10 Carefully review and proofread your manual

Review your own writing as often as possible, and proofread everything before sending, printing, releasing or publishing it. A single typed mistake, missed or inappropriate word, or factual error can make your work look unprofessional – or worse – inaccurate.

Whenever possible, give your work to one or more reviewers before releasing it. Outside readers bring fresh eyes to your work, and sometimes they see things you missed.

If no one else is available to review and proofread your work, set it aside for a day or two and try reading it fresh, as though you'd never seen it before.

It's always easier and cheaper to change a typo or inaccurate statement before publication than after.

Consider the following when you review or proofread a procedures manual:

• Use your word processor's built-in spell checker and grammar checker as a first line of defense (be careful though: all checkers are flawed and none catch word errors like 'cat house' when you mean 'house cat')
• If it is an online or electronic project, print it out and review the print version
• Read every word
• If time allows, review the manual in multiple passes:
  -  Review body text separately
  - Check that all punctuation is accurate and consisistent
  - Confirm that numbered lists are numbered sequentially and contain the correct number of steps
  - Check all headings separately
  - Confirm that the table of contents matches section headings and page numbers
  - Verify that all index entries are in strict alphabetic order and confirm that all page numbers (or links) work
  - Perform or walk through every step in every procedure to ensure they are complete, accurate, and listed in the correct order

DOCUMENTING PROCEDURES 10: Carefully review and proofread your manual