Education

MAYI’S GUIDE TO PRODUCING AN ERROR-FREE DOCUMENT!

Introduction:

This Guide highlights critical components writers must focus on to produce an error-free document: accuracy, completeness, consistency, correctness, and proofreading.

How to ensure the document is accurate:

• Thoroughly review all steps, illustrations /images, links, and the table of contents, and liaise/confirm with the Subject Matter Expert (SME), who could be an Engineer, a Mechanic, an Operator, or Project Manager.
• Ensure that you check other reliable sources for verification of all the above-mentioned information, which may include “search engines,” “dictionaries,” “atlases,” and “calculators.”
• Note that regulations are constantly changing. If the document contains regulatory statements/definitions, always verify with the applicable regulatory body, for example, Health Canada or Transport Canada, and update accordingly.
• Recalculate all statistical, mathematical, and numeric components. If incorrect calculations or erroneous imperial/metric conversions exist, consult with the SME and correct them accordingly.

How to ensure the document is complete:

• Check all captions, headings, and weblinks /hyperlinks against the current data. If there are discrepancies or missing information, consult the SME and correct accordingly.
• Check all tables. If any require a data source and it is missing, request it from the SME.
• Verify the provided data source against the table information to ensure there are no discrepancies between the two.
• Review all steps word for word within the document to ensure they are not missing any parts/segments.
• Consult with the SME to obtain the required information to complete any steps that are missing some parts/segments.
• Request for definitions of complex scientific or technical terminology if missing and update accordingly.

How to ensure the document is consistent:

• Check all spellings used and ensure they use Canadian / British / American spellings, not all. In other words, it should not use both “center” (American) and “centre” (Canadian).
• Note that it is advisable to use Canadian spellings if the document is for a Canadian audience, but it is always best to verify with the SME.
• Check all terminology and numbering to ensure consistency throughout the document. In other words, avoid using both “machinery” and “equipment,” but pick one after confirming with the SME to make it less confusing for the reader/user.
• Check that all figure captions, headings, and numbering styles are consistent within the document. If there are any inconsistencies, consult the SME to update accordingly.
• Check the font type and ensure the document uses the same font type. In other words, the document should not use “Calibri” and “Arial” but use one of these fonts throughout.
• Check the font size to ensure same-level headings or paragraphs have the same size.
• Check for Capitalization and Italicization and ensure the same terminology is capitalized/italicized throughout the document.
• It is advisable to generate a style sheet that details all terminology, styles, fonts, spellings, and all other applicable information in liaison with the SME. Following the style sheet will ensure a consistent document is produced.

How to check the document is correct:

• Check punctuation and correct misplaced commas, misplaced colons, and incorrect apostrophes. Always refer to reliable sources like; “The Canadian Writer’s Handbook,” “The Chicago Manual of Style,” and other reliable sources to ensure you follow the correct punctuation rules.
• Check for misplaced modifiers and non-agreements between subject and verb. Always refer to reliable sources, like; “The Canadian Writer’s Handbook,” “Chicago Manual of Style,” and other reliable sources to ensure you follow the correct grammar rules.
• Check if all the spellings are correct, and if not sure, refer to the dictionary.

• Note for spellings: do not just review only typo errors; also review homonyms (similar sounding words) to ensure you have picked the correct one for the applicable step /statement. Refer to the following list obtained from “The Canadian Writer’s Handbook” for some of those words:

I. Advice, Advise

II. Affect, Effect

III. Complementary, Complimentary

IV. Comprise, Compose

V. Farther, Further

VI. Lie, Lay

VII.Raise/Rise

How to Proofread the final version/revision:

• Proofread as much as possible to catch errors that may have been missed when checking for accuracy, completeness, consistency, and correctness.

• Read the material word for word and compare it with the style sheet if one is available.

• Review line and page breaks; images, and captions and correct any anomalies.
• Check for formatting issues, such as incorrect fonts, tables, and figures, and then correct them accordingly.
• Check spelling errors, typos, and ill-fitting text and correct accordingly.
• Check if alignment, heading styles, hyperlinks, appearance, and metadata are correct and consistent.

• Check the steps and numbering to ensure none are missing and that the correct sequence is followed.
• Consult the SME to verify if in doubt about the sequential flow.

Conclusion:

It is worth noting that this guide only focuses on some of the critical components that would help produce an error-free document. In other words, there is always room for improvement to this Guide.