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Polish Your Writing to Professionalism: Three Tips for Self-Editing

Polish Your Writing to Professionalism: Three Tips for Self-Editing
Writing, or typing, a document

    The ability to write without errors is crucial, whether you are writing for the whole world to see, or just your department. Even a few typos can make a writer look beyond unprofessional — errors imply laziness and poor presentation in much the same way that a stained shirt shows a lack of effort at a business meeting.

    But, important as good spelling and grammar are, errors can slip through even a reasonable level of editing. Reasonable, by the way, does not mean simply running Spell Check. At the very least, it means reading a document carefully after you’ve finished writing it. It also means that if you can get another person to read over your writing, you should. We always know what we mean when we write, but that doesn’t guarantee that our readers will get the nuances.

    Beyond general editing, there are steps you can take to improve your spelling and grammar, as well as your overall ability to create an excellent piece of communication. These three approaches can help you create a professional document and minimizes errors that can detract from the message of your writing.

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    Recognize weaknesses.

    Every time I try to write the word “maintenance” I use a different combination of letters. I’m generally a good speller, but that combination of letters manages to stump me every time. But I’ve made a note of the fact that I can’t spell that word. Knowing my weakness has allowed me to make allowances and quickly rectify the misspelling.

    When I’m writing a document that includes a word I regularly struggle with, I slow down for that word and make sure that I spell it correctly before I continue writing. While I risk breaking my concentration on what I’m writing, I’ve noticed that I’ve been able to get better at spelling certain problem words. Other techniques can include the following:

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    • Vary your word choice. Avoid words that tend to trip you up.
    • Practice spelling (and using) problem words.
    • Explore root words and learn why a given word is spelled a certain way.

    Grammar can be a more complicated fix than spelling. As a general rule, most of us can tell if something sounds wrong just by reading it out loud — a number of SAT preparation courses actually recommend students do just that to pick out errors on the test. Recognizing an error isn’t necessarily enough, however. Fixing one can be much harder. If you feel that your grammar skills are weak, consider rewriting problem sentences in a simple format. I know that I run into comma splices and dangling participles when I try to make my writing fancier. Simple sentences, however, are easy to correct, and they are often easier for a reader to comprehend.

    Proofread for others.

    Part of the struggle with perfecting our own writing is the fact that many of us don’t practice our proofreading skills regularly. We aren’t adept at correcting errors because we are used to reading for comprehension, rather than for correction. To improve your proofreading skills, you must use them:

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    • Offer to look over a co-worker’s memo or a friend’s short story.
    • Read the daily newspaper and circle typos. Because of the production cycle, most dailies wind up letting a few typos through.
    • Join an online critique group. Sites like WEbook invite editors as well as writers to help develop manuscripts.

    You can also improve your ability to proofread your own work by writing regularly. No matter how often you write, if you do not expect your work to be public, you’ll let typos slip. I try to go out of my way to proofread most of what I write — even if I’m just adding tasks to my to-do list. Furthermore, the more I write, the better I get at both proofreading and writing. It can be hard to sit down each day to write, but it can be a worthwhile endeavor.

    Set Goals For Documents

    Most of us write with a purpose in mind: a document may be a memo expected to explain a new company procedure or it might be an email arranging for lunch. Either way, documents should generally have a goal: an idea or concept that they’ll be communicating. Allowing such a goal or a purpose to guide you while writing can help you to plan your document — but it can also make editing your work significantly easier. After all, missing out on the message can make an entire document seem garbled, as well as unprofessional.

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    You can keep it simple: just make a list of the points you want to make with your writing and check them off as you come across them during your review. If you get to the end of a document without have crossed off every item on your list, you know what changes you need to make. This method is one of the fastest ways to essentially proofread your content — it won’t help you make changes but it can warn you of problems in a document.

    Checking that your writing has met the goals set for it does not necessarily prove that a reader can comprehend your content, though. To ensure clarity, you might consider asking another person to read your document and then check whether they understood each of the ideas or points your document was intended to communicate. You can even use the same checklist.

    Ask For Help

    It can be hard for one person to fully edit a document — especially if that person wrote it. Just having someone else look over a document, especially if you can ask him or her to keep the above tips in mind, can help you to prepare a clear and professional piece of writing.

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    Last Updated on July 15, 2019

    41 Beautiful Pictures That Show What True Love Is All About

    41 Beautiful Pictures That Show What True Love Is All About

    Some things in life are hard to describe, yet we can recognize them when we see them.

    Love is one of those things.

    True love comes in many different forms, but here are some that many of us know well.

    True love means supporting those who can’t support themselves

    supportive couple

      A young man comforts his date in Times Square, New York City. Image by mbtrama

      strong hug

        A young man holds his significant other close to him. Image by Brad Fults

        running help

          A young track competitor helps one of her injured opponents over the finish line. Image from ViralNova.com

          feeding kitten

            A soldier in the Korean War takes time to feed a baby kitten. Image from US Naval Insititute

            It’s having the perfect selfie partner

            mom and daughter selfie

              A mother and her daughter take a selfie together. Image by Andrew Fysh

              girlfriends

                Two young girls pose for the camera. Image by Rolands Lakis

                selfies

                  A happy couple takes a picture together. Image by Kayla Heineman

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                  selfie

                    Two best friends take a selfie together. Image by Jason Wahido

                    dude selfie

                      Friends take a selfie together. Image by Glenn Scofield Williams

                      It’s all the warm fuzzies

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                        A young man spends time with his dog on a beach. Image by Magdalena Roeseler

                        DSC06952

                          A pet owner hugs his dog while on a day trip in San Francisco. Image by Taro the Shiba Inu

                          It means having a friend to photobomb you

                          photobomb

                            A boy makes a funny face as he poses for a picture with his brother. Image by Michael Bentley

                            old man photobomb

                              A man photobombs his wife while their grandson snaps a picture. Image by Frank

                              family photobomb

                                Family members photobomb their relatives’ Thanksgiving day family photo. Image by Beth Scupham

                                boyfriend photobomb

                                  A friend photobombs the photographer and their friend, the woman in the foreground of this photo. Image by Lachlan Hardy

                                  True love means being there even when life gets unbearably hard

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                                  shoulder to cry on

                                    A family watches the Vermont National Guard depart for Afghanistan. Image by The U.S. Army

                                    flood dog

                                      During a monsoon in the Philippines, a boy carries his dog to safety. Image by Romeo Ranoco

                                      A woman is rescued from flood waters by a resident standing on top of her car during heavy rain in Chalandri suburb north of Athens

                                        A man helps a woman out of her vehicle during a flood in Chalandri, Greece. Image by John Kolesidis

                                        lunch

                                          A woman has lunch with her husband every day, even after he’s passed away. Image from ViralNova.com

                                          hug

                                            A woman hugs the mother of 6-year-old Noah Ponzer, who was one of the victims of the Sandy Hook shootings. Image by Spencer Platt

                                            rubble

                                              An Oklahoma couple pauses while trying to salvage belongings from a family member’s home after a tornado. Image by Adrees Latif

                                              sister and brother

                                                A girl puts her arm around her little brother as they wait outside of Sandy Hook Elementary after gunshots are fired. Image by Reuters.

                                                headstone

                                                  A woman sits at her husband’s grave the day before their wedding anniversary. Image from NBC news

                                                  It means taking the time for long goodbyes

                                                  110321-N-BT887-100

                                                    A man says goodbye to his son before deploying. Image by Official U.S. Navy Page

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                                                    national guard goodbye

                                                      A South Carolina man says goodbye to his son before deploying for Afghanistan. Image by The National Guard

                                                      saying goodbye

                                                        A Sergeant hugs both of his sons before being deployed to Afghanistan. Image by The National Guard

                                                        And cherishing reunions

                                                        husband home

                                                          A woman hugs her husband as she sees him for the first time since his deployment to Iraq. Image by The U.S. Army

                                                          boyfriend home

                                                            A young  woman hugs her significant other as he returns home for Kuwait. Image by The National Guard

                                                            mother hug

                                                              A mother drops to her knees as she hugs her son on her return home from the Persian Gulf. Image by The National Guard

                                                              True love is letting yourself feel young when they’re around

                                                              elderly women

                                                                Two friends on their smartphones. Image by Robert Neff

                                                                feeling young

                                                                  A young couple getting their picture taken. Image by db Photograph

                                                                  sprinkler dad

                                                                    A father plays in a sprinkler with his daughter at Millennium Park in Chicago. Image by Ben Forsberg

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                                                                    subway couple

                                                                      A young couple on a subway enjoys sharing time together, while the girlfriend’s father sneaks a photo of them. Image by Gareth Williams

                                                                      wheelchairs

                                                                        A couple holds hands on a fall day. Image by David Amsler

                                                                        It’s letting yourself be silly… just because they’ll enjoy it

                                                                        silly faces

                                                                          A grandfather makes faces at the camera with his granddaughters. Image by Tim Pierce

                                                                          vote for pedro

                                                                            A woman’s father wears a Napoleon Dynamite t-shirt to make his daughter laugh. Image by emdot

                                                                            True love is allowing yourself to show how you really feel

                                                                            date night

                                                                              A young couple kisses in the back of a restaurant in Washington, D.C. Image by Derek Key

                                                                              playing violin

                                                                                Violinist Nancy Dinovo plays at a memorial service for the victims of 9/11. Image by Christopher Morris

                                                                                True love is timeless

                                                                                old friends

                                                                                  Friends spending some time together. Image by Cristian Bortes

                                                                                  sitting around a fire

                                                                                    A group of friends sits around a campfire eating. Image by New Old Stock

                                                                                    elderly couple

                                                                                      An elderly couple walks down a street together. Image by Matteo Paciotti

                                                                                      Featured photo credit: Matteo Paciotti via flickr.com

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