Frankly, I have to admit I did not really know the difference between copyediting and proofreading.

When I proofread for my clients, I make the needed changes – be it spelling, grammar or slight revisions to make things sound more clear – and did not realize I was also copyediting! I just called it “editing” and figured that covered it.

One of my very favorite ezines for writers is Daily Writing Tips, and this is their last article, which I just had to share. (Yes, I got permission months ago to share these with the promise to always point back to them.)

The Difference Between Copyediting and Proofreading from Daily Writing Tips

Many people confuse these two distinct editorial skills, but it’s important to recognize
how they differ, and why. The most obvious distinction is the form the medium takes.

Copyediting, once performed by making marks and writing revisions on a typewritten manuscript, is now generally carried out by entering changes in a word-processing program like Microsoft Word.

Proofreading, by contrast, is done on a facsimile of the finished product — a proof, hence
the name. Proofreading is usually still completed on hard copy with a pen or pencil, but it’s sometimes accomplished by electronically marking up a PDF (a file created with Adobe’s Portable Document Format; that’s where the initials come from).

But that’s just the beginning. The copy editor’s task is to finesse a writer’s prose so that
it observes all the conventions of good writing. A writer may be skilled at explaining a procedure or verbally depicting a scene, but the copy editor is the one who makes sure
the manuscript’s syntax is smooth, that the writing adheres to the conventions of grammar,
and that wording is proper and precise and punctuation is appropriate and correctly placed.

The copy editor may also do or suggest some reorganizing, recommend changes to chapter titles and subheadings, and call out lapses in logic or sequential slip-ups. This attention is especially important when the content editor — the person who helps the writers shape their prose — has minimal time (or skill) or is absent altogether.

All the while, if the project is a book manuscript, an extensive report, or something else of significant length, the copy editor compiles a style sheet, a statement of overall editorial policy (serial comma, or no? numbers spelled out, or in numeral form?) and a record of idiosyncratic word usage.

(Just how do you spell fuggedaboudit? According to the style sheet, just like that — every time.) Many style sheets also list all proper nouns to make sure names are always spelled and capitalized consistently, though search functions and spell-checking programs have rendered that usage somewhat superfluous.

The proofreader, by contrast, is assigned to check a reproduction of what the finished product will look like. And the task is not revision, but correction — making sure that no typographical errors remain from the manuscript or were introduced in the production stage.

New text, such as captions, for example, is often entered separately and may not have been edited. Alternatively, an element — anything from a letter to a paragraph or more — may have been inadvertently omitted or repeated, or misplaced. Because most text is copied and pasted directly from an electronic document, this mishap is unlikely but not unknown.

Then there are esthetic issues: too many end-of-line hyphens in a row, or a word broken in half at the end of a column or page, or a widow (a very short final line of a paragraph at the top of a column).

The proofreader is also the main beneficiary of the style sheet’s compilation.
Hey, it’s fuggedaboutit on page 37, and fuggedaboudit on page 59. Which one’s correct?
The second spelling, according to the style sheet.

Proofreaders are also expected to check page numbers or recurring copy at the top or bottom of a page that identifies a section in a periodical or a chapter or book title.

They make sure the font and type size and weight for one text element matches another element of that class.

They double-check that photo captions match the content of the photographs or that when text refers to a table, a chart, or a figure, the graphic element consists of what the text says it does — and they proof that element, too.

Proofreaders may also catch grammatical errors or inconsistency of style, and they are often given some leeway to change or at least call out egregious errors, but they’re generally constrained by not being permitted to revise the text in any way that adds or subtracts the number of lines on a page, because doing so may adversely affect the graphic design.

In summary, copyediting is a more qualitative skill and proofreading is more quantitative, though there’s quite a bit of overlap, and someone who does well at one often succeeds at the other as well. Proofreading usually pays less and is a pathway to copyediting, but many editors (myself included) do both.

To save time or money or both, many print and online publishers alike have curtailed or abandoned either stage (or, worse, both stages) of the editing process — and it’s almost invariably obvious. But there are still enough people out there who value rigorous attention to detail in written expression that the copyediting and proofreading professions aren’t going anywhere, and adept practitioners will remain in demand.

Well, I understand the differences a bit better now. How about you?
I would love to hear your comments!

Spelling & Grammar Errors Are Costing You Business! – I can help and this is what I absolutely LOVE to do!

Remember, I am a Virtual Assistant who LOVES to do editing, proofreading
and transcription assignments along with research, blog posts, article submissions
and social media maintenance!

Why not Schedule a Project now?

For those considering outsourcing in their online businesses, the goal is to create a more profitable company while streamlining the owner’s work. Taking the time to avoid common outsourcing mistakes will make the process go more smoothly and avoid the feeling that you are spinning your wheels and getting nowhere. Or to quote Nicole Dean of OutsourceWeekly.com “You must plan your outsourcing wisely. Otherwise, you’re simply throwing money into the wind.”

As with any part of business, outsourcing has its good and bad points, however if you are aware of the potential problems before hand, you increase your chances of an enjoyable experience.

Here are 5 potential outsourcing mistakes every online business owner should be aware of in order to avoid making them.

1. Not Knowing Who You Are Dealing With

Most business owners who outsource will tell you the biggest benefit of doing so is the fact that their assistants work remotely. The number one problem when it comes to outsourcing, though, is not thoroughly checking out the contractor or company who will be performing the work. Keep in mind that sometimes this independence can work in the opposite direction if not taken seriously. Make it a point to carefully interview the people you are considering working with before assigning tasks or project to them. The person or company should be someone you can trust to represent your business.

2. Non-Communication between Owner & Assistant

Whether you are outsourcing tech support, writing, web design or something else, there is a great deal of effort needed in order to keep the lines of communication open. If you allow your workers to do work for you without communicating your goals and what it is that you need, you will find that your work might not be done as you’d hoped. Assistants are not mind-readers and do need guidance. Take some time to make sure that you and the people you outsource to understand your expectations. This is an important part of making sure that you get what you need.

3. Forgetting to Budget Wisely

In order for outsourcing to work properly, you’ll need to keep a good eye on what you are spending for the work being done. While some projects will require single payments to your assistant, others may involve recurring or retainer payments and you will more than likely have some type of contract or agreement that binds you. Some of your assistants may charge by the hour while others may invoice by project or expect payment based on a commission of some sort. Take the time to figure out how much money you can afford to spend on certain tasks and budget appropriately.

4. Under Utilizing Your Contractor & Their Resources

When you choose to outsource certain tasks, make certain you are using your assistants to their fullest capabilities and not just outsourcing for the sake of outsourcing or splitting up work between two assistants when it makes more sense to have one handle both jobs. Sometimes you can find freelancers who are willing to work on a recurring basis or who will complete larger projects at a reduced rate in order to get and keep your business. Don’t be afraid to ask potential contractors if they have room for more than just one or two jobs and don’t outsource something just to say that you’re on the outsourcing wagon.

5. Misunderstanding Your Role as the Outsourcer

As the one doing the outsourcing, you need to understand your role. In order for the relationship between business owner and assistant to flourish, you’ll want to keep the lines of communication not only open, but clear as well. Be detailed in what you expect from your help. Also keep in mind that you are probably not their only client and as much as you would love to have them all to yourself, that probably isn’t the case. Be respectful of their time and give feedback on their work. This will help them do a better job and respect your time in return.

Making yourself aware of possible problems that often occur in the outsourcing relationship now allows your business to grow by leaps and bounds. Don’t be afraid to start your outsourcing journey, especially now that you are better prepared to do so.

Remember, I am a Virtual Assistant who LOVES to do editing, proofreading
and transcription assignments along with research, blog posts, article submissions
and social media maintenance!

Why not Schedule a Project now?

This is an article from Donna Toothaker from StepItUpVA who is a coach
for other Virtual Assistants and really knows her stuff.

Set Boundaries to Stay Sane
by Donna Toothaker on FEBRUARY 24, 2011

As a Virtual Assistant, you have the fortunate circumstance of being able to work from home, and work with clients from all over the world via e-mail and phone. At the same time, as an upstart business owner, you also rely on new and longstanding clients for income. Sometimes it can seem like you started your own business only to discover that you have multiple bosses! Here are a few tips to ensure that you always have the ball in your court:

Set expectations early. Be extra clear with potential clients about your services, your work style, what they can expect from you and what you expect from them. Be explicit in defining what you don’t do – as in your services or work style. Things to consider not doing: having an “open door” policy (an invitation to be micromanaged), giving out your mobile number,
or giving the impression that you are in any way “on call”.

Feel free to ID. It may be difficult to let voicemail pick up when you’r e trying to service your clients, but voicemail and caller ID are great time management tools that will allow you to maintain some sanity in your day. Caller ID is also a great barometer for assessing the “neediness” of those clients who tend to micromanage. Outline your voicemail and e-mail-checking routines with clients, and within what period of time they can expect a response, leaving wiggle room for true emergency calls.

It’s nothing personal. Keep your conversations via phone, e-mail, and social media primarily on a professional level. It may be comforting to your clients to know a little bit about you personally, but giving too much information or getting to know your clients too personally opens up a “grey area” from which it is difficult, if not impossible, to return.

So, if you use Facebook for your business, avoid posting personal information, photos, or posts that may be considered off-putting to your clients, even though your friends might respond with an LOL. Use security features to restrict what your clients can see, if necessary.

Say no. When you were just starting out as a VA, you may have said yes to clients, projects and situations that really didn’t serve you in the long run. You may have done it to get experience in a certain area, build up your client roster, to impress a potential client, or in the hopes of getting more business. However, rarely does saying yes to something that doesn’t suit you or pay you a fair price truly help you. Don’t continue to burden yourself by saying yes to clients who demand too much of you and your resources, who constantly haggle or question your fees, or who push you to provide a service outside your scope.
You will find that letting go of them will open a space for a better client to sign on!

Keep the reins of your business firmly in hand by setting boundaries from day one. Doing so will ensure that you will build mutual respect, turn new clients into long-term clients, and truly enjoy working with them.

Donna Toothaker is CEO, founder and coach of Step It Up VA Coaching. These highly sought-after VA coaching programs have been created for established, successful VAs who wish to create the 6-figure business of their dreams. Visit HERE to receive the free report, Top 3 Mistakes to Avoid in Creating a 6-Figure VA Business.

thanks, Donna, for another great gem I am glad to share with my visitors.

This question goes out to other Virtual Assistants AND our customers:

Where do you draw your lines – what boundaries do you set and expect to have set for you? I would love to hear comments from both sides of the fence.

Remember, I am a Virtual Assistant who LOVES to do editing, proofreading
and transcription assignments along with research, blog posts, article submissions
and social media maintenance!

Why not Schedule a Project now?