Revising and Proofreading

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Revising and Proofreading
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3 Main Points

• Improving Readability
• -Fog Index
• -Using grammar check
• Revising and Proofreading
• -Systematic procedures
• -A frame of mind
• Team Environment

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Improving Readability

• Grade level of 1010th grade reading level
• Desirable Fog Index is eighth-to-eleventh grade
• Computer software programs do it manually

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Fog Index

• 1.Select a passage-100 words
• 2. Count exact number of words
• 3. Count number of sentences (compound sentences
  are 2)
• 4. Find average sentence length (divide number of
  words by number of sentences)
• 5. Count number of difficult words (3 or more
  syllables)

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Continued

• 6. Find percentage of difficult words (divide
  number of difficult words by total words)
• 7. Add the average sentence length and percentage
  of difficult words
• 8. Multiply the result by 0.4

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Lowering Readability Index

• Write shorter sentences
• Reduce number of difficult words
• Desired level for business writing is 8-11

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Grammar check

• Compare the text created against grammar and
  style principles stored in the program
• Highlight text that violates the principle
• Suggest a revision

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Evaluating Readability

• Word, paragraph and sentence counts
• Averages (sentences per paragraph)
• Grade-level index

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Revising and Proofreading

• Proofreading is important

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Examples

• Fully fascinated and spade damnation puppies
  (newspaper article)
• Fully vaccinated and spayed Dalmatian puppies
  (should have been)

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Examples

• Continental Airlines advertised a flight for 48
  instead of 148 and lost 4 million
• NFL Player of the year, Brett Favre received an
  award for Brett Farve

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Proofreading

• Proofreading can be both potentially
  embarrassing and incredibly expensive

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Systematic Procedures For Proofreading

• Must be done several times
• Using standard proofreading marks helps put ease
  on the process

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1- Use the Spell Check

• If the computer cannot find the word, consult a
  dictionary

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2- Print a Draft

• It is easier to find errors on paper than on the
  computer

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3- First Proofread for Content and Organization

• Content-is the idea complete?
• Organization-is the idea of the document well
  organized?
• Style-will the information be presented the way
  you intended?

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4- Proofread for Mechanical Errors

• Look for grammar, punctuation and capitalization
• Repetition of word use, try to vary use of words
• Check entire letter (date lines and address)

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5- Proofread a Third Time if Formal Document

• Read from right to left to slow reading pace

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6- Edit for Format and Layout

• Use a conventional format
• Numbered sections in correct order
• Visual aesthetics are pleasing

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7- Print the Document on High Quality Paper

• Envelope and second page should match letterhead

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A Frame of Mind

• Know your audience
• Revise, revise, revise
• Allow outside input

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Team Environment

• 1. Start working in groups
• 2. Collaboration helps the company improve
  quality
• 3. Prepare involved people with groupware
  technology
• Assess the benefits of groupware and adjust
  accordingly

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Summary

• Improving Readability using the Fog Index
• Revising and Proofreading
• Team Environment