My use of digital tools

I would be the first to admit that I am no early adopter when it comes to technology, but I am no Luddite either. Many years ago, when I worked in publishing, one of my jobs was to rearrange blocks of text meticulously using a scalpel and glue, so Ctrl+C and Ctrl+V are a distinct improvement.

Now that I have set aside my scalpel, these are the digital tools I use most often.

• Microsoft Word:

  
  

  • Track Changes:  this is the most important tool I use. It allows me and, crucially, my clients to see what changes I have made to their document. The client can then accept or reject my amendments.

  • Find and Replace: this tool helps me maintain consistency in the spelling and language used throughout a document (e.g. the names of variables). I also use wildcards to pattern match, particularly when checking the consistency of in-text citations.

  • Styles and Templates: sometimes a client will want me to help them format a document prior to submission, so I have learned how to utilize Word styles and templates. Word is notoriously ‘sensitive’ to style changes and if you are not familiar with the tools, small changes can cascade into a formatting disaster! A lot of people are not confident with formatting, and that is where I can help.

• Microsoft Access: I created a client database in Access, in which I keep track of my work schedule and generate invoices, etc.. For more complex pieces of work (e.g. a PhD thesis), I can add notes about style guides, deadlines and other relevant factors. I like using Access because the data are stored locally on my computer. Cloud-based alternatives might be easier to use, but I do not want to jeopardize client confidentiality. Security comes first.

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• Notion: there are innumerable videos online about using Notion as a productivity and collaboration platform, but I am a firm believer in keeping things simple. For my purposes, Notion is perfect for managing 'To Do' lists and my day-to-day workflow.

• Cloud-based storage: in some circumstances, clients ask me specifically not to store their documents in the cloud and I always respect that request. Otherwise, I use:

  • Dropbox: for keeping track of different versions of documents and for storing and sharing large documents securely (e.g. a PhD thesis) with the client.

  • OneDrive: for storing clients’ work and copies of invoices and other administrative paperwork. I don’t keep documents forever, but cloud storage has come in useful. For example, one client had stored all their research notes on a laptop that was then damaged. I was able to save the day because I had a fairly recent version of their work stored in the cloud.

    
    

• Microsoft Teams: I use this occasionally if a client wishes to explain something about their work. I also do some work with non-native English speakers who want to build confidence and fluency in spoken English. I haven't met anyone who prefers Teams to Skype but we have to work with what we've got.

One tool that I do not use as part of the proofreading process is AI (see my AI policy). However, I sometimes use AI in my personal life. For example:

• I use a very simple AI chatbot – usually Chat GPT – to generate checklists. I love a good checklist. For example, a pre-travel checklist is a wonderful stress remover for someone like me who always has a nagging doubt about whether I've left a tap running when I leave on a trip. AI really excels at generating structured lists like this.

  
  

• I might also use a chatbot to test ideas about something I’ve read and I want to make sure I’ve understood it. However, I don’t take anything a chatbot tells me on trust. When I have a direction for further research, I always cross-check what the chatbot has told me by looking for a reliable source.

Ultimately, these software applications are supposed to be useful and I want to be the one directing a digital tool instead of it directing me.

Comic by xkcd (Randall Munroe), licensed CC BY-NC 2.5. See the original comic at: xkcd: Tech Loops