Few people like checking documents. If something’s been a battle to get finished, you probably just want to see it out the door.

The problem is that things change fast and what was correct a week ago has now changed. It’s not good if you print thousands of brochures telling your customers to go to a web page that doesn’t exist or call the wrong phone number.

Today I’m proofreading a long document which includes lots of web addresses: I’ve found that some of them have changed, especially government ones, which are always changing.

Dates and prices are other details which need to be checked. Getting the right date but the wrong day (or vice versa) is common: always check a calendar. You’ll be glad you did when you get lots of people at your event or wish you had if you didn’t check it.

And, finally, proofreading ensures that your documents make sense. With so much text flying about, I give up if I can’t understand something because of the way it is written; many other people do too.

Even if you can’t wait to see the back of a document, make sure someone checks it before it goes to print or on the web. Apart from achieving your objectives more successfully, you’ll find yourself building a reputation for being a reliable source of information if everything you put out is accurate and up to date.

After yesterday’s blog, are you cutting your text down?

z2zine tomorrow: Too much to handle

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I’m surprised that people continue to argue about the need for correct spelling, grammar and punctuation. If you’re in any doubt, try working as a proofreader.

We regularly proofread material produced by companies, councils, universities, schools and other organisations, and frequently grind to a halt because we can’t understand something.

In novels or poems, writers sometimes aim to entertain through using language that is a challenge to understand. This is not the case for companies or organisations dealing with customers who need information fast and in an easy-to-understand format.

So when you read a brochure or letter where you have to stop, go back and re-read a sentence three times to figure out what the writer is trying to say, you know that something needs changing. Perhaps there’s a word missing, a plural noun with a singular verb or three sentences crammed together in one.

Rather than being there to annoy us, spelling, grammar and punctuation aim to make text easier to read and understand. They can also make reading and writing more enjoyable and more effective, especially for companies producing marketing material to sell their products and services.

Accuracy is also very important. Would it matter to you if you published an advert with one wrong digit in the postcode? Would it make any difference if a newspaper published the wrong date for an event you were holding? (This happened to me recently – it was the newspaper’s mistake.)

If we use the language tools available to us to make our material as easy to understand as possible and we check all details to make sure our material facts are correct, we do all we can to help our communications achieve the best results for business.

After our last blog, have you decided how well print and digital communications work for you?

z2zine tomorrow: What is there say about my business?

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We’ve been doing a lot of proofreading lately, which brings to mind just how useful a corporate style guide for writers can be.

It’s quite common for businesses and other organisations to have visual style guides, but the actual content is often forgotten until a proofreader points out all the inconsistencies.

A style guide can be as simple or as complex as you want: covering basics from always writing brand names in capitals – or not – to whether specific words are hyphenated.

Once simple rules are written down, it’s much easier to remember them when you come to write a word and think “company policy is to hyphenate this word” or “we write that with a capital”.

The result is greater consistency, more effective communication and less time spent ironing out inconsistencies every time you want to publish a brochure or web site content.