Posts in category Writing

Proofreading preferences


Proofreading is a second chance to examine text for typographical errors. But it’s easy to skim past mistakes in grammar or spellling – ahem, spelling.


Consider the following when proofreading:

  • Take some time away from the copy. Whether it’s 30 minutes or a few days, stepping away makes it easier to recognize mistakes.
  • Proofread from printed pages. It’s more difficult to catch mistakes on a computer screen.
  • Go somewhere quiet.
  • Listen to music or chew gum. Relieve the pressure of being constantly focused, but do it without too much distraction.
  • Avoid proofing under fluorescent lighting. The flicker rate is slower; as a result, it is hard to pick up inconsistencies.
  • Check spelling by using a computer spell check program or reading the text backwards.
  • Consult a student directory to verify name spellings and grades.
  • Don’t proofread if you’re tired.

Bonus tip: Using proofreading marks will help make the editing process smoother and quicker.

Say it like you mean it

3Nov16Quotes are the heart of your stories and captions. But too often they’re bogged down with attribution in the wrong place. So, let’s set the record straight when it comes to he said/she said.

  • Only use said. Avoid verbs that take away from the quote or interject opinions (i.e. stated, explained, replied, expressed, laughed, giggled, commented, said with a smile). Also, avoid “says” because it implies the person is still talking.
  • You’re not Yoda. While we love the Star Wars Jedi, let’s not model his use of language. Verbs go after nouns. You wouldn’t say “walked Lemons” or “talked Lemons” so don’t say, “said Lemons.” Similarly, substituting pronouns makes it clear that “she said” is preferable to “said she.”
  • Exceptions? When using a who clause or introducing a person with a long title. “It’s wonderful to have long, beautiful interviews,” said Kel Lemons, Balfour’s Key Accounts and Education Manager.
  • Know when to introduce the speaker. Place the attribution after the first sentence of a quote. Readers need to know who’s talking, but it’s not more important than starting the quote.
  • Punctuate the quote properly. Commas and periods go inside quotation marks. After the first sentence use a comma, use a period after the attribution and last sentence.
  • Example: “I am so tired of students putting commas in the wrong place,” adviser Jill Smith said. “Hopefully, this will help them learn the accurate way.”
  • First or last? Once you’ve mentioned the person’s title and full name, it’s preferable to only use the last name on second and future references. For adults, courtesy titles aren’t necessary, but first names are needed to go with the last name on first reference.


Need a cheat sheet? Here’s our handy guide for quotes and attribution.

Why we Tell Stories

Oct4Are you missing the Olympics yet? One of the best aspects of the two-week sporting bonanza is the storytelling. NBC spends months researching, filming and editing features on the athletes.

Tom Rinaldi does it on a weekly basis for ESPN. His voiceover indicates you’re in for a great story. From heartbreaking to soul lifting, Rinaldi shares incredible stories of players, fans and coaches.

Those stories remind us everyone has a story to tell. And it’s important to share them. Your staff members’ challenge is to get people talking, relating their unique experiences, situations, histories, challenges and triumphs.

As you seek out new stories to tell:

  • Encourage your staff to talk to students they’ve never met before. Consider sending them out once a week to discover new stories on your campus, not coming back until they’ve met a new person and have a great story to share.
  • Think about what will make their stories interesting and worth reading or watching.
  • Have a beginning, middle and end to the story to draw the reader in and keep them.
  • Include descriptions of specific, memorable moments. Include strong details and colorful quotes.
  • Feature those stories in your yearbook so they’ll be shared and permanently recorded.


Need inspiration? Grab some tissue and watch a few of Tom Rinaldi’s features for ESPN: a Game Day story about a sick LSU fan, sportsmanship on the basketball court and the night a basketball manager became the star athlete.