Attention to Detail

[AmberPromise]

I have started a new job that require e

I have started a new job that requires technical report writing. The content of my reports is always good. But my boss always sends them back with issues I’ve “seen through”. Formatting stuff, or typos or wrong name used or whatever.
Anyone have any tips for proof reading own work?
Can attention to detail be improved?

It did make me laugh that you are asking about improving attention to detail and you posted before finishing your post!!

Well, it's checking, double checking even triple checking before hitting the Send button .
You could write up a checklist for yourself. Or you could ask a peer to review before sending the final doc over.

I prefer to print reports etc. out, so that I'm checking a paper copy rather than a copy on the screen. I then tick the details on the paper copy as I check through them. If it's late in the afternoon and I feel tired, or it's something particularly complicated, I might leave it to check in the morning. I just take my time so that it takes as long as it takes. If there's something that I need to do as part of the process that I'm likely to forget, I make a specific order of processes so that I'm more like to remember it.

I think it's mostly about working out a method that works for you.

For typos and spellings it helps to read the text backwards. Then you focus on each word and not the sense of the whole sentence.

Also recommend printing it out and going over it on paper.

Part of the reason for someone else reviewing is to pick up on the issues you miss yourself. So this is not necessarily a bad thing. Can you ask a colleague to do a quick proof read before sending (obviously do the same for them)?

Otherwise, the main thing is I'd say, to step away from the document when it's finished, ideally overnight, and then read it through really really slowly with a fresh pair of eyes. If it's a long document do this in sections as you go along.
I suspect most of what you are missing is because you read what you thought you wrote rather than what you actually wrote.
With details - I highlight anything I am not 100% sure of which is a reminder to myself to check.

Proof read several times with a specific purpose each time. I do:

1. Key Messaging (is everything covered)
2. Readaiblity/flow/tone
3. Typos/Formatting

Does the software not have a spell check? If not can you action one intentionally?

As I'm dyslexic i have to be thorough with my work to avoid similar things. I'm highly aware if it which helps. Can you put the text element into a different format to make it easier to read?

I also recommend getting someone to do a quick proof read or a 'stupid check' as we call them, to check for any really embarrassing obvious errors. My team had to spend goodness know how many hours printing and sticking labels to cover a misspelt website address (our main website!) On our brochure. That went through about 10 people.

I've just had to accept that errors are part of the process and take feedback with good grace.

Write the report.

Do a different task. Then return to the report to roof read it. When your brain has focused on something different you're more likely to see errors.

I find several things already mentioned helpful.

Definitely print on paper. I think checking on a screen means you scroll too easily and miss things.

Decide on one area to check and concentrate on that, like spelling, then pick another thing, maybe figures and check that on the second go etc.

If you’re ever proofreading someone else’s work, read the end first, so you’re not concentrating on where it might be going, as you already know and can focus on the technical aspects.

Depending on how much time you have, come back to it later. Or at least have a short break away from the screen.

Write a checklist and use it.