Every year at Accuracy Matters we proofread more than 75 annual reports for a range of companies. These usually clock in at more than 100 pages each and, as well as talking about a company’s achievements during the year, they also contain a fair amount of statutory and technical material. Not to mention they are almost always written by more than one person and often to a very tight deadline. All of which poses particular issues when it comes to proofreading. In this blog, Tony, a seasoned annual report reader, reflects on his experience.
The Annual Report and the tree seem entwined. Both are forgotten and unleaved-through in winter, the excitement of last year long since faded. In the new year come new buds as XYZ plc’s comms team and its design agency consider the concept and design of the next edition.
The report soon takes shape but is still an awkward teenager, all lorem ipsum and magenta panels. But at least we know what the headers, footers and washing lines look like. While the artworker flows in the copy, the proofreader reviews the style guide and last year’s version to hit the ground running, not sobbing. The full proofread gets under way; errors exposed, inconsistencies ironed out and departures from brand style shepherded back into line. A brief flurry of excitement as we discover what is at the heart of everything XYZ plc does this year.
The Acrobat PDF spell-checker is a handy tool but by no means infallible. The braces that go with the spell-checker belt come in the form of PDF searches for frequently misspelled words. This is the fun bit as we select Find and punch in a procession of gems such as complaint, mange and pubic, which of course should be compliant, manage and public respectively. If there’s been a change at the top table a search for reigns, as in the handing over of, is advisable.
The full read complete, the marked-up proofs go to the client, complete with a host of suggestions and queries. Fingers crossed that XYZ plc can make up its mind about the hyphen in decision-making. XYZ plc’s approvals process may involve as many stakeholders as the company itself has, so when the amends come through, contradictory ones will need sifting. The proofreader’s handwriting deciphering skills will be tested to the full.
The tree is almost in bloom as the board of directors’ section is assembled. XYZ plc’s board photo is now comped and complete, directors are at the right relative height, and all teeth, ties and tiaras have been retouched in Photoshop. The proofreader will triple-check the spelling and position of each name, perhaps recalling the occasion many years ago when there were six versions of the board biographies section for a major retailer undergoing considerable top-table upheaval.
Spotlights on overseas operations can also set alarm bells ringing, causing the eye to zoom straight to the frequently misspelled Colombia and Philippines. If national flags feature, we make sure they are the right way up, including our very own Union Flag, which so often isn’t.
A final check makes sure all amends have been made consistently and no dummy copy remains such as Mission statement goes here.
Like rings on a tree trunk, the report grows each year as XYZ plc itself grows, reporting requirements proliferate and areas of focus expand, such as directors’ remuneration and sustainability. On which subject, far fewer copies are printed nowadays; a PDF will appear online instead. Which is good news for trees.
