In addition to developing a small library of books over time, you will need certain proofreading tools and software to be an effective freelancer. Having the right tools in your toolbox is critical to finding success as a proofreader. Thankfully, these tools are mostly free or low cost, or you already own or have access to them.
Access to a computer and the internet
This seems like a no-brainer, but having a reliable computer and internet access is critical for a freelance proofreader. Almost every document you review will be in electronic format, as will virtually all communication with your clients.
Having a computer in good working order and a stable internet connection, therefore, is a necessity that should not be overlooked, however obvious it may seem.
A free subscription to Grammarly
You will want to download and install the free version of Grammarly onto your computer.
Grammarly is a software tool that checks written content for spelling, grammar, and usage issues. But it is a mixed bag. It is good at finding certain mistakes but not others.
If you’ve clearly misspelled a word, for example, the tool will usually catch it. If you’re missing a definite or indefinite article (i.e., a the or an a), it is also fairly good at catching the oversight.
But it will also suggest corrections that don’t align with certain style guides. For instance, the Chicago Manual of Style states that compound adjectives don’t need a hyphen if they follow the noun they modify, but Grammarly often tries to “correct” this “mistake.”
Despite its drawbacks, Grammarly is useful to use as a part of your proofreading process because it does ensure that you don’t miss certain errors. And the tool does force you to stop and think about the right grammar and style rules when it perceives an error.
Overall, the best way to use Grammarly is to consider it as a “junior proofreader” or “proofreading intern.” It’s good at bringing potential issues to your attention (and is therefore a helpful resource), but it’s not always right.
Microsoft Office
While the vast majority of clients these days seem to use Google Docs, a significant minority will send you Word documents, and it is worth the modest subscription fee to install Office onto your computer.
It is possible to work on MS Word documents using free programs, but there are downsides to doing this that as a professional you want to avoid. For instance, you can edit Word files in Google Docs, but you run the risk of losing formatting and other critical aspects of the document.
Additionally, you can use free, open-source alternatives to Microsoft, such as Libre Office, but Word files can become corrupted when edited in Libre Office.
It is important to note that Microsoft does have a free, web-based solution that runs in a browser window called Office 365, but it has limited functionality. If you absolutely can’t afford the paid version, it will work, but the latter provides much more value for very little cost.
The last thing you want to do is send your client a file that either looks different from the one they sent you or won’t open correctly. With a subscription to Office costing under $10 per month, it is simply not worth the savings to use a free alternative.
Acrobat Reader
Occasionally you may find a client who wants edits to be done in a PDF file. To do this, you need to download the free version of Acrobat Reader.
With Reader, you can still make basic annotations, like indicating necessary text changes and making comments, which is sufficient for proofreading purposes.
Purchasing a paid version of the Adobe suite is considerably more expensive than Office, for example, and in this case is not necessary—the free version has everything you need.
Eye-strain timer app
Eye strain can happen when a person spends too much time looking at a computer screen. As a proofreader, you will be spending many hours intently concentrating on a computer monitor. As such, it is critical to take breaks often.
The rule of thumb to prevent eye strain is the 20-20-20 rule: every 20 minutes, spend 20 seconds looking at an object at least 20 feet away. It’s also a good idea when proofreading to take a longer break every hour or two to help prevent fatigue.
There are many free phone apps that can help you adhere to the 20-20-20 rule. A quick search of your phone’s app store should bring up multiple options, any one of which should work.
Project management software
To this point, the discussion has centered on proofreading tools and software—that is, tools that directly help you proofread a document or text—but there are a few supporting tools you will want to have to make your life easier. These tools could be considered project management tools.
You will want to find a system to manage your workflow, especially as you begin to contract with multiple clients. While there are many different methods to do this, using a free app like Trello to create a kanban board is a simple, quick way to set up a workable and useful system.
Trello is a software tool that allows you to manage a project using workspaces, boards, lists, and cards. While a full tutorial is outside the scope of this article, there are many great tutorials available online, and the tool is very easy to learn, use, and customize.
Additionally, it is a best practice to record your time. You will want to know how long you spend on certain tasks so you can determine what your effective hourly rate is (for project-based work) and so you can know how many hours per week you can devote to finding new clients.
Again, there are many free options available here, and for that matter, you can even manually track your time in a spreadsheet or notebook if you prefer. If you are a Mac user, Klokki Slim is a free option that works well.
Summing it up: Proofreading tools and software
In order to be an effective and efficient freelancer, there are certain proofreading tools and software you will need to purchase or download. Thankfully, you will either already have most of these tools (e.g., a computer and internet access), and any remaining tools are free (e.g., Adobe Reader, Trello) or very affordable (e.g., MS Office).