What kinds of errors can you expect a proofreading software to catch for you?

• Lists.  Misaligned lists, improperly-sequenced lists and improper parallel constructions in lists tend to be relatively easy for software correctors to catch.
• Grammar.  While English grammar is notoriously filled with exception to its own rules, software can sufficiently check copy for problems on that end.  The “exceptions” part, however, make it necessary for the software to prompt you for errors and offer several options, instead of just changing items directly.
• Spelling.  Make sure your spelling database is up-to-date to include proper nouns and special jargon that you may use.

Despite writing checkers getting the job done well, there are aspects of proofreading that are still best done manually.  These include:

• Fact-checking.  You couldn’t really expect a software to verify facts and information.    Most proofreaders don’t either, unless it’s easy enough to check (and with the internet, it’s easier than ever).
• Numbers.  Mistyping a number is a very common mistake.  Proofreaders know this well enough to double-check.
• Dates.  Just like with numbers, mistyping dates is very common.  Proofreaders know this well enough to double-check.

Of course, there could be other things that a proofreader must check for.  That, however, will depend on house rules and style guides that particular publications follow.    For the most part, the above items will act as the common thread.

Manual proofreading can take a bit of time.  Going through a piece word-per-word, sentence-by-sentence and paragraph-by-paragraph is a laborious process.  To make things worse, there’s a good likelihood that you will want to make multiple passes when checking for different things: one for spelling, another for grammatical correctness, a third for wordiness and so on.

The good news is that there are ways you can speed up your proofreading process.  Here are some of them:

1. Get someone else to do it.  If you’re writing a paper for class, you can trade proofreading  duties with other people in the course.  Checking someone else’s writing is usually easier than proofreading your own.  If it’s not for class, ask a friend to do it as a favor (make sure to return the favor later).
2. Do it partly with software.  Microsoft Word and other word processors usually have some built-in proofreading tools.  You can use them for  some of your proofreading tasks, while doing the rest manually.
3. Leave it all to the software.  Dedicated grammar programs, such as Whitesmoke, can handle of all your proofreading needs, as well as some parts of the editing process.  If you truly want to save time working at your paper after finishing a draft, you should definitely go ahead and invest in one.

When it comes to pronouns, here are your usual options for correction:

1. Use “they” instead of  a gender-specific pronoun.  Many grammar experts balk at this, as it can lead to writing that doesn’t quite match (e.g. you’re referring to one generic person, but you’re using a plural pronoun).  However, it’s very effective for making sentences gender-neutral and, as such, is frequently employed.
2. Use “he or she” or “she/he.”  Instead of just using one pronoun, you use both.  It’s simple and straightforward, but can end up being especially cumbersome to read, especially when you’re using the pronoun many times during the course of a paragraph.
3. Alternate genders and pronouns.  Here, you alternate between using a male reference and a female reference.  While it does break the gender bias, it can get particularly confusing, especially to less savvy readers who aren’t sure about what you’re doing.
4. Remove the pronoun altogether.  That means using other nouns that can substitute for the pronoun without sounding too repetitive.  This is probably the best solution, although, it’s also the most difficult, requiring a better than average vocabulary and grasp of the language.

1. Using big words.  Showing off the range of your vocabulary might make you feel good, but it doesn’t make your writing any easier for a reader to understand.  Unless they’re directly relevant to the piece, steer clear of fancy words that will require readers to open up a dictionary to figure out.
2. Stuffing too many keywords into your text.  Using keywords repeatedly can help with a site’s on-page optimization.  However, going too far makes text incredibly awkward to read.  The minute you recognize that your keyword strategy is making your writing sound amateurish, it might be time to dial it in.
3. Using fluff to reach word count requirements.  Many new web writers intentionally fill their writing with fluff when faced with challenging word count requirements.  The next time you find yourself short of a few hundred words, hold off on the fluff and do extra research into the topic instead.
4. Writing for the wrong audience.  Too many writers think that web content is all about SEO.  In truth, it’s as much about old and tested writing principles, especially writing for the right audience.  Never lose sight of that.
5. Not revising.  Some people still don’t have a lot of respect for web writing.  As such, they don’t bother with their usual diligence, skipping activities such as revision and proofreading.  Don’t make that mistake.  Always do proper editing and correction with the help of your favorite writing software.

Unnecessary words in your essays, papers and reports are distractions – ones that take attention away from what your readers should be focusing on instead.  Here are six common clutters you should look to remove while editing your work:

1. Long clauses that can be expressed in shorter phrases.  If a clause can be cut down into a shorter phrase, then rewrite it.
2. Phrases that can be reduced to single words.  If a single word can communicate the same ideas as a phrase, then use that instead.
3. Empty sentence openers.  Using phrases like “There are,” “There is” and “There were” as an opener does nothing to help any of your sentences.  Avoid them whenever you can.
4. Excessive use of modifiers.  Adjectives and adverbs are excellent instruments for adding color to your writing.  Because of their effectiveness, they also make it easy to get carried away. Use modifiers strategically.
5. Redundant pairs.  There are many common phrases that are actually redundant in meaning, such as “free gifts” and “collaborate together.”  Instead of continuing to perpetuate the mistake, recognize and fix them in your own writing.
6. Vague nouns.  Nouns such as “factor,” “area,” “situation” and the like are perfectly valid.  However, they’re inexact and often lead to confusion.  Choose precise nouns whenever possible.

Diagnosis. Before you can revise anything, you’ll need to find something that needs fixing.  When you chance upon a part of your paper that’s difficult to understand, the first step is to diagnose what exactly is wrong with it.  You do that by underlining the first few words of every sentence, ignoring introductory phrases and focusing on those that comprise the main body of the sentence.

Analysis. Read the words you underlined and see if you have a consistent series of related topics.  The words you underline should act as a title for the sentence, encapsulating what it’s about.  If there’s no clear connection, that’s your likely reason for the lack of clarity.  Make a conscious decision about what each underlined sentence will be about.

Revision. Once you’ve identified the “title” you want for each sentence, try using those as your subjects .  More importantly, place them at the beginning of sentences whenever possible – hiding them behind a long introductory will just end up obscuring the topic.

Before you move on to the proofreading phase of your writing process, make sure you get these things done first:

1. Revise the larger aspects of your writing.  We’re talking about organization, structure, arguments, thesis and other big aspects that can require you to rewriting the entire piece if you get them wrong.
2. Fix your transitions, both at the sentence and paragraph levels.  It makes you work more cohesive.
3. Eliminate whatever wordiness  you can identify during the editing phase.  Your software will probably turn out a few more, but it’s important to check for wordiness manually, as much of them aren’t too easy for software algorithms to detect.
4. Set the writing down for a short while.  Fifteen minutes of distance should be enough to get you objective enough during the proofreading phase.

As good as most writing checkers are, it’s not a good idea to trust them to make changes automatically.  Always opt to have your program prompt you before it puts in a change, so you’ll have time to consider the revision.

1. If you got a lot of feedback, don’t let it scare you.  It’s supposed to be a  good thing – it means they’ve identified many ways you can make your work even better.
2. If you don’t get a lot of feedback, then your paper might be halfway decent.  It should encourage you to continue improving, since you actually have some knack for this writing thing.
3. If you don’t understand some of the feedback, get feedback.  No, really.
4. Read all the feedback you get.  Sometimes, you’ll chance upon one or two that can really take your writing to the next level.  Those make it worth sifting through ones you don’t really care for.
5. Once you get the feedback, list them all down and try to figure out which ones you’d actually like to implement.  After all, not all feedback are equal.  Maybe you intended for your conclusion to be boring – how dare they chastise that!
6. Once you have a list of feedback you want to work with, try to see which ones you can realistically do before deadline.  Try to focus on the bigger things first, such as issues with your main thesis, overall organization and analysis.

The more you listen to feedback, the better you can make your writing.  Provided you do it while critically evaluating each one, of course.  And don’t forget the feedback from your favorite writing program – as they are things that can immediately improve your paper in more ways than one.

Basically, what you’re going to do at this point is revision – objectively rewriting parts of your paper in order to improve them.  The first step to revising is to look at the big picture and implement large-scale  revisions when needed.  These questions should help guide you about what to look for.

1. Did you meet all the requirements of the assignment brief?   Obviously, if the paper doesn’t supply what’s been asked in the brief, it’s unfinished.  Review the assignment, checking whether your paper answers every question, uses every required reference and discusses every idea outlined in the requirements.  If it doesn’t, fix them.
2. Did your ideas come out the way you wanted them to?  Were you able to communicate your message clearly or is there risk of the reader understanding things differently?  Never allow the reader any room for misinterpretation.
3. What general strengths does your paper have?  Figuring out the strong points of your paper is good practice for developing a critical eye.  For the purposes of your paper, it also lets you know which sections aren’t due for a revision and should be kept out of when you’re doing your rewriting.
4. What general weaknesses does it exhibit?  List down the general weaknesses first.  Only after you’ve identified the different weak areas of your piece should you try formulating a plan to address them individually.

After these “big picture” revisions, you’ll still have to do smaller-scale ones, such as editing and proofreading, much of which you can probably accomplish using an effective grammar software.

1. Editing for content.  Here, you verify whether you have complied with all of the writing assignment’s requirements and have done so in a complete manner.  Will your argument fulfill the reader’s expectations?  Are your claims consistent and sufficiently supported with adequate evidence?
2. Editing for structure.  The development of your ideas can be just as important as the ideas themselves, making overall structure a critical element of writing.  Do you have an appropriate introduction and conclusion?  Is there a logical flow to the way your ideas are presented from paragraph to paragraph, section to section?
3. Paragraphs and sentences.  Your paragraphs should focus on one controlling idea and discuss it adequately using a logical structure, while sentences should aspire to convey thoughts concisely and clearly.
4. Clarity.  How clear is the main thesis to the reader?  Can they understand the various arguments you have presented for it?  Do you use the terms that aid understanding or lead to confusion?
5. Style.  Here, you check for tone and general voice.  Do you have a consistent approach to writing throughout the piece or do you change levels at various times?  Obviously, a consistent style will help readers settle into your discussion, while a discrepant one can feel awkward.

Some of the more advanced writing software will aid you in the editing process too, so make sure to explore that option if it’s available.  As you can tell, we left off grammar, spelling and other mechanical issues off the editing.  That’s because you can do them later in the proofreading stages – one where an automated grammar software can really shine.