Proofreading. The word conjures images of tedious reading, reading and re-reading. And yet, there are few efforts within any business that are more important. Even the most brilliantly written piece will lose impact when the focus is on mistakes rather than ideas.

There are those who have made proofreading their profession. They are admired by many for being able to proofread day in and day out. What most don't realize is that professional proofreaders have learned the "tricks of the trade." These techniques reduce the tedium and eliminate excessive re-readings, but still turn out an error-free final draft.

Make it a habit to rely on the following techniques to reduce your proofreading time and increase your accuracy.

1. Allow Adequate Time

Rushing through a proofreading job ensures overlooked errors. If you are proofreading copy you've written yourself, allow yourself time to put it aside for a day. Come back to it fresh and you're more likely to catch the smallest errors.

For highly technical copy or copy with specific details like a mailing list, enlist the help of another to increase accuracy and reduce the time required. One person reads aloud while the other follows the written words silently. Read word-for-word indicating capitals, punctuation and format. If another person is unavailable, use a tape recorder. Even without a tape recorder, you'll catch more errors if you read aloud to yourself.

2. Prepare Yourself with References

Those who rely solely on computers to check their spelling and grammar will rarely have a quality document. While a software program can be a good first step to catching errors, many blatant errors will still remain.

It's important to have definitive sources of information on hand to check for questionable spelling or matters of grammar. A current dictionary is a basic requirement. There truly is a difference between dictionaries. Don't assume those dictionaries written for "office work" will be up to the task. Get yourself a comprehensive version, such as a college dictionary. If you work in a technical job, be sure to have an appropriate specialized dictionary, i.e. one covering medical, legal or religious terms.

Books on style can answer those detail questions that will make your copy sparkle and flow. Answers on where and when commas are used, which words are commonly hyphenated, and when to correctly use quotation marks are some of the more common uses. Style books can also help you properly lay out letters, press releases, bibliographies and footnotes. Three good style books are The Chicago Manual, The Gregg Reference Manual and Elements of Style.

To save yourself time and effort, develop your own "cheat sheet" that lists recurring issues of style and spelling, including those that are unique to your company.

3. Look for One Type of Error at a Time

You will catch more errors when you concentrate on looking for errors by type. When proofing by yourself, this step-by-step approach is more effective and helps take the tedium out of the job.

On your first read-through, read for content. Make sure your copy says what you meant to say, avoiding words or phrases that may have double meanings. On a second pass, look for grammatical errors, punctuation and sentence structure. And, finally, look for any typographical or spelling errors.

4. Note and Communicate Errors

Nearly all work is now done on computers. While it's tempting to make your corrections on the screen, your proofing will be more effective if it's done on paper. Paper allows you to note errors and then come back to correct them. Proofing on your computer screen requires you to identify errors and immediately make corrections. Thus, screen proofing distracts you from the most effective approach to step-by-step proofing.

Paper proofing is even more important when someone else is making the corrections. Proofing from paper will let you identify corrections made from the previous draft, ensuring the proper corrections were made.

5. Use Recognized Proofreader Marks

There is a set of standardized marks used for indicating the type of correction to be made. The following list presents the frequently used proofing marks and their meanings.  Of course you don't need to use these as long as you make notes that you or someone else will understand later when making the corrections.

The step-by-step approach to proofreading and correcting will help you catch all copy errors. When you combine this approach with your own "cheat sheet" on style, you'll be spending less time correcting and more time creating flawless, credible work.