Want to be heard? Be careful.
(Can you spot the errors?)

You’ve just spent the better part of the morning working on a report that will be passed around for comment. You’ve confident that the content is solid and you are expecting a positive response. But how is the grammar, the spelling, the punctuation?

Like it or not, you will be judged not just on content, but also on how it looks and reads.

Every word that comes out of your office is a reflection of your company or department. And of you. Your presentations, brochures, letters, posters or email messages may be the only things the readers know about you. Are they being distracted because they are tripping over spelling errors, bad grammar or a misplaced comma?

Every document you produce should be proof read. Here are some tips:

• Don’t proofread it right after you write it—take a break before diving back in.
• Consider printing the document to proofread it. For many people, it’s easier than proofreading on the computer screen.
• Before you start, change the document’s font size or layout to make it look different. This can trick your brain into thinking it’s seeing an unfamiliar document and help give you a fresh perspective.
• Read slowly, pointing to each word as you go. Reading backwards this way is even better because it forces you to focus on each word regardless of grammar and punctuation.
• Use a ruler on the page so you see only one line at a time,
• If you have time, read it more than once, looking for a different problem each time. For example, scan the first time to ensure all headlines are the same size and font. Then scan to ensure you haven’t mispelled names.
• Trust your instincts. If something looks, sounds or feels wrong, double-check it.
• Use your grammar and spelling checkers—but don’t rely on them! They are far from foolproof.

Finally, to make it easier in the future, create a list of common errors and use it to check every document you write. Then add to the list as necessary.

If budget allows, have a professional writer, editor or proofreader look at your newly written document. If that isn’t possible, at least have someone else in the office proofread the material.

Even if the reviewer is not a professional editor, two sets of eyes are always better than one.

Do spotting errors come naturally to you? If so, did you spot the 7 errors on this page? If you didn;t see them, read it again before looking at these answers. (Hint, there are three in this paragraph alone.)

1. Second sentence, “You’ve” should be "You’re.”
2. Fifth paragraph, “proof read” should be one word.
3. Fifth bullet, the comma at the end of the paragraph should be a period.
4. Sixth bullet, “mispelled” is misspelled.
5. Last sentence, “Do” should be “Does.”
6. Last sentence, “7” should be “seven.”
7. Last sentence, “didn;t” should be “didn’t.”

[This article was originally written by Adams Jette for the Office of the Superintendent of Bankruptcy newsletter Bulletin. Reprinted with permission.]