Using checklists for proofreading and editing

ACES (the American Copy Editors Society) recently ran a piece on why reporters should use checklists to avoid common journalistic errors. Let’s first look at the article before I go on to demonstrate why the same principles can also apply in proofreading.

The idea sounds so simple. Apply the principles of renowned cognitive psychologist and error prevention expert James Reason to copy editing. Broadly speaking, Reason says errors can be minimised if procedures are in place to prevent them occurring. These procedures will usually take the form of a checklist.

“His work is used in airplane cockpits, nuclear reactors and operating rooms, with fantastic results,” said Craig Silverman, editor of RegretTheError.com. “When I discovered him, I realized that his work had not in any meaningful way been adapted to journalism.”

So Silverman set out to discover how checklists can help reduce errors in journalism. After four years he had developed a system which will help reporters ensure they don’t fall foul of common errors such as misspelling URLs and names, or failing to verify sources. Memory isn’t enough for Silverman (and Reason) – the checklist is the only way to avoid human error. Did I say it was simple?

This brings me to proofreading and how these same principles apply whenever I am helping a client bring their paper or magazine or article that one step closer to print. Proofreading by amateurs is a risky business, which is why I draw up a checklist before every project. It usually consists of some or all of the following:

• Bullet points – are they all properly aligned?
• Footnotes – have they been set out in a common font and size throughout the document?
• Font size – should be standardised
• Colons and semi-colons – they must be used appropriately
• Spelling and grammar

Of course the checklist will vary depending on the complexity of the project. There’s no point in having a one size fits all approach to checklists. The 100-page report where there is so much more to try to remember needs a far more demanding checklist than an A4 flyer.

More details on proofreading and editing services from Effective Words are available by calling 01904 765522.