5 Tips for Keeping Your Critical Distance While Proofreading
It can be hard to focus on proofreading if you’re too involved in a text or if you’ve made several passes already and become too familiar with it to easily spot errors. Overfamiliarity can cause you to overlook mistakes that would be obvious to fresh eyes. The key to overcoming this issue is to maintain what’s known as “critical distance.”
But how do you do that? Here, we’ll discuss what critical distance is and why it matters, and then we’ll share some practical tips for retaining it when proofreading.
What Is Critical Distance in Proofreading?
Critical distance in proofreading is the ability to look at a text objectively and freshly, even if you’ve seen it multiple times before. Essentially, it means stepping back from your close involvement with the writing so that you can evaluate it as though you were encountering it for the first time. Maintaining critical distance helps proofreaders and editors spot errors, inconsistencies, or awkward phrasing that might otherwise go unnoticed due to overfamiliarity.
Critical distance can involve shifting your perspective – by changing the format of the text or by taking breaks – so that you avoid the trap of reading what you think is there rather than what’s actually on the page. It’s the mental space that ensures you remain an impartial, eagle-eyed reviewer rather than a passive reader who skims over potential mistakes.
Why Is Critical Distance Important in Proofreading?
Proofreading requires a keen eye for detail, but human nature works against us when we become too close to the text. Our brains naturally fill in gaps and correct errors subconsciously, which makes it more challenging to notice typos, punctuation mishaps, or ambiguous passages. Maintaining critical distance prevents these issues in several ways. It helps with the following:
- Accuracy: When you stay detached, it’s easier to catch spelling errors, misused words, and incorrect punctuation.
- Objectivity: A fresh perspective helps you see the text as a first-time reader would, highlighting unclear or awkward wording.
- Consistency: By treating the document as new, you can spot style inconsistencies and ensure uniformity throughout.
- Efficiency: Instead of repeatedly scanning a document without seeing real issues, you work more effectively because each pass can reveal genuine errors.
Retaining critical distance is vital for delivering high-quality work and maintaining a good reputation as a proofreader or editor.
How to Maintain Critical Distance when Proofreading
There are several practical steps you can take to maintain critical distance when proofreading, including:
- Changing your perspective on the document by proofreading backward or printing it out
- Reading problem passages out loud
- Focusing on one type of error at a time
- Taking some time away and coming back with fresh eyes
- Sharing the burden by collaborating with another proofreader or editor
For more on all the above, check out our advice below.
1. Change Your Perspective
When struggling to focus on a document, it can help to change perspective. Options include:
- Proofreading backward (i.e., starting with the final line on the last page and working your way back, sentence by sentence, until you reach the start of the document)
- Printing the document out and proofreading it on paper
- Changing the font between passes so the text looks different on the screen (remembering to switch it back to the client’s preferred style before returning the edited document)
The idea here is to make the document feel different on a second or third pass. This forces you to pay close attention, which isn’t always simple when you already know what it says.
2. Read Problem Passages Out Loud
If you find yourself stuck on a specific passage in a document, try reading it out loud.
This approach forces you to engage with each word rather than skimming. You can literally “hear” problems with the flow of the text, which is much harder to do when simply reading silently.
Despite the advice in the previous point, though, we don’t suggest trying to read sentences out loud backward. If nothing else, it might sound a little satanic to anyone nearby!
3. Focus on One Type of Error at a Time
If there’s a lot to keep track of in a document, try focusing on one type of error at a time (e.g., spelling errors on the first pass, punctuation on the second, and so on).
This can feel slower and somewhat counterintuitive. But it’s extremely helpful when you’re finding a document difficult to follow; you only have to look for one problem type on any given pass.
4. Take a Break
If the deadline allows, take some time away between passes. Ideally, this includes rest and distance from your computer. Often, problems that seem insurmountable in the evening look more manageable after a good night’s sleep!
If time is tight, even a short break helps. Go for a quick walk or do some chores – anything that gets your mind off the text. Returning refreshed makes maintaining critical distance far easier.
The same logic applies to long documents. Nobody can concentrate indefinitely, so trying to read tens of thousands of words in a single sitting will inevitably lead to mistakes. With proper planning and regular breaks, you’ll be able to focus on the text more effectively.
5. Share the Work
Sometimes, it’s better to share the burden. If you’ve copy edited an entire novel manuscript, for instance, and the client also asks you to proofread it, you may want to suggest bringing in a fresh pair of eyes for the final check – especially if you’ve already read it multiple times.
This might feel like a big step – turning down or dividing work can be intimidating if you’re unsure where the next job is coming from. But the more familiar you are with a document, the harder it is to maintain critical distance (one reason why people shouldn’t proofread their own writing). If you can’t focus on the fine details, you’re more likely to overlook errors.
By passing the final check to another proofreader, you avoid this pitfall and (with luck) end up with a happy client. And this doesn’t have to be a one-way street: If you refer work to another freelancer, they’ll often be glad to return the favor in the future.
Becoming A Proofreader
Good editing isn’t just about maintaining critical distance from the text – it’s also about developing strong foundational skills and knowing where to find consistent work. For more advice on effective proofreading, from spotting common spelling errors to building your freelance business, try our Becoming A Proofreader course. Sign up for some free lessons today and find out how proofreading could work for you!
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