By Dana P Skopal, PhD
We were recently asked about proofreading services and the client then started to explain the issues they had with their document. This conversation highlighted again the misunderstanding of the stages of writing through to proofreading.
Proofreading is the very last stage before a text is to be published, which is like the pre-printing stage before the era of digital documents. Its purpose is to correct any typographical errors such as spacing, but the process may also pick up spelling mistakes that were not corrected during the final edit.
The enquiry about proofreading was not related to the final stages of a text; the client was asking where and how to clearly list complex information. Placement of information, regardless of how complex, relates to structuring the information or information design. Another term is information architecture.
Structuring the information involves:
- placing the key information upfront
- clear signposting with headings and sub-headings
- coherently linking the information
- using layout, including diagrams.
These steps link to our research findings and the term ‘macro-structure’. A writer needs to know the ‘big picture’ and be able to set it out logically for the end user. We advocate that usability testing of the document is important. Usability testing is also relevant if you are producing the text for a broad audience that may have different reading or accessibility requirements.
Before contracting for editing or proofreading services, as a writer, you need to be able to clearly articulate your understanding of the order of information and how you envisage the end-user will apply that information. Taking time to map out this ‘macro’ stage can save a great deal of time in the writing and editing processes.
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