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You are here:   Home Blog The Difference Between Proofreading and Editing (+Tips on the Process)

The Difference Between Proofreading and Editing (+Tips on the Process)

August 12, 2015 by Jessica Lee Leave a Comment

So you have a draft of content that needs to be perfectly polished for publish. How do you know what to do next? Depending on how critically you want it reviewed, you have to know the steps involved or what to ask for.

So the first thing to figure out is if you will be proofing or editing it yourself, or having someone else do it. In this post, we’ll go over both scenarios so you have the tools for each.

But first, what’s the difference between proofreading and editing? Here’s a quick guide …

Woman Typing

Proofreading
Proofreading is a quick review of content, considered a “light sweep” to identify any glaring issues. Proofing the content analyzes it with grammar, spelling and punctuation criteria in mind, fixing issues on the fly. Know that if you don’t provide a style guide that your company uses for content, the editor will typically default to their own. Here at bizbuzzcontent, we default to AP Style.

Editing
Editing is more in depth, and takes a critical look at what’s being said, how it’s being said, the format of the content and storyline, and makes recommendations on how to improve it to a professional level. A full editing process also includes proofing to look for any grammar, spelling and punctuation issues.

Different professionals define editing in different ways. Some editors may want to go further than asked because it’s hard not to make suggestions if you see opportunities for improvement, while others may only look for typos when what you really wanted was critical feedback on the structure. Make sure you articulate what you want ahead of time.

Editing Your Own Writing

You can learn to proofread and edit your own materials, you just need a repeatable process. Here are some tips you can borrow to create your own:

  1. Some recommend writing freely, and worrying about editing later. This is so as not to stifle creativity and productivity. For me, I like to edit as I’m writing each section. So before I go on to the next section of the content, I reread and make adjustments to the first. This is really a preference thing but do what works for you.
  2. Sleep on your draft, and start the proofreading and editing process the next day. I promise your words are going to look much different in the morning versus after the fifth time you’ve read it same day.
  3. Sit in a quiet place when you’re editing, free from any noise or distraction. If you find yourself reading the same sentence seven times and wondering why it’s taking so long, you need a better space for editing.
  4. Read the first draft with a proofreading mindset, looking for any spelling, grammar and punctuation issues you can fix. On the second read, start taking a more critical look at the flow and structure with your editing “hat” on. You’ll likely want to tweak the introduction once the whole piece is complete, and come up with a couple headline options at that point, too. (p.s., there’s a plugin for WordPress that allows you to split test your headlines if you can’t choose just one.)
  5. Take a final pass, and even read it aloud. Editing and proofreading is as much about making the content polished as it is about how the words sound together and roll off the tongue. This is where you might switch one word for another for more impact.

Dealing with Multiple Reviews and Approvals for Content

If you work in an environment where you have multiple levels of approval for content, it’s important that everyone get on the same page about the review and editing process, or things can get very messy.

Here are some tips on process based on how we do it here at bizbuzzcontent. This is assuming you’ve written the content on behalf of someone else, and it has already gone through the internal editing process …

  • Make sure there is always document version control, so only one person is reviewing the document at a time, and that there is established nomenclature for the different versions – for example, the person’s initials added to the end or something else.
  • Establish ahead of time how many reviews are included in the process (for example, two rounds of edits). Remember, if you have a thorough content creation process, you minimize the amount of edits in the review process, because the content you’ve delivered is targeted. That typically means stakeholders have approved the direction of the content before it is written (in the form of a content brief or outline) so there are no surprises.
  • Encourage the reviewers to either make edits directly or use the comments feature in Google Docs to articulate what they want. I recommend using Google Docs for reviews of content with “enable edits as suggestions” on to capture edits. This is the most simple way to track what people want where, and you can modify their suggestions in the next round.
  • Don’t have everyone and their brother review the content. To help make the process most efficient, only involve those that truly need to be – for example, the “author” you are writing on behalf and a supervisor. If you’re in a position where multiple people need to be involved, think of ways to temper the situation by focusing on the efficiency of only involving the select few (nobody wants deadlines to extend weeks past just because Bob down the hall can’t seem to get to a review).

So that process was assuming you did the writing and put it into review for approval. But other times, you’re handed someone else’s content in rough draft format, and asked to take it from there. When you’re editing for another, you want to be as helpful as possible, applying your own proven process for proofreading and editing, and thinking of “bigger picture” things, too.

Here are a few tips for an editing process for someone else’s work:

  1. Perform a grammar, spelling and punctuation review.
  2. Edit so the tone and messaging is consistent, making it feel like a professional, branded piece of content for that person or company (sometimes this means you go the extra mile to establish what that is, if it’s in your wheelhouse).
  3. If you’re editing multiple pieces of content, for example, a series of reports, you’ll want to ensure the format is consistent across all papers, meaning creating a template for layout that each report follows for the beginning, middle and end of the report (like how to treat the headers, subheads, the different sections of the report, imagery, etc.).
  4. Always cite questions when statements or data is unclear, and point out areas for expansion to improve it.
  5. Add data points or references where applicable from third parties that would back claims up (look for the most recent research from reputable sources only) or cite areas where they should include additional data points.

Well there you have it. I hope this quick guide helps you in your review process the next time you want to publish content or help someone polish theirs. Happy editing!

Jessica Lee
Jessica Lee is founder and chief creative at bizbuzzcontent Inc., helping B2B and B2C businesses realize the value of quality web content to their marketing plans. Sign up for tips on content strategy and writing delivered to your inbox directly from Jessica and the bizbuzzcontent team.

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Jessica leads one of the most professional content agencies I’ve ever worked with. We target a very niche industry, and Jessica and her team were very thoughtful in their approach. From planning thoughtful pieces, to researching and interviewing SMEs, to brainstorming promotion strategies, Jessica and her team maintain a high degree of professionalism and efficiency.
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Bree v.F., Director of Marketing and Engagement, VolunteerMatch

Jessica dedicated her time as a pro-bono volunteer with VolunteerMatch to help us with some key content marketing needs. What impressed me most about working with Jessica was the way she tailored her approach to accommodate the needs of our nonprofit with the resource constraints of our team. Jessica developed personas, one-pagers, case studies and website content that has resulted in an increase in traffic to our site and improved our ability to communicate to our key audiences.
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I've worked with Jessica at her company bizbuzzcontent for years. It's my go-to provider whenever my team is looking for high-quality content. What differentiates bizbuzzcontent is that they not only have superior writing skills but a rare ability to completely understand our industry, our company positioning, brand voice and tone, and customers. This just makes the content highly targeted and relevant, and goes a long way in achieving our marketing goals.

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Nag P., Sr. Manager, Product Marketing, Salesforce

I've worked with Jessica at her company bizbuzzcontent for years. It's my go-to provider whenever my team is looking for high-quality content. What differentiates bizbuzzcontent is that they not only have superior writing skills but a rare ability to completely understand our industry, our company positioning, brand voice and tone, and customers. This just makes the content highly targeted and relevant, and goes a long way in achieving our marketing goals.
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I love Jessica and the team over at bizbuzzcontent. Within just a matter of a few interactions, she was able to understand, in depth, our complex solution and business model. Since then, she's been critical to us in driving compelling, engaging content via our blogs and white papers. She's a wonderful, thoughtful person to work with, and the work she's done has been a key factor in increasing our conversion rates.
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Outstanding process

bizbuzzcontent helps me efficiently leverage my own subject-matter expertise to create original content on timely topics. Together, we are able to distill complex topics into client-friendly articles that I can use across multiple platforms. I especially appreciate bizzbuzz’s super-efficient process because it keeps me on track for timely production of new content. Jessica Lee is a pleasure to work with, and I rely on her to bring a strategic eye to my publication efforts.

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bizbuzzcontent helps me efficiently leverage my own subject-matter expertise to create original content on timely topics. Together, we are able to distill complex topics into client-friendly articles that I can use across multiple platforms. I especially appreciate bizzbuzz’s super-efficient process because it keeps me on track for timely production of new content. Jessica Lee is a pleasure to work with, and I rely on her to bring a strategic eye to my publication efforts.
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Jessica is a great content creator, writer, reporter and partner to work with. Highly articulate with strong content values and work ethos, Jessica adds great value to all projects she works on. I would happily recommend Jessica to people who wish to scale their content marketing efforts.

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Andy B., C-Level Marketing and Strategy Consultant

Jessica is a great content creator, writer, reporter and partner to work with. Highly articulate with strong content values and work ethos, Jessica adds great value to all projects she works on. I would happily recommend Jessica to people who wish to scale their content marketing efforts.
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Jessica is a guest speaker of Microsoft internal training program. She made an awesome presentation of how to create marketable web ages to Microsoft Bing Ads product team and services team. Attendees found Jessica very engaging during the presentation. Microsoft Bing Ads is eager to apply the learning in our daily works, and look forward to partnering with Jessica to bring more value to digital advertising community.

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Ping J., Product Manager, Microsoft Bing Ads

Jessica is a guest speaker of Microsoft internal training program. She made an awesome presentation of how to create marketable web ages to Microsoft Bing Ads product team and services team. Attendees found Jessica very engaging during the presentation. Microsoft Bing Ads is eager to apply the learning in our daily works, and look forward to partnering with Jessica to bring more value to digital advertising community.
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Jessica has been instrumental in building our content strategy from ground up, educating our stakeholders and increasing our exposure across all lines of insurance. I can say with confidence that she has been a critical extension of the marketing team, always producing timely deliverable. She has always been enthusiastic about creating new formats for us and new vehicles of information to help the marketing team raise awareness and drive internal adoption. Her most impressive feat from my perspective is how quickly and seamlessly she dived into our 12 lines of insurance. The dexterity and the level of expertise she demonstrated although she had never worked with insurance B2B client was absolutely incredible.

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Stephanie M., VP Marketing Communications, Woodruff-Sawyer & Co.

Jessica has been instrumental in building our content strategy from ground up, educating our stakeholders and increasing our exposure across all lines of insurance. I can say with confidence that she has been a critical extension of the marketing team, always producing timely deliverable. She has always been enthusiastic about creating new formats for us and new vehicles of information to help the marketing team raise awareness and drive internal adoption. Her most impressive feat from my perspective is how quickly and seamlessly she dived into our 12 lines of insurance. The dexterity and the level of expertise she demonstrated although she had never worked with insurance B2B client was absolutely incredible.
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We can't imagine how we managed without bizbuzzcontent before! Working with Jessica Lee is a dream. She is very creative and understands new concepts quickly. The content creation process at bizbuzzcontent is the most efficient we have come across in our many years of working with other writers and agencies. If you want an excellent content program and a company that goes above and beyond, hire bizbuzzcontent today!

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Pauline J., CEO, Group Twenty Seven

We can't imagine how we managed without bizbuzzcontent before! Working with Jessica Lee is a dream. She is very creative and understands new concepts quickly. The content creation process at bizbuzzcontent is the most efficient we have come across in our many years of working with other writers and agencies. If you want an excellent content program and a company that goes above and beyond, hire bizbuzzcontent today!
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Trusted partner for years

Jessica and her team at bizbuzzcontent have been a trusted partner for years, and have helped us with our blog, web copy and email marketing, in addition to providing lots of guidance on other content projects. The team is able to quickly get up to speed on any content project's requirements and create quality content that's on target. Over the years, they've helped us educate, drive brand awareness and website traffic. I would definitely recommend bizbuzzcontent for content services.

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Ashley G., Digital Ad Management, SearchForce

Jessica and her team at bizbuzzcontent have been a trusted partner for years, and have helped us with our blog, web copy and email marketing, in addition to providing lots of guidance on other content projects. The team is able to quickly get up to speed on any content project's requirements and create quality content that's on target. Over the years, they've helped us educate, drive brand awareness and website traffic. I would definitely recommend bizbuzzcontent for content services.
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