12.2 METHODS TO USE ON THE HARD COPY
Plan to print out a hard copy several times before you must file the document. Because your brain works differently when you are looking at a computer screen than when you are looking at a hard copy, you will undoubtedly find errors on the hard copy that you missed when reading the document on the computer.
1. Check paragraph length. You may have created some overlong paragraphs as you revised; they will be evident on the hard copy. Remember that there are two reasons to create a paragraph break: substance and graphics. Even if you have not moved on to a new subject, the reader may need the brief visual rest that a paragraph break provides. A good default is to look for at least two paragraph breaks per page (more is fine). If you have only one paragraph break, you must find a place to create a new paragraph. Note that if you create an artificial paragraph break in this way, you may need to add a topic sentence to ensure that the reader can instantly understand how the paragraph is relevant to the point under discussion. The paragraph search is one hard-copy technique that you can use on the computer, especially if you have a big screen: Just show multiple pages at once to get a good picture of your paragraph length.
2. Check sentence length. If you have a problem with overlong sentences, edit for them by looking for periods. Take a pencil and make a slash mark at every period; you can do this without even reading the text. When you’re done, review the slash marks. If you see several sentences in a row that are over four lines long, review them and try to shorten at least one. One good way to shorten long sentences is to look for verbs. If you have three verbs in one sentence, try giving each verb a subject and its own sentence. If you see several sentences that are only one line long — and you’re not using short sentences for occasional, dramatic effect — try to combine a couple of the short sentences.8
3.
Review the verbs. Readers subconsciously pay more attention to information in the verb position. Thus, go through your document and circle all of your verbs, trying not to read the sentences. You should scrutinize all vague verbs, including is, are, was, were, made, involved, concerned, had, and the like. Unless you are using them purposefully — e.g., in a persuasive document to deemphasize information, or because you are using passive voice to avoid an unusually long subject — you should look for the better verb hidden in the sentence and revise accordingly.4. Review the signals to the reader. The best way to review signals to the reader is to review the template items identified in Chapter Ten. Look at the first paragraph (or two) of each heading section for needed legal backstory and roadmap. Look at the last paragraph of each heading section for a concluding statement connecting the analysis to the point being covered within that unit of discourse. Scan the first sentence of each paragraph to see how often your paragraphs begin with main points and include the phrase-that-pays. Scan through the document to make sure there are enough headings. If you go more than three or four pages without a new heading, scrutinize that section. Can you break that section down into two subsections? Have you gone onto a new point without labeling it with a heading? Similarly, review each roadmap and mini-roadmap, and then compare it to your headings. The roadmap should predict precisely the headings that follow.
5. Do a ruler-read. After you have taken these steps, read a hard copy aloud (as slowly as you can) backwards and forwards with a ruler under each line as you read it. Using the ruler helps to separate you from your text, breaking up that cozy relationship between your short-term memory and your document. When doing this ruler-read, include all extraneous materials like cover pages and tables; these sections often get short shrift when it comes to proofreading.
6. Repeat any or all of the above as needed. If you keep finding new mistakes when using these techniques, you need to keep proofreading. Do not print the final version of the document until you can read it through and find no mistakes.