Tips from professional proofreaders

December 15, 2014

Proofreading is a recurring theme on Sentence first, with regular posts looking at particular items of usage and examples of where proofing fell short. But although it’s part of my day job, I haven’t written often about the act itself.

I was recently approached by Maggie Biroscak at Jimdo for some thoughts on the subject. Maggie’s article has now been published, and offers great tips on proofreading your own text, while acknowledging the limitations of this approach. It features quotes from Dawn McIlvain Stahl, online editor of Copyediting.com, and me.

One of Maggie’s tips is to check names repeatedly:

A word won’t be offended if you misspell it. Not always true with a person. So be courteous and focus your attention on names. Unfamiliar names are easy to mess up, because your brain doesn’t notice if they’re spelled incorrectly (approximately 14-16% of corrections in major newspapers are misspelled names). Common names with uncommon spellings (Dwyane Wade, anyone?) can also cause major headaches for proofreaders.

I can testify to this. Much of what I edit and proofread is academic writing – scholarly reports, essays and theses – and if you’d expect academics to be more rigorous about people’s names, you would be wrong. Most unedited theses get the name of a referenced author incorrect, and they commonly misspell several.

Maggie quotes me advising that if you’re uncertain about any aspect of punctuation, you should read up on it. Many writers routinely use semicolons for colons, or hyphens for dashes, and their commas and apostrophes can be haphazard. If you want to be a writer, you can’t punctuate based on guesswork or assumption – you have to learn it.

Inconsistency, whether in style, vocabulary, or formatting, is another significant issue and one that proofreaders and editors fix constantly. As Dawn McIlvain Stahl says, inconsistencies in a text can suggest “that you’re not very careful or professional”. Here are a few additional tips, which may apply especially to beginner proofreaders:

  • Ask someone to proofread something after you. This may reveal recurring problems that you can then look out for. Obviously it should be someone who knows what they’re doing.
  • Reading aloud helps uncover things you mightn’t notice from silent reading, be it a missing word, awkward rhythm, or subject-verb disagreement. Don’t be shy with yourself – vocalise!
  • Minimise distractions. This seems obvious, but it’s as true as ever and bears repeating. You need to be disciplined about your relationships with the internet and your phone.

I would stress that proofreading your own text, while fine as far as it goes, is no substitute for having it done professionally by an experienced third party. They’ll spot things you didn’t, and they’ll know things you don’t. Questions 3 and 5 on my editing website’s FAQ address this, and explain briefly why it matters.

Maggie Biroscak puts it well: “Sloppy writing makes people wonder what else you’re messing up on.”

Science and Invention Magazine - The Isolator by Gernsback 1920-304

Proofreader hard at work, using ‘The Isolator’ to minimise distraction. From: http://50watts.com/Fantastic-Plangent

 


Whom’s Law of Hypercorrection

December 6, 2014

I won’t subject readers to another long, rambling post on whom. But I want to note the tendency, strongest among those who are anxious to use whom “correctly”, to use it even when who would be generally considered the grammatically appropriate choice: as subject pronoun.

Ben Zimmer at Language Log recently criticised a book review at the New Yorker in which Nathan Heller wrote: “The glorious thing about the ‘who’ and ‘whom’ distinction is that it’s simple.” This is an easy assumption to make if your grasp of who/whom grammar owes to the oversimplified instructions of the many prescriptive guides that neglect to examine register* or the trickier possible cases.

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Departing wisdom

November 18, 2014
*[click to enlarge]

irish times headline typo - Wayne Rooney departs [imparts] wisdom to youth

*

It took me a moment to figure out this headline in today’s Irish Times. I wondered if it might be a novel or obscure sense of depart in sports journalism that had escaped my notice to date, before realising it was probably supposed to be impart. The article supports this analysis.

To impart is to pass on or transmit, to communicate or disclose, to bestow. One often imparts wisdom. To depart is to leave: a train departs a station. Depart from can mean deviate from (a normal or recommended course of action): the headline departs from intelligibility.

John McIntyre, in The Old Editor Says, warns that errors lurk in the big type and imparts the following wisdom: “Always give the big type a second or third look before publication.” Be on guard, too, for departing wisdom when parting wisdom is meant.

Google returns a few examples of “departs wisdom”, each seemingly intended to mean imparts wisdom, but none so prominent as this. I expect it will crop up again sooner or later.

[Hat-tip to Ultan Cronin for the link. For more like this, see my archive of posts about headlines.]

Pompous language is a weapon

November 5, 2014

People have different motivations for using gobbledygook instead of plain language. They may wish to sound impressive and assume, incorrectly, that fancyisms trump familiar words. They may use it as a technique of avoidance or obfuscation, if they want to hide the truth or are unsure of what they’re talking about. Or it might simply be habit or convention, as I said of advise in business communication.

Don Watson elaborates on this in his admirable polemic Gobbledygook: How Clichés, Sludge and Management-Speak Are Strangling Our Public Language (US title: Death Sentence: The Decay of Public Language):

Corporate leaders sometimes have good reason to obscure their meaning by twisting their language into knots, but more often they simply twist it out of habit. They have forgotten the other way of speaking: the one in which you try to say what you mean. Instead they welcome their audience and proceed immediately to put them in a coma by announcing their intention to spend the next half hour outlining the company’s key strategies and initiatives going forward, and their commitment to fill capability gaps and enhance sustainable growth for the benefit of all shareholders

Even when we use it as a shield against our own uncertainty, pompous language is a weapon, an expression of power. Part of it is a mistaken effort to elevate the tone. Beneath pomposity rests the assumption that she who elevates the tone will herself be elevated; with luck, beyond scrutiny. The risk, which the truly pompous never see, is that an opposite effect is achieved or the tone moves sideways into unselfconscious parody.

Don Watson - Gobbledygook aka Death Sentence - book coverOn the matter of saying what you mean, Tom Freeman describes a writer going into Writing Mode instead of just putting their ideas in a direct and ordinary way. This is a common problem among aspiring or unskilled writers: they strive for impact in all the wrong ways, such as packing their prose with overelaborations and formal synonyms. Whether through habit, naiveté, diffidence, or lack of faith in simplicity, the result for readers is the same.

Two other things worth mentioning in brief: You probably noticed Watson’s use of she as a generic pronoun – throughout Gobbledygook he alternates between she and he for this purpose. A few writers do, and while I would favour singular they, the alternating style is at least more equitable and inclusive than defaulting to he, as too many writers continue to do. And did you see that unhyphenated unselfconscious? I approve. Oh yes.


Andy Warhol and language

October 30, 2014

“Words troubled and failed Andy Warhol,” writes Wayne Koestenbaum on the first page of his biography of the artist (Penguin Books, 2001), even though Warhol wrote many books, “with ghostly assistance”, and had a distinctive speaking style.

Wayne Koestenbaum - Andy Warhol - Penguin Lives biography book coverKoestenbaum returns several times to Warhol’s relationship with language and with time, noting how Warhol’s love of repetition manifested in verbal expression, and remarking on how he “distrusted language” and didn’t understand “how grammar unfolded episodically in linear time, rather than in one violent atemporal explosion”.

I want to quote one passage in particular, from later in the book (which is more psychological portrait than straight biography). Warhol’s magazine Interview, first titled inter/VIEW and then Andy Warhol’s Interview, featured stars interviewing other stars with the results transcribed generously and precisely, without the editing that conventionally turns spontaneous speech into readable prose:

Interview magazine was Andy’s most sustained attempt, after a [a novel], to cross the border between tape-recorded speech and the written word: his experiments in bridging this divide involve a serious philosophical quest to figure out where and how verbal meaning breaks down, and to track the imprecise, shiftless way the words occupy the time it takes to utter and understand them. Andy’s intensest experiences were visual, not verbal, yet he remained fascinated by his own difficult, hampered process of verbalization. Interview, an ideal vehicle, allowed him to indulge his interest in dialogue, as well as his desire to bodysnatch reality and to seal it in falsely labeled canisters. Via the technological mediation of tape recorder, Andy hoodwinked time and talk, and canned it as a product bearing his own name.

I don’t know how serious a philosophical quest it was, but I can relate to the interest in unedited dialogue. Anyone who has transcribed recorded speech will have noticed how halting and erratic is its syntax, compared to the deliberate (if not always elegant) order of writing.

Speech, particularly in conversation, is characterised by false starts, broken phrasing, and disorganised ideas; full, coherent sentences are the exception. Little wonder our memory of syntax and vocabulary is so poor.

Warhol’s unashamedly commercial attitude can belie the fact that he was a deeply sensual artist, and for all his awkwardness with language I think he must have savoured this slippery, intimate side of it – especially when it manifested in so messy and profligate a fashion.


Non-life-threatening unselfconscious hyphens

October 10, 2014

Happy the reader who is unselfconscious about hyphens. Or is it unself-conscious? Un-selfconscious? When we add a prefix to a word that’s already (sometimes) hyphenated, it’s not always obvious whether and where a hyphen should go in the new compound. Tastes differ. Even un-self-conscious has its advocates.

I’m all for the solid, unambiguous unselfconscious, recommended by the Oxford Manual of Style among others. But different compounds raise different issues, and there’s variation and disagreement in each case over which style works best. That may be understating it: Fowler referred to “chaos” and “humiliation” in the prevailing use of hyphens.

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Hobby, hobbier, hobbiest hobbyists

October 3, 2014

I’m making my way erratically through Robert Crais’s back catalogue of detective fiction, and today in Demolition Angel (Orion, 2000) happened upon an unusual misspelling:

robert crais - demolition angel - Orion books - hobbyists hobbiests typo

Hobbiests! I almost read right past it. But once a proofreader, etc.

Obviously it should be hobbyists, meaning people devoted to a hobby. Hobbiest looks like a superlative adjective – “the most hobby”. But the two words are pronounced very similarly or identically, and many more words end in -iest than -yist, so you can see how the non-standard form might have materialised.

Although hobbiest has yet to appear as a variant spelling in any of the major dictionaries, a Google search shows it to be common in unedited writing. This is the first time I remember seeing it in a published book. Proofreaders, en garde: lobbiest may be next.

Edit: Here it is again, later in the book, this time in the singular.

robert crais - demolition angel - Orion books - hobbyists hobbiests typo 2


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