that were obvious to the eye we were able to make a through analysis of the troublesome problem. Although, we have to do this on a annual basis. To often were faced with the choice of waiting moving forward or to stall while weighting other factors. 36

37 YIKES! It took a whole lot of advance panning on our part but, by the time we gave consideration to all of the factors that were obvious to the eye we were able to make a through analysis of the troublesome problem. Although, we have to do this on a annual basis. To often were faced with the choice of waiting moving forward or to stall while weighting other factors. 37

38 Get help Purdue OWL University of Richmond Writer s Web University Writing Center Texas A&M 38

39 Style guides Gregg Reference Manual Chicago Manual of Style AP Stylebook 39

40 Next steps Read critically Practice proofing and editing Create a swipe file 40

41 Question & Answer Session Have a question for the speaker? Press star and then 1 on your phone to enter the queue. The moderator will open your line when it is your turn to speak. If, during the Q&A, your question has been answered, or you wish to remove yourself from the queue, press star and then 1. For more information regarding Business Management Daily s newsletters, forums, webinars and special reports, visit: We d love your feedback regarding the conference and other topics you d like to hear about! Contact: jstrohecker@businessmanagementdaily.com Thank you for Participating! Get a personalized training certificate showing you completed this webinar by visiting

42 Proofread with Perfection: Proofreading and Editing Techniques for Flawless Communication Fred Kniggendorf, Ph.D. President, Gravyloaf, L.L.C.