Tag Archives: collaboration

Working together

One of the CIEP’s greatest strengths is its collegiality and mutual support. This extends to our members helping each other to find and succeed in work. Here are six ways we do this.

  1. Advising and encouraging
  2. Sharing information
  3. Supporting each other’s work
  4. Sharing opportunities
  5. Employing each other
  6. Working collectively

1. Advising and encouraging

The CIEP’s online member forums include a Newbie forum, where less experienced members can introduce themselves and ask questions about any aspect of being an editorial professional. These first questions often concern the best way to go about finding work. More experienced members respond with advice, encouragement and tips. These responses tend to reflect the same key themes:

  • Get trained, so you have the knowledge and confidence to offer your services.
  • Join a CIEP local group – in-person or online.
  • Check out CIEP resources, including our fact sheets and guides. These are free to members.
  • Think about how you will market yourself, including identifying the area of editing you will concentrate on. This might reflect your existing expertise (a field you’ve worked in, perhaps) or even your personal interests (for example a hobby like gardening or cookery).
  • Don’t limit yourself, either. If you have trained in proofreading, consider adding copyediting to your training plan. This is because sometimes a client will ask you to ‘proofread’ a document which also needs elements of copyediting to get it ready for publication.
  • Tell everyone you know that you are setting yourself up as an editorial professional. This may get you your first clients.
  • Use the ‘search’ function to find similar threads in our forums – there is already lots of advice there. There’s also a pinned post near the top of the Newbie forum, ‘Newbie FAQs and Collated Wisdom from CIEP Members’, that includes invaluable tips and suggests some great resources for when you’re starting out as an editor or proofreader.

2. Sharing information

Within the CIEP member forums, information is shared about all sorts of editing- and proofreading-related subjects, from tax rules and software glitches to the use of commas. But CIEP members who aren’t registered for our forums can also benefit from the wisdom and experience of other members. Most of our fact sheets and all of our guides are written by CIEP members. The information in these resources aims to equip our members for work, from setting up a freelance business and getting your first clients to editing in specialist areas like scientific articles, cookery books and legal publishing.

Many of the topics covered in our bank of resources are explored at a deeper level in our range of training courses which, again, are designed and delivered by CIEP members.

And there’s more information in our vast collection of blogs which are overwhelmingly written by CIEP members. Our blogs cover almost every editing-related subject, many of which are related to gaining work. Use the ‘search’ function to see what you can find. The Flying Solo series, written by Sue Littleford, author of the Going Solo guide, is particularly useful if you’re just starting out.

3. Supporting each other’s work

Suzanne Arnold and Nadine Catto met through the CIEP London group during lockdown and realised that they lived round the corner from each other. Nadine says: ‘We started meeting up with a few other editors and have all become great friends. As Suzanne and I live very near, we often go for walks together. We have collaborated on a few work projects as well.’ Friendship and work combine, as Suzanne describes: ‘It is a regular (and very valuable) sounding-board thing and sometimes even a bit of informal accountability. But it’s not structured or planned – it’s two friends bouncing ideas around and sharing links to online resources etc and the “agenda” is very driven by what’s going on in our lives on any particular day.’ The connections created by their local group help them both. Suzanne says: ‘There’s a lot of informal help behind the scenes – on a more mundane level, too, such as messaging saying “does this sentence look right to you?” And that often involves the wider group of CIEP friends who live locally.’ Sometimes this informal help extends to pet-sitting: Suzanne feeds Nadine’s cat when she’s on holiday.

In contrast to this more informal growth of connections within a larger formal group, some CIEP members decide to set up their own small accountability groups. In a CIEP blog, ‘Accountability groups: What? Where? Why?’, Eleanor Abraham says: ‘It’s good to have other perspectives, but sometimes you don’t want 150 slightly different opinions, but rather the chance to talk things through with people you trust and respect.’ Eleanor’s group has an hour-long meeting each month, which suits the busy lives of its members; Erin Brenner’s accountability group has a monthly goals check-in and in-person and online retreats. Erin writes: ‘We’ll refer each other for work and collaborate on projects. Some of us have even partnered for new business ventures, and we regularly discuss opportunities to do so.’

Two women working on a laptop together

4. Sharing opportunities

From recommending other people for work to advertising jobs they can’t themselves take, CIEP members often share work opportunities with each other. This happens on our member forums: on the Marketplace forum and local group forums in particular.

As Erin’s accountability group does, many members also recommend colleagues who possess the skills a client will need. Most people who have been editing or proofreading for a while have had the experience of being asked to suggest someone else if they’re too busy to take a job. Directories can help here. The CIEP has a directory of Professional and Advanced Professional Members, but some of our local groups also have their own directories of CIEP members which list their experience and specialisms. It also helps to pre-empt clients’ requests for recommendations to develop our own list of editors we would happily recommend if we can’t do a job.

5. Employing each other

A step beyond recommending our colleagues is employing them to do something for us. In ‘Reflections on the self-publishing process’, Kia Thomas describes commissioning two other CIEP members to help her publish her own novel, and they in turn report on the experience. The project went so well that Kia is planning to use the same team for her second novel.

Kia went about finding Judith Leask, her editor, ‘not just a good editor, but the right one for me’, by ‘asking CIEP members who were looking for more experience in fiction to put themselves forward for the job’. It can be a great approach to work with other editors who are at this stage of their career – for you as a ‘client’ and for the person you’ve asked to do the job. Judith says: ‘Being chosen by Kia to edit her novel was very exciting, because I knew I’d learn a huge amount from her, and that turned out to be true.’

The CIEP has a system for encouraging its members to work with other members who are keen to gain more experience: IM Available. This is a list, refreshed every fortnight, that includes any Intermediate CIEP members who are available for work, with details of their training, skills and experience, so that other CIEP members can employ them – to edit or proofread their own writing or to help with a surplus of client work.

6. Working collectively

Another way to deal with work that is too much for one editor or proofreader is to work in a partnership or a larger collective.

One such collective is Editing Globally, which, through six editorial professionals, spans the globe’s time zones but also the full range of tasks related to getting a publication produced: manuscript evaluations, project management, translation, developmental editing, line editing, fact-checking, copyediting and proofreading, formatting and design. This 24/7, end-to-end service can make it easier for a client to hit a tight deadline. Janet MacMillan, one of the editors in Editing Globally, is a fan of team working:

Editorial teams come in all sorts of shapes and sizes, from a team like Global Editing to informal, ad hoc, two-person teams who work together to complete a job over a timescale that would be impossible for one person. I value being able to work with trusted colleagues, whose expertise and knowledge I learn from, and I believe that learning makes me the editor that I am. No matter the size or shape of the team, being able to work with others expands an editor’s knowledge and skills.

Make the most of the editorial community

Freelance editing and proofreading can be lonely work. It pays off – sometimes literally – to reach out to your professional community. If you want some more ideas about how to do this, download our fact sheet ‘Making the most of the editorial community’, which is free for CIEP members.

About the CIEP

The Chartered Institute of Editing and Proofreading (CIEP) is a non-profit body promoting excellence in English language editing. We set and demonstrate editorial standards, and we are a community, training hub and support network for editorial professionals – the people who work to make text accurate, clear and fit for purpose.
Find out more about:

 

Photo credits: hands together by Hannah Busing on Unsplash; two women working together by CoWomen on Pexels.

Posted by Sue McLoughlin, blog assistant.

The views expressed here do not necessarily reflect those of the CIEP.

Talking tech: Collaboration tools

Following on from his informative piece about how we can use apps like Todoist to help us with the publishing process, Andy Coulson expands his research to collaboration tools, investigating how they can help us in finding work and integrating ourselves into project teams.

We have been working with collaboration tools for years – arguably chalkboards and flipcharts were ‘collaboration tools’. However, by using the web and cloud services, modern collaboration tools have changed and expanded this practice enormously, so you no longer need to be in the same physical space as your colleagues and/or clients. And the ability of computers to store and search information adds even more functionality to them.

Collaboration tools are an increasingly important part of remote working, allowing people to work together to share information on a common goal or project. For us freelancers, these tools allow us to become a part of the team in a way we have not been able to do as easily in the past, so learning to use them effectively as part of ongoing CPD is becoming useful for finding work – and if you come across a client who uses collaboration tools to run projects and you are already using them, then you have given yourself an advantage.

With so many of these tools about, clearly you cannot be an expert in them all – so it is important to step back and think about what job you might be using the tool for; some clients might also have preferred collaboration tools and may offer training. When I am looking at this sort of tool, I have found it useful to think about them in terms of the core job they have been built around doing. For example, Todoist is a to-do list manager at heart, but has plenty of collaborative features that would allow you to organise the workload of a team and manage information about those tasks. For the purposes of this piece, I am going to use three very broad categories: storage and editing tools; communication tools; and task and project management tools.

Storage and editing tools

Many of you will have used Microsoft’s OneDrive, Dropbox or Google Drive to store files online, but they also allow you to share those files. Google Drive takes this a step further, giving you access to a word processor, spreadsheet and presentation tool so you can work with others on a document. I’ve had a few projects where the style sheet or tracking spreadsheet has been in Google Drive and several people have been working on it in real time, so you are consistently looking at up-to-date information – one of the benefits of online collaboration tools.

One feature of Google Drive I particularly like is the suggesting mode. On a recent job, I was asked to add to the style sheet in suggesting mode as I made styling decisions. These changes then get adopted or rejected by the editorial managers. It proved to be an effective way of handling style queries.

Some of you will also have come across Microsoft’s SharePoint, which is a full document management system. SharePoint offers more advanced features than OneDrive and offers a much higher level of security to manage access and create work groups. It also allows you to create and edit directly using the cloud-based versions of the Office 365 tools and, as with Google Drive, you can edit collaboratively.

These storage and editing tools are probably the most familiar for us as editors, and the easiest to get to grips with. Most of us use Office, and will have some OneDrive storage bundled with that – so this, and by extension SharePoint, should have familiar features. Google Drive is quite user-friendly, but there is still a bit of a learning curve as you work out how to do various tasks. The systems described here are sufficiently common that there is lots of good support and guidance out there: just ask Google!

Person on a video conference call

Communication tools

Many of us have grown used to a range of communication-based collaboration tools, such as Zoom and Teams, since the pandemic. These use video, voice or text and can be used between individuals or with groups. I suspect the use of these types of tools will increase for freelancers, so they are an important group of tools to get familiar with. The two examples below – Teams and Slack – are both supported well by resources online.

Teams is part of the Windows infrastructure and is integrated into Windows 11. It aims to be a ‘teamwork platform’ by linking into other Microsoft tools like 365 and Outlook, so you have one place where you are working with others. It uses channels to create structure, so for a given project you will join a particular channel. Within this you can then have access to information – such as files, folders, calendars, chat channels, video conferencing – that relate directly to the project. This ability to create project-related online environments quickly and easily is one of the reasons collaboration tools have become so popular with businesses, and why, as freelancers, we need to be willing to learn to use them.

Like Teams, Slack organises information in channels, each of which has a group of users and focuses on a project or theme. Rather than traditional email, the main communication is via a messaging channel that can support quick ‘huddle’-type meetings using audio and video, and screen and file sharing.

Task and project management tools

Finally, I have looked at applications that are focused on managing tasks or projects, allowing a team to see what needs to be done and who is doing it. Three tools that exemplify the range available are Trello, Basecamp and Asana.

Trello is a useful tool for freelancers. Like my favourite task manager, Todoist, the collaborative features do not get in the way of its task management tools. Trello uses a kanban model of organising tasks where tasks (or ‘cards’ in Trello parlance) are moved between lists – typically to do, doing, done – giving you a quick visual overview of tasks. It includes lots of useful project management features such as calendar views, and you can attach files and notes to cards. In terms of collaboration, tasks can be allocated to team members, you can track progress and you can have conversations about tasks using comments. Trello’s boards can also be used to organise individual projects and focus on particular teams. It also supports ‘Power-ups’, which are integrations with other tools (such as Google Drive) to extend the capabilities of the system.

person using Trello on a laptop

Basecamp has a lot in common with Trello, but is built much more around supporting a team from the outset by enabling and organising communication between team members, and managing lots of projects within a small team. Each user has a dashboard that lets them see the projects they are involved with, their calendar and list of tasks. Clicking through to a project lets a user access Basecamp’s core tools: a message board (a bit like Slack’s threaded messages, focused on the project), a card table (similar to Trello’s boards, lists and cards), document and file storage space, to-dos, campfire (a space for more informal discussions and chats), and automatic check-ins (a way of quickly asking questions of a team; for example, doing quick status updates). Basecamp’s approach is built around making it easy for teams to organise their work and reducing the administrative overhead, which is what a good collaborative tool should do.

Asana offers a similar range of features to Basecamp but is focused on larger organisations. Describing itself as a ‘work management system’, it is intended to help juggle projects and routine work across a business. It has a lot of reporting features to support managers, as well as providing the Basecamp and Trello-type tools to allow individuals to organise their own work, or for a team to organise a project.

The range of collaboration tools and approaches clients take can be confusing, especially with so many available: so what do you do? I have found that although some do work well, many of them can feel very cumbersome for solely personal use. Using collaboration tools regularly, however, will help you to adapt if you are asked to use a particular tool as part of a project. Remember, though, the tools themselves build on good work habits: if you have those, then it doesn’t need too much change to adapt to using a different tool.

About Andy Coulson

Andy CoulsonAndy Coulson is a reformed engineer and primary teacher, and a Professional Member of the CIEP. He is a copyeditor and proofreader specialising in STEM subjects and odd formats like LaTeX.

 

 

About the CIEP

The Chartered Institute of Editing and Proofreading (CIEP) is a non-profit body promoting excellence in English language editing. We set and demonstrate editorial standards, and we are a community, training hub and support network for editorial professionals – the people who work to make text accurate, clear and fit for purpose.

Find out more about:

 

Photo credits: header image by Christine @ wocintechchat.com on Unsplash, person on a video conference call by Anna Shvets on Pexels, person using Trello on a laptop by cottonbro studio on Pexels.

Posted by Eleanor Smith, blog assistant.

The views expressed here do not necessarily reflect those of the CIEP.

What do authors really want from their editors?

By Kasia Trojanowska

What motivates you in your job? What’s the first thing that comes to your mind when you open a manuscript you’re about to start working on? When sparring with an author client over points of style or the order of chapters, who or what is at the forefront of your mind? Is it the reader? The text? Is it your professional ego (however unacknowledged)? Or is it, perhaps, the author?

I’m going to be bold here and submit that success of any professional in any job comes down to the success of the relationships they can build. ‘Know your clients’ is being drummed into us as the single most important rule of business. Who are those clients? And what do they really want from editors they invite into their creative process?

Not long ago, I met with one such client group – writers. I asked them about their expectations and worries around working with an editor and, very generously, they responded. There was a lot for me to digest, not least one biting comment from an author feeling like they were just ‘a mark for additional income on the side’. Ouch! I hope none of my clients ever said that about working with me, I thought.

So let’s look at the feedback in a bit more detail. Several themes came through particularly strongly: collaboration, expertise, empathy and trust. Of those, the majority aren’t easily quantifiable. It’s hard to know after just one email exchange what it’s going to be like to collaborate on a book edit, which can take months. But I believe it is worth trying. In the authors’ words: ‘I’ve always wanted a collaborative effort with somebody honest and enthusiastic’; ‘I would prefer to have an active part in all decisions regarding editing’; ‘I would expect a partner’.

An interesting insight for me was that, perhaps contrary to what myriad self-publishing services would have us believe, the traditional publishing route is still the goal for many authors, even those just entering the field. For that, they need to impress the gatekeepers – agents and commissioning editors: ‘Agents can be very picky.’ A helpful steer is what they’d seek from an editor: ‘I would like to work with a well-connected editor who can help me get published’, ‘I think the editor needs to have an in-depth understanding of what agents and publishers require’ and ‘I’d want someone with … an eye on the market to … give [my work] its best chance of publishing success’. This type of service can come in the form of agent introductions, collaborations with various publishers or providing well-researched, well-grounded market advice. What that would mean for an editor is cultivating relationships in the publishing world: networking, learning the ropes (by taking part in seminars, webinars, book launches, author meetings), going to conferences and being aware of the latest publishing trends. It can add another string to your bow and quite an exciting one at that.

Perhaps less surprisingly, authors are also interested in the more down-to-earth editing know-how: ‘guidance on structure and plot’, ‘help [me] polish the work’, ‘make sure that the work is structurally and grammatically correct’, ‘an informed point of view’. These are all skills we learn by taking part in CIEP courses and other editorial training.

Then, there are the concerns of putting their work into the hands of another. These to me centre around that most intangible of qualities, trust. ‘How to find a good editor?’ was a theme that came through a lot in the comments: ‘finding the right chemistry and a mutual respect’, ‘I worry that I might get the wrong editor who won’t see the book the way I do’, ‘[I’d worry] that the working relationship wouldn’t be strong’. I feel these come down to what the artist Louise Bourgeois called ‘the final achievement … communication with a person.’*

When I shared with her that I was working on this blog, writer Lauren McMenemy responded with an elegant reflection:

‘The relationship between author and editor is almost as important as that between the author and their story. The editor is the one that can get the piece polished – not perfected – and ready to set free, which is the author’s goal. The delicate balance between helpful and pushy is one the editor must carefully tread, but we as authors must also be in a mindset to trust our editor and know that we’re both working towards making the piece the best it can be.’

Taking the time to understand our client and their needs, having clear terms of service (so that both sides know what to expect) and making sure they feel they can trust our editorial expertise are all at the heart of a fulfilling relationship with our authors. If you can top that up with advice about what can get an agent interested and what can help an author get a foot in the door and win them a publishing deal, you’re guaranteed a host of satisfied clients. And your professional ego will thank you, too!


*Cited in Siri Hustvedt (2017) A Woman Looking at Men Looking at Women, London: Sceptre, 27.

I thank Sutton Writers, who hosted me at their meeting in January 2020 and provided invaluable insights which inspired this blog. Lauren McMenemy is one of the group’s coordinators.

Kasia TrojanowskaKasia Trojanowska is a copy-editor, proofreader and text designer, an Advanced Professional Member of CIEP. She’s incurably curious about the world of publishing and is always looking for ways to be more helpful to the editorial and writer communities.

 


Searching for an editor? Browse the CIEP’s directory of experienced editors.


Photo credits: Cogs by Bill Oxford; pencils by Joanna Kosinska, both on Unsplash

Proofread by Andrew Macdonald Powney, Entry-Level Member.
Posted by Abi Saffrey, CIEP blog coordinator.

The views expressed here do not necessarily reflect those of the CIEP.

 

Working with an editorial assistant: the practical details

By Cathy Tingle

A steel structure.In a recent CIEP blog I talked about the benefits of working with an assistant, which really came down to three things: speed, safety and society. I complete more projects in the limited time I have; I feel that as a team we are more thorough than I could be alone (there really is no substitute for that extra pair of eyes); and, joyous or frustrating, we can chat about the work, which really helps.

So that’s the ‘why’. But how do we work together?

From batphone to batches

Once I get notice that a project is on its way, the first thing I’ll do is contact Helen via the batphone (which is what we call our DocEditor WhatsApp group). This is to book her time – I can fill her in on the details later.

Then I will look at the manuscript. This might involve a lie-of-the-land review (everyone does this differently but I do mine with the help of PerfectIt) or, because this is the way our biggest client works, I’ll edit a sample chapter to kick off the process. This gives me a sense of the issues so I can brief Helen, and it also means that she can see how I’ve approached things in the sample.
My brief can be anything from a short email to a longer Word document, but it has become snappier over the years as Helen has got to know what I’m after. What I should do is set up a version of a style sheet which not only contains information about the manuscript but also incorporates tick boxes for tasks. One fine day (perhaps when our respective kids have gone off to college) that may happen.

Then it’s over to Helen for a few days. Sometimes I get the project back in one go, but more often she sends it back in batches for me to start while she’s still working on it.

Sharing out tasks with an editorial assistant

I have asked Helen to undertake various editorial tasks while we’ve worked together, but over time I’ve realised that my needs can be crystallised into one request: ‘Help me focus on the text in front of me.’ To labour the already groaning ‘DocEditor’ extended metaphor that the branding of my business rests on, she’s a bit like a nurse handing me the equipment and information I need to fully concentrate on the presenting patient.

At a recent meeting of the Edinburgh CIEP local group, members talked about the joys of using a second, or even a third, screen so they can review different parts of a document at the same time. In a sense Helen does this job – making visible certain elements from elsewhere in a chapter or a manuscript, or from further afield. She checks:

  • citations against reference lists, to make sure they match;
  • proper nouns in an internet search – that spellings are correct, that any dates tally up, and then that those proper nouns and related facts are completely consistent within the manuscript;
  • weblinks, to make sure they work, and if they can be shortened/neatened in the text;
  • other internal cross-references – that descriptions of other sections or chapters are accurate, and that what’s in the text matches lists of contents, illustrations, abbreviations, cases or glossary terms;
  • that any numbering – of sections, or of illustrations, for example – runs chronologically.

If our clients asked for tagging/coding she could also do that, but there hasn’t been much call recently.

In the past, Helen has:

  • checked if quotations in body text are over the length which requires an indented extract;
  • checked if multiple citations are in chronological/alphabetical order as per house style;
  • changed hyphens to en dashes in number ranges;
  • changed double quotation marks to single (or vice versa);
  • executed basic style amendments – standardised ise/ize/yze endings, for example.

But these are things I can happily do as I review the text page by page, and so they’ve fallen away from her task list.

An obvious task for an assistant would be to format references. This is something that other editorial assistants (for there have been others, at various points) have done for me in the past. However, there’s something about a reference list that keeps you close to the heart of a text so I like to do it myself. And I just have this feeling that it’s not something Helen would enjoy.A black teapot.The essentials

From all this I hope you’ll gather that every editor/assistant relationship is different. There are tasks that you want to keep for yourself, and tasks that you can’t wait to give away. There are particular talents that your assistant will display and that you will want to encourage, and tasks that won’t suit them. However, in terms of the essentials of a project, the following tips should work for most teams editing documents in Word:

  • Always, always get your editorial assistant to track changes, in case of slips of the keyboard or rogue deletions. Happens to the best of us.
  • Ask your assistant to post comments in the text (with Review/New Comment) to alert you to anything. Make sure they always begin a comment with a word that’s easily searchable – Helen addresses notes to me personally and at the end I run a search for ‘Cathy’ (there are precious few other ‘Cathy’s in the books we edit) to catch any strays.
  • It helps if your assistant can adopt an editorial assistant persona in their comments (they can do this in Word with Review/Tracking/Track Changes Options/Change User Name). I am ‘Cathy Tingle (DocEditor)’ but Helen is ‘DocEditor’, which means that I can adapt any notes she writes, perhaps to query a discrepancy between a citation and a long, complicated reference, with only a little retyping.
  • Make the most of highlighting. If your assistant has checked a fact/name/web address online or an internal cross-reference, get them to highlight the first letter (we use pink) to indicate it’s done and correct. If something is not correct, a comment can be left. You can use different colours for different purposes – a green for ‘Is this right?’, for example, if your assistant spots what they think might be a mistake in punctuation or grammar.
  • If you are asking your assistant to run checks but not to actually amend anything in the text, you could work with two versions of the manuscript. Simply go through the assistant’s version before you start your own edit. This might be a good method in the first few projects with an assistant, while you’re both getting used to the process.

And don’t forget

  • Always let clients know that you are using an assistant. All of mine have been delighted to have this extra pair of eyes on their work for no extra fee.
  • Create a non-disclosure agreement and ask your assistant to sign it. If you’re doing this for clients, your assistant will need to do this for you.
  • Your assistant deserves recognition. If it wasn’t for them, you might not have done such a thorough job within your deadline. I always include Helen’s name at the bottom of any handover notes that I write for the author so that if an acknowledgement is forthcoming she also gets a look in.
  • Make sure your assistant logs their hours – this helps you to understand how it’s all going, but it also means that if they want to join the CIEP, or upgrade, they can use this information as part of their application.
  • If you can, write a feedback document at the end of a project. I can’t say I have done this every time, but I’ve always been glad when I have. In taking a few minutes to review what your assistant has done this time, you can see how you can brief them better next, or streamline your processes in future. And it gives you a chance either to ask them to make doubly sure of a certain area of work in the next project or to praise them for specific achievements, which is more valuable than a vague ‘Great job!’
  • Buy your assistant a mug. Much tea or coffee is likely to be imbibed in the process of getting your projects done. Then, if you’re very lucky, when you’ve been working together for three years and your original mugs are getting chipped and faded, a lovely client might send you a smart new set.Gifts from clients

Headshot of Cathy TingleCathy Tingle, an Advanced Professional Member, came to freelance copy-editing after a PhD, a decade in marketing communications and four years as editor of a popular Edinburgh parents’ guidebook. Her business, DocEditor, specialises in non-fiction, especially academic, copy-editing.

 

Posted by Abi Saffrey, CIEP blog coordinator.

The views expressed here do not necessarily reflect those of the CIEP.

Working with an editorial assistant

By Cathy Tingle

When you’re editing, there are tasks for which you need your highest level of expertise – reading for sense, reviewing and amending grammar and punctuation, setting overall style – and tasks that require a different level of editing, such as checking, comparing, coding and formatting references.

Most editors work at both levels, and sometimes it is helpful to do tasks that are a bit less demanding, that we can tackle in the evening or when we’re listening to our Fleetwood Mac’s Greatest Hits album (although I suspect that may just be me).

I usually delegate this second set of tasks (apart from listening to Fleetwood Mac – she’s more of a George Ezra girl) to Helen, my editorial assistant. It’s difficult to remember quite when the lightbulb moment of ‘someone else could do these reference checks!’ struck me in my early freelance days, but it sprang from a combination of having a mountain of manuscripts to get through (having not yet realised that I could say ‘no’ to clients), the understanding that some publishers had technical editors or pre-editors, and the discovery that the CIEP had a system whereby surplus work could be delegated to Intermediate Members.

I was already friends with Helen because our kids went to the same nursery. I knew she had an English degree, that she was a voracious reader, and that she was incredibly organised. So I wrote some guidelines and gave her a project. From Helen’s point of view as a mum to young children she was after flexible work, but not too much of it; interesting work, but nothing overwhelmingly taxing. She set herself up as self-employed, which meant she could also take on work from other clients.

That was three years ago. This year we have received two author acknowledgements as a team, and a beautiful mug each from a satisfied client. Over the years we have identified the tasks that Helen is happiest doing: checking references and cross-references, internet fact checks, weblink checks, and so on. She is a wizard with cross-checking case titles in law books, something that, frankly, would make my head fall off. My editing mind feels less cluttered, knowing that basic checks are taken care of, although of course I double-check anything that sounds alarm bells as I go through the text. As well as reading the entire manuscript for sense and for correct English, I set style and perform any related checks and changes, and I always format references, citations and footnotes. This means that I do enough work on the technical stuff that I’m completely familiar with all the elements of the text.

Headshot of Helen, Cathy's editorial assistant.

Helen: On it

It might seem a bit belt and braces. It probably is. And of course it does mean losing some of my income – on average Helen will get around a third of my project fees. But being part of a two-person team works for me, because:

  • We can discuss things. It helps oil the wheels of a project to be able to talk about it, whether it’s the author’s referencing style or an interesting fact found in the work, or even a great word – in May, Helen encountered ‘boondoggling’ (spending time on wasteful or fraudulent projects), which caused us both a level of delight that I wouldn’t have experienced ploughing through a manuscript on my own.
  • We do at least one more pass than I would do alone. Helen will probably do two passes through a script; I do two to three. I feel that the work is more watertight this way. We recently got a comment from an author of a third edition: ‘I was very pleased with the work done by the language editor. Not just on a language basis, but also the fact checking. They even managed to catch quite a number of mistakes in the original text of the second edition!’
  • I get through more projects. Without the technical stuff dragging me down I complete projects at a faster rate – I probably take on at least a third more work, which is Helen’s fee covered, right there.
  • I think about Helen’s progress, which helps mine. Having to write guidelines, explain rules and share stylesheets helps my own progression as an editor. I encouraged Helen to do a copy-editing course early on, and she feels she has picked up a fair bit over the years, too: ‘I have learnt a lot about a process I realise I knew very little about.’
  • There’s someone to have my Christmas party with. It seems trivial, but having a colleague means having company – a catch-up coffee together every so often, and of course a Christmas do. Last year we had a scone at M&S Simply Food, this year we’re off for brunch in a café that does great vegan food. It’s not fancy, but it does warm the cockles.

This won’t last for ever. I’m prepared for the fact that I may lose Helen at any time. She may get a part-time job as her children grow, or she might decide to do more work for other clients. That’s fine and really to be encouraged. Being an editorial assistant should be a first step only – but for Helen and for me, it has been a massive help and comfort at this particularly busy time of our lives.

Headshot of Cathy TingleCathy Tingle, an Advanced Professional Member, came to freelance copy-editing after a PhD, a decade in marketing communications and four years as editor of a popular Edinburgh parents’ guidebook. Her business, DocEditor, specialises in non-fiction, especially academic, copy-editing.

 

Posted by Abi Saffrey, CIEP blog coordinator.

The views expressed here do not necessarily reflect those of the CIEP.

Susie Dent’s Wonderful Words: probsolutely the most useful linguistic collaborations

 

Susie Dent on how words have fused:

The word collaboration is from the Latin for ‘working together’. It may be overused as a word, but its results can be remarkable. A well-known story tells how, when John F Kennedy toured NASA in the mid-1960s, he came across a man mopping the floor. ‘What does your job entail?’ the President asked. The reply came: ‘I’m helping put a man on the Moon.’ The exchange between the two men beautifully illustrates the value of a shared objective.

Collaboration can happen linguistically too – notably when words come together and create something new. ‘Brunch’ is a famous example, alongside ‘motel’ and ‘modem’. ‘Blends’ like these are a form of word-play that we have been indulging in for centuries: revellers in the 1800s were already talking about alcoholidays, while nobodaddy was the term du jour for someone who had dramatically fallen from grace. In the 20th century, smog (smoke + fog), ginormous (gigantic + enormous) and piccalilli (pickle + chilli) continued the vogue. One of the best was surely pifflicated – a useful descriptor for the act of ‘being drunk and talking piffle’.

It was Lewis Carroll who gave us the word ‘portmanteau’ for such creations, based on the image of words that are ‘packed together’ like two halves of a suitcase. He himself gave us some of the best – chortle, for example (chuckle + snort), as well as slithy (slimy + lithe) and mimsy (miserable + flimsy).

Today, blending is still the most popular mechanism for creating a new word. Some of the results may be fly-by-nights, but they raise a smile nonetheless. We all know about bromances and labradoodles, but how about anticipointment, the disappointment that comes from something eagerly anticipated? A snaccident, meanwhile, is the inadvertent consumption of an entire packet of biscuits when you meant to have just the one.

Others look set to stay the course – hangry was a recent addition to Oxford’s dictionaries, defined as ‘bad-tempered or irritable as the result of hunger’. Devon’s moodle, meanwhile, meaning to ‘dawdle aimlessly’, is a euphonious blend of ‘mooch’ and ‘noodle’. But if I had to choose a personal favourite from this century, it would be probsolutely: the pithy and highly useful articulation of a ‘definite maybe’.

Hard-working, innovative, useful and fun – linguistic collaborations may not put a man on the Moon, but they can offer some very useful pointers for successful teamwork (no probsolutely about it.)

Susie Dent, honorary vice-president of the Society for Editors and ProofreadersWonderful Words is a regular feature by Susie Dent, honorary vice-president of the SfEP. Susie is a writer and broadcaster on language. She is perhaps best known as the resident word expert on C4’s Countdown.