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Good proofreading practice means acknowledging that changing one word, or moving one line, can have unintended and damaging consequences throughout the rest of the book if we aren’t careful.
If we want to proofread for publishers, packagers and project-management agencies, or if we're checking self-publishers' print-on-demand books, we need to be comfortable with working on page proofs.
What are page proofs? The proofreader will usually be asked to work on page proofs. What are they?
'Page proofs are so-called because they are laid out as exactly as they will appear in the final printed book. If all has gone well, what the proofreader is looking at will be almost what the reader sees if they were to walk into a bookshop, pull this title off the shelf and browse through the pages.
The layout process has been taken care of by a professional typesetter who designs the text in a way that is pleasing to the eye and in accordance with a publisher’s brief.' (Not all proofreading is the same: Part I – Working with page proofs) In this case, the proofreader does not amend the text directly. They annotate the page proofs. You might be required to work on both hard-copy page and PDF page proofs – it will depend on the client’s preference. You'll be looking for any final spelling, punctuation, grammatical, and consistency errors that remain in the text. However, you'll also expected to check the appearance of the text. Checks will include the following:
This isn't a comprehensive list but it gives you an idea of how this type of proofreading goes beyond just checking the text for typos. Click on the image below to access this free proofreading checklist if your client doesn't supply you with one. 
CLICK IMAGE TO ACCESS
What's important here is that every amendment you suggest might have an impact somewhere else. That doesn’t mean you shouldn’t make the amendment; it means, rather, that you need to be mindful of the consequences of your actions – the knock-on effects.
What are knock-on effects? Professional proofreaders often refer to the indirect consequences of their mark-up as knock-on effects. A useful way of thinking about this is in terms of dominoes because it provides us with the perfect description of what’s at stake. Imagine you've lined up four dominos: A, B, C, and D. You push over A and it pushes over B. B then knocks over C, which in turn causes D to fall. Domino D’s topple was caused indirectly by Domino A, even though A didn’t touch D. This process can occur on page proofs and can have serious consequences. The changes we make can, if we’re not careful, impact on the text flow, the pagination, the contents list, and the index. 
An example
Here’s an example to illustrate the point. Imagine the publisher’s brief tasks the proofreader with attending to orphans and widows (those stranded single lines at the bottom or top of a page). Solutions that involve instructing a typesetter to shuffle a line backward to a previous page, or forward to the next page, in order to avoid the widow/orphan might cause one, or all, of the following problems:
In all three cases, the proofreader has prevented one problem but caused others. Consequently, good practice involves more than blindly placing mark-up instruction on any given page. Thought needs to be given to how the problem can be tackled and the impact managed so that there is no knock-on effect. Spotting an orphaned or widowed line is not enough. We might also have to consider the following:
Summing up If you’re considering training as a proofreader and want to be fit for the purpose of marking up page proofs, check that your course includes a component about knock-on effects. Even when we are supplied with detailed briefs about an ideal layout, the publisher client expects us to be mindful of the consequences of our amendments. The proofreader’s job is to find solutions to problems in ways that don’t cause unintended damage. (An earlier version of this article was first published on An American Editor.)
Louise Harnby is a fiction line editor, copyeditor and proofreader who specializes in supporting self-publishing authors, particularly crime writers. She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP) and an Author Member of The Alliance of Independent Authors (ALLi).
Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
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Here are 10 tips to help you prepare the way for editing and proofreading fiction for independent authors and self-publishers.
If your editorial business is relatively new and you’re keen to specialize in fiction editing, there are some core issues that are worth considering. Some of these certainly apply to other specialisms, but fiction does bring its own joys and challenges.
1. Untangle the terminology
You'll need to be sensitive to the fact that your clients may not be familiar with conventional editorial workflows or the terms we use to describe them! Clarify what the client expects, especially when using terms like ‘proofreading’ and 'editing'.
2. Discuss the revision extent
Clarify the extent of revision required before you agree a price.
3. Manage expectations
Find out how many stages of professional editing the file has already been through.
4. Put the client first – it’s all about the author
What’s required according to the editorial pro and what’s desired by the client (owing to budget or some other factor) could well be two very different things.
5. Be a champion of solutions
The authors we’re working with are at different stages of writing-craft development. Some are complete beginners, some are emerging, others are developing and yet others are seasoned artists. If they’re in discussion with us, it’s because they think we can help.
6. Be prepared to walk away
Sometimes the author and the editor are simply not a good fit for each other. In the case of fiction, this can be because the editor's can't emotionally connect with the story.
7. Decide whether fiction's a good fit for you
There are challenges and benefits to fiction editing and proofreading.
8. Do a short sample edit before you commit
Unless you’ve previously worked with the author, work on a short sample so that you know what you’re letting yourself in for.
9. Query like a superhero!
All querying requires diplomacy, but fiction needs a particularly gentle touch.
10. Keep your clients' mistakes to yourself
Some of our self-publishing clients are pulled a thousand-and-one ways every day. And, yet, they’ve found the time and energy to write a book. We must salute them. Some are right at the beginning of the journey. There’s still a lot to learn and they’re on a budget; they’ve not taken their book through all the levels of professional editing that they might have liked to if things had been different. Some haven't attended writer workshops and taken courses, and they probably never will – there’s barely enough time in the day to deal with living a normal life, never mind writing classes. They’re doing the best they can. With that in mind, respect the journey.
We must always, always respect the writer and their writing, and acknowledge the privilege of having been selected to edit for them. Those are my 10 tips for working with indie fiction writers! I hope you find them useful as you begin your own fiction-editing journey! And drop me a note in the comments if you think I've missed anything out!
Louise Harnby is a fiction line editor, copyeditor and proofreader who specializes in supporting self-publishing authors, particularly crime writers. She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP) and an Author Member of The Alliance of Independent Authors (ALLi).
Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
Three questions for you:
If the answer to all three is yes, you’re in marketing heaven! 
I’m not kidding you. If you love learning about how to do your job better, and are prepared to make time in your business schedule for this continued professional development (CPD), you have at your fingertips all the marketing tools you need.
Here’s another question: Do you think there comes a point when you’ve learned all there is to learn about being a better editor? If you answered no to that, you’re in even better shape from a marketing point of view because you will never run out of ideas to connect with your target client. And here’s another question: Do you think you have no time in your schedule to learn how to become a better editor? If you answered yes, you need to make time. Every editor needs to continue learning. Our business isn’t static. New tools, resources and methods of working are a feature of our business landscape. Language use changes as society’s values shift. Markets expand and retract, which requires a response from us in terms of how we make ourselves visible. If you answered no, that’s great news because it means you have time for marketing. I know – you don’t like marketing. But that’s fine because we’re not calling it marketing. We’re calling it CPD, which you do like! 
Making time for business
Everyone who knows me knows I love marketing my editing business. Lucky me – it’s much easier to do something necessary when you enjoy it. What a lot of people don’t get is how I make time for it and how I get myself in the mindset to devote that time to it. I don’t have a problem with calling it marketing. But the truth is that so much of the marketing I do is not about marketing; it’s about communicating what I’ve researched and learned. I love line and copyediting crime fiction. I think I’m really good at it. But I don’t think I’ve learned everything there is to learn. Not for a single minute. That leaves me with stuff to do. I have to learn. So off I go to various national editorial societies’ websites. I head for their training pages. I look for courses that will teach me how to be a better crime-fiction editor. There aren’t any. I turn to Google. Plenty of help for writers, but not specifically for editors. That’s fine. And so here’s what I’ve done: read books about crime writing, and attended workshops, author readings, and crime-writing festivals (I live a stone’s throw away from the National Centre for Writing and the annual Noirwich festival). And I’ve continued to read a ton of crime fiction. And to help me digest what I’ve learned, I’ve taken notes along the way. It’s what I’ve done all my life when I’m learning – O levels (as they were called in my day), A levels, my degree … notes, notes and more notes. How much time has it taken? Honestly, I don’t know. I’ve been having too much fun. I love reading; I don’t count the hours I spend doing it. How long did the author event last? I’ve no clue. My husband and I had dinner afterwards though, so it was like a date. And it would have been rude to look at my watch. 
Is it a blog post?
I wrote a blog post recently about planning when writing crime. I couldn’t churn out 2,000 words just like that; I’m not the world’s authority on the subject. So I referred to my notes from the event with a famous crime writer (the one where I had a dinner date with hubby). Turns out the guy talked about planning, and told us about his and a fellow crime writer’s approach to the matter. I reread a chapter from a book on how to write crime and found additional insights there. More notes. I read 14 online articles about plotting and pantsing too. Yet more notes. And then I put all those notes together, which really helped me to order my thoughts. I created a draft. Redrafted. Edited it. And sent it to my proofreader. Soon I'll publish it and share it in various online spaces. It’ll be on my blog and on the dedicated crime writing page of my website. Some people might call it content marketing. And it is, sort of, because it helps beginner self-publishers work out when they will attend to the structure of their crime fiction – either before they start writing, or after. From that point of view, it is useful, shareable, problem-solving content, which is a perfectly reasonable definition of content marketing. 
Or is it CPD?
But look at it another way. I learned a lot of things I didn’t know before. I can use that knowledge to make me a better editor. I took notes and drafted those notes into an article. This is no different to what I did at least once a week at university. I wasn’t marketing then; I was learning. What is different is that no one but my professor was interested in my article. That’s not the case for my planning piece. That article will help some self-publishers on their writing journey. A few might just decide to hire me to line or copyedit for them. It’s happened before. Maybe it will happen again tomorrow, or next month, or next year. I don’t know. It doesn’t matter – the article will stay on my site for as long as it’s relevant. 
Change your language
If the idea of marketing your business leaves you feeling overwhelmed, rethink the language you use to describe what’s required. You probably don’t consider attending an editorial conference a marketing activity, even though it might lead to referrals. It’s more likely you think of it as a business development and networking opportunity. You probably don’t consider a training course to be marketing. It’s more likely you think of it as editorial education. You probably don’t consider reading a book about the craft of writing to be marketing. It’s more likely you consider it knowledge acquisition. So how about this?
Training, embedding knowledge, writing essays, publishing research, sharing subject knowledge. Smashing stuff. Nicely done. And between you and me, it’s great content marketing too. But, shh, let’s keep that quiet. I know you don’t like marketing. Make your marketing about your editing If you don’t like marketing, maybe that’s because the kind of marketing you’re doing isn’t likeable. In that case, think about what you do like about running your business, and make those things the pivot for your marketing. [Click to tweet] In other words, it doesn’t need to be about choosing between marketing your editing business and learning to be a better editor, but about the former being a consequence of the latter. Two birds. One stone. Me? I’m off to read the latest Poirot. Just for fun, mind you!
Louise Harnby is a fiction line editor, copyeditor and proofreader who specializes in supporting self-publishing authors, particularly crime writers. She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP) and an Author Member of The Alliance of Independent Authors (ALLi).
Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
This article shows you what it might cost to get your novel copyedited or proofread. However, the short answer is: it depends ...
This post headlined in Joel Friedlander's Carnival of the Indies #94
I’ll look at each of these points in turn, then offer you some ideas of what you can do to reduce the financial hit.
First of all though, a quick word on whether you should bother and, if you do, what type of service you should invest in. Do you have to work with a professional editor? Not at all – it’s your choice. That’s one of the biggest benefits of self-publishing. You get to stay in control and decide where to invest your book budget. However, I absolutely recommend that your book is edited ... by you at the very least, but ideally by a fresh set of eyes, and even more ideally by a set of eyes belonging to someone who knows what to look out for. And the reason for that recommendation is because 99.99% of the time, editing will make a book better. We can all dream about first-draft perfection, but it’s pie in the sky for most, even those who edit for a living. I’m a professional line editor, copyeditor and proofreader, and today I wrote a guest blog post for a writer. I wrote, and then I edited ... first for content, then for flow, then for errors. I found problems with each pass. That’s not because I can’t write. It’s not because I can’t string a sentence together. It’s not because I didn’t edit properly in the first round. The reason I found problems is because writing is one process – editing is another:
And the different types of editing attend to different kinds of problems and have different outcomes. Trying to do everything at once is like trying to mix a cake, bake it, ice it, eat it, and sweep up the crumbs all at the same time. Breaking down the writing and editing processes into stages is a lot less messy, and the quality of outcomes is much higher. Still, that has a cost to it, and it’s a cost that the self-publisher will have to bear because there’s no big-name press to bear the burden for them. 
Cost of editing: the individual editor
The independent editing market is global and diverse. Editors specialize in carrying out different types of editing. Some specialize by subject or genre. They have different business models and varied costs of living. And that means that despite what you might read in this or that survey, there is no single, universal rate. Neither is there a universal way of offering that rate:
My preference is to charge on a per-1,000 words basis. My 2018 rates are around £17 per 1,000 words for line/copyediting, and £13 per 1,000 words for proofreading, subject to seeing a sample of the novel. If I’m asked to work on a novel serially, as I’ve recently agreed to, the price goes up to £22 per 1,000 words because of the additional challenges involved and the economies of scale that are lost. So it depends on the parameters of the project. Some editors charge more than me, some less, and some the same. My colleagues live all over the world, and fluctuations in the currency-exchange markets mean that comparisons will yield different results from day to day. 
Cost of editing: industry surveys and reports
Some professional organizations suggest or report minimum hourly rates for the various levels of editing. They’re ballparks, nothing more, for reasons outlined below the table.
ARE THESE RATES REALISTIC?
Do these figures bear any relation to what individual editors charge? Sometimes but not always. Most organizations recognize that these reported prices don’t always reflect market conditions, and they’re right to do so. Many editors and proofreaders, myself included, aim for rates at least 30% higher. Why? Because that’s what it takes for our businesses to be profitable. Editing and proofreading aren’t activities we do in our spare time. They’re careers that enable us to pay the bills. If we can’t meet our living costs, we become insolvent, just like any other business owner. The problem with these ballparks is that they don’t reflect the speed at which an individual works, the complexity of each job, the time frame requested, or the editor’s circumstances. An additional problem is that how these organizations define ‘proofreading’, ‘copyediting’ etc. might not reflect an author’s understanding of what the service involves, or what an editor has elected to include. And then there’s the age-old issue of currency-exchange rates. What might seem a high rate to you one day could turn into something quite different the next, and not because the editor’s or the author’s life has changed, but because of Trump, or the Bank of England, or a hung parliament here, or a banking crisis there. Bear in mind that independent editors are professional business owners, and just like any other business owner they are responsible for tax, insurance, sick pay, holiday pay, maternity/paternity entitlements, training and continued professional development, equipment, accounting, promotion, travelling expenses, pension provision, and other business overheads. 
Cost of editing: turnaround time
The table below gives you a rough idea of the speed at which an editor can work. Again, we’re dealing with ballpark ranges because the true speed will depend on the complexity of the project and how many hours a day the editor works.
Experienced editors have years’ worth of data that enables them to review a sample of a novel and estimate how long a project will take based on the level of editing requested.
The figures in the table above represent a working day of around 5 hours of actual editing. Additional time will be spent on business administration, marketing and training. Here’s how costs might begin to creep up. Imagine you ask your editor to copyedit your 80K-word novel. The editor estimates the job will take 50 hours, or two weeks. You need it in one. If you want to work with that editor, they’re going to have to work 10 hours a day, not 5. That means they have to pull 5 evenings on the trot in addition to their standard working day. That evening work is when they spend time with their families, recharge their batteries, catch up with friends, support their dependents, carry out the weekly food shop, help their kids with the homework ... normal stuff that lots of people do. If you want them to work during that time, it’s probably going to cost you more. For example, I charge triple my standard rate because my personal time is valuable to me – and to my daughter, who will need bribing! 
Cost of editing: the complexity of the project
The more the editor has to do, the longer the job will take and the higher the cost. Some authors might not be aware of the different levels of editing and what each comprises. And editors don’t help – we define our services variously too! For that reason, sometimes it makes sense to move away from the tangled terminology and focus on what each project needs to move it forward. An author might ask for a ‘proofread’ but the editor’s evaluation of the sample could indicate that a deeper level of intervention will be needed ... something more than a prepublication tidy-up. I’ve copyedited novels whose authors had nailed narrative point of view at developmental editing stage, so I didn’t have to fix the problem. I’ve also copyedited novels in which POV had become confused. The sample-chapter evaluation highlighted the problem, and I had to adjust my fee to account for the additional complexity. 
How to reduce your editing costs
So, there we have it – 1,300 words that tell you not what editing and proofreading will cost, but what they might cost, depending on this, that, and everything else! Here are some ideas for how to reduce your costs. GENERAL MONEY-SAVING TIPS
CLICK IMAGE TO DOWNLOAD
SAVING MONEY ON DEVELOPMENTAL EDITING Hone your story craft by reading books, taking writing courses, and joining writing groups through which you’ll be able to access fellow scribes! You can critique each other’s work and help each other with self-editing. I recommend these books:
Rather than commissioning a full developmental edit, you could pay for a critique or manuscript evaluation, or a mini edit. Those will help you to identify what works and what doesn’t so that you can make the adjustments yourself. SAVING MONEY ON LINE EDITING Hone your sentence-level mastery, again through books, courses and groups. Some editors offer mini line edits for this stage of editing too. Here, the editor offers a line-by-line edit on several chapters and creates a report on the sentence-level problems with the text with recommendations for fixing them. The author can then refer to the mini line edit and mimic the sentence smoothing and tightening. This kind of service is particularly useful for beginner authors who already know they’re prone to overwriting. SAVING MONEY ON COPYEDITING Learn how to use Word’s amazing onboard functionality, and macros and add-ins that flag up potential errors and inconsistencies. Here are some tools you can use:
SAVING MONEY ON PROOFREADING If you’re working on designed page proofs, there are a series of checks you can take your novel through.
That’s it! I hope this article has given you a sense of what you might have to spend, and how you might be able to save during the editing process.
Louise Harnby is a fiction line editor, copyeditor and proofreader who specializes in supporting self-publishing authors, particularly crime writers. She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, and an Author Member of The Alliance of Independent Authors (ALLi).
Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
If you're suffering from yet another dry spell, this free webinar will help you get editing and proofreading work in the next few days and weeks.
I'll show you 10 steps you can take to move out of famine mode quickly.
Forget theory. This is all about doing ... step-by-step guidance on short-term fixes that will give you peace of mind in the now, and head space to dig deeper in the future.
Click on the button below to access the video and the PDF.
Louise Harnby is a fiction line editor, copyeditor and proofreader who specializes in supporting self-publishing authors, particularly crime writers. She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, and an Author Member of The Alliance of Independent Authors (ALLi).
Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
PerfectIt is the premier consistency-checking software for many professional editors and proofreaders around the world. Developer Daniel Heuman and I sat down for a chat about what's new!
So Daniel was in New York, and I was in a tiny hamlet in Norfolk called Panxworth. Despite the 6,000 miles between us, the construction works going on outside his apartment, and the internet-connection problems in my somewhat rural neck of the woods, we managed to produce a video of our chinwag!
For those of you who want to jump to specific parts of the conversation, here are the key themes and associated time stamps: ▶️ Louise introduces Daniel Heuman, developer of PerfectIt: 00:00:00 ▶️ What PerfectIt does and why it’s useful: 00:00:24 ▶️ PerfectIt Cloud – the new solution for Mac users: 00:04:08 ▶️ Windows users: Should we buy PerfectIt Cloud?: 00:06:12 ▶️ The subscription model and a new lower price: 00:09:27 ▶️ The benefits of up-to-date editing kit: Stability and support: 00:12:27 ▶️ PerfectIt and Office 2016: 00:14:54 ▶️ PerfectIt 4: Online, in the cloud, or both? 00:18:35 ▶️ Features of PerfectIt 4: 00:20:24 ▶️ Sign-off: 00:25:44 And below is the conversation in full. Click on the Play button to begin listening. I've included subtitles in case you need to turn the sound off or can't understand our British accents! There's a full transcript below. I've edited this for readability but essentially it's the words as they were spoken on the day. THE VIDEO THE FULL TRANSCRIPT Louise introduces Daniel Heuman LH: My name is Louise Harnby and I’m a fiction editor, and today I’m going to be talking to the founder of Intelligent Editing and the developer of a piece of software beloved by many editors all over the world. And that’s PerfectIt. Before Daniel and I start chatting about all the PerfectIt news, Daniel’s going to tell us a little bit about what PerfectIt does, because some of you might not know. So over to you Daniel! What PerfectIt does and why it’s useful DH: Thank you! It’s lovely to speak to you! This is very exciting. I don’t know that they’ve ever done a video interview like this before so thank you! OK. PerfectIt – for the people who have not come across it before (which is probably exactly who won’t be watching this, but hopefully they are!) LH: You never know! DH: You never know! Exactly! So PerfectIt is mostly consistency-checking software, and the key place where it comes in is that when you’re editing work it’s almost always under, you know, time pressure, and with a pressure to produce perfect work. It’s ultimately dealing with the fact that everything is going to be on a budget. So given a limited time, what is the best document you can produce? And PerfectIt really fits in there. It saves time; it helps you edit faster. And the way I was trying to explain it the other day was at the ACES conference. I have new way of explaining it ... I thought a little bit about what gets people into editing. And I think that without delving into the deep psychology of what makes anyone an editor, I think one of the things that does not drive people is the difference between tiny consistency mistakes. So, yes, it’s fun sometimes when you spot ‘e-mail’ with a hyphen in one place and not in another but mostly that’s not what’s driving people. People get into editing because you care about words, you like reading, you care about communication, you want to explain stories, you want to help people connect better with readers. And these little tiny mistakes that take so much time to spot are not the reason. They are a distraction. They’re significant because they jump out at readers but they’re not the reason why we get into this. And they’re certainly not the reason why one should be spending a lot of time on a document. LH: And you’re so right because they take so long to deal with. I’ve had manuscripts before where, actually, particularly if an author’s got a budget, people like me are spending perhaps hours and hours and hours when we’re using just our eyes, dealing with these tiny inconsistencies, which as you say are red flags. And, yet, actually what we want to do is immerse ourselves in the narrative in front of us and to make it better. And the more time we can spend focusing on the flow of the words ... because every time you come across a hyphen that’s inconsistent, or inconsistent capitalization, as an editor, you’re dragged out of the flow of the work as well. And so being able to do that, to save time by having a piece of software like PerfectIt to do that for you is just wonderful. And you still get the pleasure of knowing that you’re bringing this consistency to the work. But it is back-breaking doing that manually. I think that’s the thing that a lot of editors feel. It’s just back-breaking work. And I would rather an author paid me to do other things with my time. I want them to feel that I’m going to do those things but I don’t want to have to spend more time than necessary doing it, and that’s where your software comes in. DH: Absolutely, and we put on the homepage something like: you spend the time on what matters most, which is your words and their meaning. LH: Yeah, yeah, that’s exactly it. PerfectIt Cloud – the solution for Mac user LH: So, Daniel, in the past, PerfectIt’s only been available to Windows users. Well, that’s not quite true. I do have Mac-using friends who have been able to use PerfectIt but they have to be running something like Parallels, or I think it’s called VM Fusion Ware or something. Or they’ve had to go buy a cheap Windows laptop. So I suppose that’s the thing that everybody’s talking about. Like, what’s new for Mac users? DH: That is the news! So first off, it’s been touching and amazing, the extent to which people have been going to use PerfectIt. Like you say, they’ve been installing Parallels. People have been buying computers to run this program, which is touching. I know that buying another computer doesn’t cost as much as it used to but, still. But for Mac users who hate Windows and just run it for one program has been phenomenal to see. But yes, no longer! So we are producing PerfectIt Cloud, which is ... you’re going to have to forgive ... in the background you can probably hear the construction noise! I’ll do my best to speak over it. So we’re producing PerfectIt Cloud, which is an Office Store add-in. And the great thing about Office Store add-ins is that they are compatible in any version of Office 2016. So if you are on a Mac, if you’re on a PC, if you’re on an iPad, even in Word Online (which I don’t know that anyone actually uses), no matter which version you’re on, you see the same add-in. So the functionality is exactly the same across. And we’ve been developing this for ... I mean, you know, the amount of times people have heard me saying, ‘A Mac version is coming soon. It’s just a few months. It’s just a few months.’ But, no, as of 26 June we will have PerfectIt Cloud, which brings compatibility to Mac and to iPad for the very first time. So it’s really exciting! Windows users: Should we buy PerfectIt Cloud? LH: So what about Windows users? I have PerfectIt 3. I’ve had all the versions since it first launched. I work on a PC. Should I rush out and get PerfectIt Cloud? DH: In a word, no. So the introduction of PerfectIt Cloud is primarily for Mac and iPad users at this stage. So if you’re using PerfectIt 3, if you’ve got a Windows PC, that’s still going to be the best version that we offer. And it’s going to be strange because PerfectIt Cloud looks so much better! The interface is even easier than it was before. It’s a beautiful product, but underneath there are a few things that PerfectIt 3 can do that we haven’t been able to do for Cloud yet. So the most important one of those is customization of styles. That’s still going to take some time to bring into PerfectIt Cloud. The ability to check footnotes – we’re going to be dependent on Microsoft for them to make some changes before we can bring that in. So if you have PerfectIt 3, if you have a PC, in most cases the thing to do is not to rush out, and not to buy this at least until we produce a new version for the PC, which will be PerfectIt 4. There’s one exception, which is, you know, all those people who ... the ones, the amazing wonderful users that you’ve described who have gone and bought VMware, and Parallels, and even separate computers. A bunch of those users are really frustrated with having to turn them on every time, and going through Windows updates, which take forever. And just to get PerfectIt up and running takes two hours. And it’s saving them a lot of time so they do it, but if you’re one of those people who has both a PC and a Mac, in those cases, yes, you would. Not all the options are included but it’s close enough that you may not want to be uploading and updating your Windows computer each time just to run PerfectIt. LH: Yeah, and I suppose also for people perhaps who are, I don’t know ... I was thinking about the increasing number of editors who are location-independent. And, actually, maybe they don’t always have the latest ... you know, they’re don't want to be worried if their computers break ... and the idea perhaps of just knowing that it doesn’t matter which PC you’re on, or which Mac you’re on, that if you’ve got something, a machine in front of you, you can do your work and you can access the core functionality of PerfectIt wherever you are. And that’s an important thing, I guess. I mean, I’m not location- independent. I am very much dependent! I’m in Norfolk with a rubbish broadband speed and so I’m kind of quite keen to keep things offline and local when I can. But knowing that I’ve got the choice – that will be a big issue for me. The subscription model and a new lower price LH: Can we talk about price now? Because in the past, once every two or three years, you bring out a new version, and I’ve paid you, I don’t know, $90? I can’t remember the price off the top of my head. So that’s the way it’s worked. But you’re doing things slightly differently now, aren’t you? DH: Yes. So we are switching to a subscription ... sort of a subscription. And I know the minute I use that word people are turning off this video, don’t want to know anything more. because everyone is sick to death of subscriptions with, you know, Netflix and Amazon, and, oh my God, you can get a subscription for your vegetable delivery now, which is bonkers! But I think what we’re doing is really different to that. We switched to a once-a-year payment. At this point at least, there’s no handover-your-credit- card or anything like that. You pay each year if you want to continue using it. And switching to that kind of model means we can drop the price by a lot. So instead of being a $99 one-off purchase, we’ve made it $70 per year. And on top of that, we’ve really dropped the price for, you know, independent editors. So we’ve worked with as many of the editing societies around the world as we can – certainly all the big ones – to have a kind of a discount. And that’s going to be an additional 30%, so the price is going to be just $49 per year for independent editors who are, you know, a member of any of the big editing societies anywhere in the world. So subscriptions mean we can get down the price down a lot, and they mean we can create a really compelling, simple offer, which is that you will buy PerfectIt and then you will get any version you want on any number of devices you want, and not pay a separate charge, which I think is really what bothers a lot of people. So you buy PerfectIt and you can install the PC version on your PC, you can install the Cloud version on your iPad. You only pay once for that and you don’t get stuck with that additional charge you described, which was the upgrade charge. So, yes, we used to have a one-off price but people liked this product and much more than 60% of people paid the upgrade price anyway. So, really, there was a hidden recurring element. And by switching to ... we can call it a subscription, we’ve made everything included in that price very transparent. And you get all the upgrades, you get all the updates, you get support. So I think the way we’ve switched the pricing is really gonna be attractive, and especially attractive for independent editors. The benefits of up-to-date editing kit: Stability and support LH: I think it’s wonderful because, I mean, I’m a big fan of the subscription model, even with things like Microsoft Office, because I’m a professional, I want the latest software, and I want it to work in an environment that’s stable as well. And so I like having the most up-to-date version of Word. I had a situation a few years back when I first plonked a download of Windows 10 on my Windows 8, or Windows 7 computer or something, and I was trying to get PerfectIt to operate in an environment basically with two operating systems, and guess what? It wasn’t happy. And so at that point ... because PerfectIt was key to my editorial day-to-day working, it was one of the things that triggered me to actually think, ‘You know what? You need to get yourself an up-to-date computer with the latest operating system already installed, so it's not fighting with anything else.’ And to know now that I’m always going to be running the latest edition of Word on the latest operating system and that the plugins that fit into that software, like PerfectIt, are going to be the latest editions too ... for me, that’s just one less worry. It means that I can get on doing the business of editing rather than thinking, ‘I want to be able to do X, Y or Z but I can’t because it’s broken.’ And so I’m really excited about this because, as you say, it’s upfront, it’s clear, everybody knows what they’re gonna pay and what they’re getting. And you mentioned something there as well, and that was the issue of support. Because in days past, it was the case that if you decided to stick with an older version of PerfectIt you wouldn’t have access to you. And sometimes, you know when you get stuck on things, you just want to be able to ask the person who actually really knows the answer. It’s not guesswork. And knowing that that’s always going to be ... you get the full package. So I’m really excited about it. I think it’s a really good deal. I think the price is a steal as well. And for those of us who are members of professional societies, what a perk of membership to know that you can get one of your core pieces of editing software at such a huge discount! Thank you! DH: Yeah, those societies and the editors within them are absolutely the reason why we are where we are today. That’s been the core of this business so now I absolutely think that it’s important to support them. PerfectIt and Office 2016 DH: And I agree with you completely about thinking about Office and updates that way. I know that a lot of editors have been disappointed when we’ve said that PerfectIt Cloud is only gonna work in Office 2016. And they said, ‘Well, I’m never moving to Office 2016 because I’ve heard all these terrible things about it.’ And I just wonder every time I hear that ... I think, I know those stories are true – when you have a piece of software like Microsoft that is installed everywhere then you always are going to have some things that don’t work and that are gonna get on Facebook. And they’re gonna look to seek help. And they’re always going to be the ones who have some kind of problem. You never get someone who installs the latest version of Microsoft and says, ‘Yep, that worked’ and tells all their friends. So our perception of these versions has been really sort of distorted by, I think, the relatively lower number of people who have had problems in perspective to the total, in relation to total. And as you say, when you actually look at the package and what Microsoft are offering, I think it’s really good. And I’m fortunate that I’ve never had any sort of problems with it. I’ve used Word on the iPad, I use Word on the PC. I think they’ve done a really good job of making those two similar and in line. In the past, there’s been big differences between those things. You know, I was able to switch as a long-time PC-user to the iPad version. I had no trouble doing that. And they do it at a low monthly price. And what I’ve sort of been saying to anyone who’s asked about it is something like, yes, there are some users who’ve had problems, and there have doubtless been lots of glitches, and there always are with endless Microsoft updates, but what about trying it for one month? They offer a monthly price. And see if it works for you. And you’ve got your old version and you can always go back, but those old versions, they’re at this point ... you know, Microsoft has stopped supporting Office 2011 anyway, so we’re out of that period really. Yeah, I think I think as you say, the package they’re offering is very good, and especially the kind of value in the monthly offer. It makes a lot of sense. LH: Yeah, and I think the other thing to mention is that, you know, I think sometimes there are people in, well, not just the editing community but all sorts of communities who are trying to run say 2016, or with all the updates, 2018 software but on decade-old computers. And that’s a bit like taking your mobile phone to medieval times and complaining you haven’t got signal! You know, we need as editors to be, I think, working with the latest equipment. Within a budget, of course. Most of us aren’t rich. But I always think, get the best RAM you can ... get the best processor you can for your money. And then things like PerfectIt, within Word, within Microsoft Office, will work the best for you. DH: Absolutely! And we all make these mistakes! I’ve been screaming at my printer all morning and pressing over and over again, and wasting so much time trying to get this printer to work. And I know the reason why it doesn’t work – it’s because it’s really old, and would cost next to nothing to replace. But, you know, we’re old enough to remember that these things used to be very expensive, and it’s so difficult to get rid of them. But, actually, you know, when running a business, to spend my morning yelling at a printer is probably not the best use of my time! PerfectIt 4: Online, in the cloud, or both? LH: So can I just check something with you? Can we talk then about the next version of PerfectIt that will be also usable locally? So we’ve got PerfectIt Cloud but there’ll come a point I’m assuming when there’ll be the next version, like PerfectIt 4 that will be in the cloud. Will that also be something that someone like me who’s got a little bit of an iffy broadband connection can, if they want to, download to their computer? DH: Oh, so we are NOT moving to the cloud in any way, shape or form. We’re doing very much that kind of approach that Microsoft has gone for where you pay once and you have different parallel versions for different devices. We are not switching to the cloud. There will always be a local version. As I said earlier, it’s still kind of the best version for a number of reasons. And so at the moment, if you get a subscription, you will get PerfectIt 3 and PerfectIt Cloud, and as of the end of this year you’ll get PerfectIt 4 and PerfectIt Cloud. And we’ll keep the two in parallel so that they’re running off ultimately the same code, so that you’ll get the update for PerfectIt 4 locally, and at the same time, almost at the same time, we will update PerfectIt Cloud automatically, and they’ll offer the same checking. LH: OK, great, that’s good. I just wanted to be sure of that because ... just because my broadband is a bit of a nightmare here! DH: No, no, I don’t think we communicated that properly in our in our literature so it’s a really good question to ask. I’m sure a lot of people will be concerned about that. Features of PerfectIt 4 LH: So can we talk about ... do you have any specific plans for what will be new with PerfectIt 4 yet, or can we suggest things? DH: Well, obviously, I’m going to dodge that question because the trouble with that question is that if I start saying we’ve got plans for PerfectIt 4, that we’re working on ... I suspect if I start saying the things that I’m working on, the disappointment that will follow when we say we’ve failed ... [laughing]. But I like the idea of suggestions. As I said, this business has very much been built by support from editors, and feedback from editors. So if we wind the clock like all the way back to the first time that I was at SfEP conference, I remember someone mentioning en dashes and and why they could be in the hyphenation-consistency check. And let’s let’s be honest, at that point, which was been ten years ago or so, I didn’t understand the significance of that. Why would we need to be looking for en dashes and hyphenation? What’s the point? And actually it was that feedback which we then took on. And it got quite a few people explaining and saying, well, actually, this is the error that we’re looking for. This is what comes up. It’s really difficult to spot because of this. Is there anything you can do? And I think it was in PerfectIt 2 but certainly in PerfectIt 3. And we’ve built in an en dash versus spaced-hyphen consistency check. LH: And em dashes too. DH: Yes, the way we do the checking for those is a little different but, yeah, it ultimately came down to the same reason, which is editors suggesting that these were the things that they wanted to see. And I’d love to get those suggestions for PerfectIt 4. So, particularly ... LH: I’m thinking legal and medical might be obvious. DH: Yes, legal. I’ve got a long, long list of changes that we want to make for legal, but medical, pharmaceutical scientific ... I know we have a lot of editors working in those kinds of fields and I feel like we haven’t done as much for them as we should and could. So I’d love to get suggestions from every kind of editor, but especially those ones would be really good, because we need to do more in that area. LH: And speaking as a fiction editor as well, I think there are certain functions I’m using ... the possibilities are there but there are certainly things I could think of in terms of the similar-word-find function that maybe even we could put forward some suggestions that might help you to push that stuff further forward, and help us to adapt the style sheets more so that we could get more benefits in that field too. And I’ll certainly be thinking if there’s anything else from a fiction point of view that I can push your way. DH: Definitely. You know, we always get a nonfiction writer saying, ‘Can this be used for nonfiction too?’ We get fiction writers saying, ‘Can it be used for fiction?’ And we hadn’t been quite communicated clear enough that, yes, it’s for all of those things. And, yeah, the similar-words function. Lots of people are using that for character names. Can we improve that? Can we make it clearer that that’s a possibility for character names? Can we look and see if there are ways of improving that? And already you have got me talking about features that I swore just two seconds ago I wouldn’t get into! Some of those things people are really gonna be telling me, ‘But you promised, but you promised!’ I will avoid saying more about that but I am excited by that kind of change and by doing things that are specific to different kinds of editing, for sure. LH: I think from my point of view as an editor, and for people who are watching this who haven’t tried PerfectIt yet, knowing that you’re responsive to ways in which you can develop the software is a really important thing to emphasize, because the various iterations that I’ve used over the years have just got better and better. And that means I’ve saved more and more time. And so I want to say to people that when you invest in this software you are working with a company and a business owner who will listen to you, and that's a good thing. DH: Thank you! And my guess is that at this point in the video, between the dogs barking outside and the helicopter going overhead, anyone who is completely new to this software will probably have stopped watching 20 minutes ago! But, yes, anyone with us longer hopefully has experienced that we are ... it’s actually the other way around. It’s editors who’ve helped build this and made all this stuff possible, so we are absolutely listening, and will continue to iterate and improve. If we improve the product for actual editors, everyone else who uses the software benefits. And, you know, we really have the best people in the world advising us, so I think it’s fantastic. Sign-off LH: Daniel, thanks very much! That’s been really, really useful. So I’m excited about ... not just the cloud but also PerfectIt 4 coming out. I’m excited that I’m going to be able to use it on multiple platforms, in different spaces. I’m excited that I’m going to be able to get it cheaper than I did last year! So thanks for taking the time to talk to me. It’s been brilliant. DH: Thank you! And thank you for all the support through all the years. The excitement and enthusiasm is so encouraging after we’ve been telling people, you know, soon, soon just another month, just another couple of months. Now that it’s done, now this here, it’s fantastic! Thank you. 
Contact Daniel Heuman: daniel@intelligentediting.com
Visit the PerfectIt website: www.intelligentediting.com Don't forget to check whether there's a discount available via your national editorial society.
Louise Harnby is a fiction copyeditor and proofreader who specializes in helping self-publishing writers prepare their novels for market.
She is the author of several books on business planning and marketing for editors, and runs online courses from within the Craft Your Editorial Fingerprint series. She is also an Advanced Professional Member of the Society for Editors and Proofreaders. Louise loves books, coffee and craft gin, though not always in that order. Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, take a look at Louise’s Writing Library and access her latest self-publishing resources, all of which are free and available instantly.
Editors on the Blog is a monthly column curating some of the best posts from the editing community – articles written by editors and proofreaders for colleagues and clients alike.
My thanks to this month's contributors! 
THE BUSINESS OF EDITING
CLIENT FOCUS
EDITING IN PRACTICE
LANGUAGE MATTERS
Louise Harnby is a fiction line editor, copyeditor and proofreader who specializes in helping self-publishing writers prepare their novels for market.
She is the author of several books on business planning and marketing for editors, and runs online courses from within the Craft Your Editorial Fingerprint series. She is also an Advanced Professional Member of the Society for Editors and Proofreaders. Louise loves books, coffee and craft gin, though not always in that order. Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, take a look at Louise’s Writing Library and access her latest self-publishing resources, all of which are free and available instantly.
Have proofreading symbols passed their use-by date? It’s a controversial question, but one that we definitely need to ponder. So, as an unconventional ‘celebration’ of 30 years in publishing, Melanie Thompson is setting out to answer this question – and she needs your help ...
Over to Melanie ...
A few months ago a colleague asked me whether (UK-based) clients want proofreaders to use British Standard proofreading symbols or whether they prefer mark-up using Acrobat tools on PDFs. ‘Good question,’ I replied. ‘I hope to be able to answer that later this year.’ That probably wasn’t the answer they were expecting. The widely different expectations of clients who ask for ‘proofreading’ has been niggling at the back of my mind for a couple of years. What's changed in three decades I have been a practising proofreader for 30 years, I’ve managed teams of editors and proofreaders, and I’ve been a tutor for newcomers to our industry. Yet I still learn something every time I proofread for a new client. It’s several years since I was last asked to use BS symbols for a ‘live’ project,* but I use them a lot on rough draft print-outs – because they’re so concise and … well, let’s face it, to some extent those symbols are like a secret language that only we ‘professionals’ know. I like to keep my hand in. But proofreading is now a global business activity, and ‘proofreading symbols’ differ around the world – which kind of defeats their original objective. And now so many of us work on Word files or PDFs (or slides, or banner ads, or websites or … ) and there are other ways of doing things. This all makes daily work for a freelance proofreader a bit more complicated (or interesting (if challenges float your boat). We might be working for a local business one day and an author in the opposite hemisphere the next. It’s rare, but not unheard of, to receive huge packets of page proofs through the mail and to have to rattle around in the desk drawer to find your long-lost favourite red pen. Usually, however, things tend to arrive by email or through an ftp site or a shared Dropbox folder. Digital workflows 
MELANIE THOMPSON: DEALING WITH DIGITAL WORKFLOWS FROM A STANDING DESK!
The ‘digital workflow’ is something we’re now all part of, whether we realize it or not. But clients are at different stages in their adoption (or not) of the latest tools and techniques, and that leaves us proofreaders in an interesting position.
We need to be able to adapt our working practices to suit different clients; ideally, seamlessly. For that, we need to understand what the current processes are, and what clients are planning for the future. And that’s where I need your help. A new research project: proofreading2020 I’ve launched a research project, proofreading2020, to investigate proofreading now and where it might be heading. 
The study begins with a survey, asking detailed questions about proofreading habits and preferences. Once the results are in, I’ll be conducting follow-up research for case studies and, early in 2019, publishing the results in book form.
You can find out more and complete the survey at proofreading2020. It's open now, and closes on 30 June 2018. Almost 200 proofreaders, project managers and publishers have already completed the survey. Several have contacted me to say it was really useful CPD, because it made them think about how they work and why they do things. So I hope you’ll be willing to set aside a tea-break to fill it in. It takes about 20 minutes to complete, but it’s easy to skip questions that aren’t relevant to you. There are only a handful of questions (at the beginning and end) that are compulsory (just the usual demographics and privacy permissions). Beyond that, the sections cover the following:
Your chance to join in!
Find out more and complete the survey at proofreading2020.
Don't forget, the closing date is 30 June 2018. * If a client does ask for BS symbols, I recommend downloading Louise’s free stamps for use on PDFs – they will save you a lot of time and help you deliver a neat and clear proof.
Louise Harnby is a fiction line editor, copyeditor and proofreader who specializes in helping self-publishing writers prepare their novels for market.
She is the author of several books on business planning and marketing for editors, and runs online courses from within the Craft Your Editorial Fingerprint series. She is also an Advanced Professional Member of the Society for Editors and Proofreaders. Louise loves books, coffee and craft gin, though not always in that order. Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, take a look at Louise’s Writing Library and access her latest self-publishing resources, all of which are free and available instantly.
Running an editing or proofreading business is a journey, not a moment in time. Some of us will be offered work that’s not ideal because of fee, content, client type, time frame, or for some other reason.
Some might tell us it’s a bum job, that we should run a mile. But is it? Should we? Would acceptance be a compromise or an opportunity? 
The problem with ‘ideal’
Ideal is something to aim for but rarely what lands in our laps, especially in the start-up phase of a business.
The challenge of visibility Being discoverable is a challenge for many new starters. Ideal projects are out there, but the editor or proofreader isn’t yet visible enough in the relevant spaces. And even if they can be found, they might not yet have enough experience to instil the trust that leads to initial contact. Broadly, it’s easier to get in front of publishers because we know who and where they are. They’re used to being contacted by us, too, so we can go direct and cold. With non-publishers, it’s more difficult. Not every business, charity, school, indie author, or student wants an editor or understands the value we might bring to the table. Going direct and cold is a trickier proposition. The issue of trust It’s not just the mechanics of visibility. Emotion plays a part too, especially trust. 
With publishers it’s easier to overcome the trust barrier. They know what they want, what we do, are used to working with us, speak our language, and are experienced in evaluating our competence.
Non-publisher clients are more of a challenge. They might not be familiar with the different levels of editing. Many will not have worked with a professional editor before. Some – for example fiction writers – might be anxious about exposing their writing to someone they don’t know. And for the inexperienced client, evaluating a good fit is more difficult. In the start-up phase of business ownership, editors and proofreaders with less experience might therefore find it easier to acquire work with publishers than with non-publishers. The choices on the business journey So visibility and trust issues mean that new entrants to the field might not have the same breadth of choice as the more mature business owner. It might mean deciding to accept work that isn’t ideal in the shorter term. We could describe this as a compromise, but might it in fact be an opportunity? Does the terminology matter? I believe the terminology does matter because a compromise has negative connotations.
Negatives leave us feeling dissatisfied, that we’ve been ripped off, that we’re not in control. We’re more likely to begrudge the choices we’ve made. Positives are empowering. We’re more likely to see the choices we’ve made as rational and informed. All of this might sound like a mindset game but there’s more to it than that. Decisions to accept work that isn’t ideal have measurable benefits. However, we need a longer-term approach, and that can be tough for the new starter who’s surrounded by colleagues who are booked up months in advance with the work that they want. If that sounds like you, think of your editing business like a garden. The editorial garden What you do this year is not separate from what will happen next year, or the year after, or five years down the road. All the choices you make on your business journey are connected. 
The seeds you plant now will grow if you look after them. Give them a little additional feed and they might sprout this season ... if the weather holds and you’re lucky. However, you will not get a tree, not this year, I guarantee it. Trees come later.
If you don’t plant anything, however, nothing will spout, not now, not next year, not five years down the road. You will be treeless. Is planting the seeds a compromise? I don’t think so. It’s the opportunity to grow a tree. Should we begrudge all that work of watering and feeding for just a few green shoots in this season? Again, not to my mind. The effort we make now will bear fruit later. Our businesses are the same. A patch of my editorial garden I thought it might be helpful to share a story about my own business journey. It’s about how I accepted work that was way below my ideal price point, and did so with pleasure, because I believed I’d be able to leverage it later. See these books? 
These are some of the books I was commissioned by publishers to proofread a few years ago. I proofread these books for about 13 quid an hour. These days, I aim to earn between £35 and £40 per hour. It doesn’t always work out that way, but I hit my mark in the last financial year when I averaged out my annual project earnings. A few years ago, my aim was around the £30 mark. Those books pictured above earned me less than half what I was aiming for. Did I compromise? Well, it depends how you look at it. 
If I believe that each decision I make exists in the bubble of now, and that nothing affects anything else further down the road, then yes, I compromised. If I think that what I’m earning now is despite my decision to accept those proofreading projects, it was a massive compromise.
If, however, I decide that each decision I make can affect my choices down the road, that the walls around those individual decisions are permeable, it’s a different story. If I think that what I’m earning now is because of my decision to accept those proofreading projects, it’s a story of opportunity. Authors make decisions to work with editors based on a whole host of factors, but the first step is deciding to get in touch in the belief that the person they’ve found feels like a good fit. Back to trust To take one example, those of us who edit fiction for self-publishers are asking those authors to put their novels into the hands of complete strangers. Many of those authors have never worked with an independent editor. Some are anxious about the process of being edited. And for some, the editor’s might be only the second pair of eyes to read the text. It’s a big ask that takes courage. And that’s where the trust comes in. The editor who can instil trust quickly is more likely to compel authors to make the leap and hit the contact button. And what better way to instil trust than offer a portfolio of mainstream published books written by big-name authors? And that’s how I leveraged those half-my-ideal-fee books. They tell an anxious indie author that publishers of big-name books trusted me a few years ago. And that helps the author trust me now. Those proofreading projects – and the £13 ph fees that came with them – encourage authors to contact me now, and trust that my £35–£40 ph line/copyediting fee is a worthwhile investment. And I know it’s true because they’ve told me it's so. I didn’t compromise. I planted a seed. Now the tree has grown, and I’m able to harvest the fruit. I had to wait a few years but the decisions I made then affect the choices I have now. And that’s how an editing garden grows. Your choice I’m a great believer in leveraging for future opportunity. It’s not everyone’s bag. It doesn’t fit with every editor or proofreader’s business model. And that’s fine. I offer this not as THE way of thinking, but as one approach. It’s something that those at the beginning of their journey might like to consider if they are still building visibility, but struggling with the age-old rates debate! As independent business owners, we are free to accept or decline fees from price-setting clients as we see fit. We are also free to propose rates that meet our individual needs, regardless of what our colleagues are offering. If you’re offered work, can see the benefit of that work for your portfolio, but can’t stomach the price, decline. But if you wish to accept, even though others tell you the price is ‘too low’ or ‘unfair’, go for it. The hive mind of the international editorial community is there to offer support and to share its wealth of experience, but no one knows your business and your needs better than you!
Louise Harnby is a fiction line editor, copyeditor and proofreader who specializes in helping self-publishing writers prepare their novels for market.
She is the author of several books on business planning and marketing for editors, and runs online courses from within the Craft Your Editorial Fingerprint series. She is also an Advanced Professional Member of the Society for Editors and Proofreaders. Louise loves books, coffee and craft gin, though not always in that order. Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, take a look at Louise’s Writing Library and access her latest self-publishing resources, all of which are free and available instantly.
Editors on the Blog is a monthly column curating some of the best posts from the editing community – articles written by editors and proofreaders for colleagues and clients alike.
My thanks to this month's contributors! 
THE BUSINESS OF EDITING
CLIENT FOCUS
EDITING IN PRACTICE
FREELANCE LIFE
Louise Harnby is a fiction copyeditor and proofreader who specializes in helping self-publishing writers prepare their novels for market.
She is the author of several books on business planning and marketing for editors, and runs online courses from within the Craft Your Editorial Fingerprint series. She is also an Advanced Professional Member of the Society for Editors and Proofreaders. Louise loves books, coffee and craft gin, though not always in that order. Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, take a look at Louise’s Writing Library and access her latest self-publishing resources, all of which are free and available instantly.
Here's a treat for PerfectIt users ... a custom style sheet that includes the find-and-replace strings in my free ebook, The Author's Proofreading Companion.
If the Companion has made your life easier, you'll love what my colleague Andrea Kay of Yours Truleigh Editing has done. Yep, she's upped the efficiency game for all of us by creating a custom style sheet that can be imported into PerfectIt.
Thank you so much, Andrea! For those unfamiliar with either the software or the booklet, I've provided an overview of both, and the benefits of importing the style sheet. Andrea's also created a style sheet for the Student Proofreading Toolkit. Double thanks! Below that are the installation instructions and the ready-to-download files for the Companion and the Toolkit.
What's PerfectIt?
For those readers who are not familiar with this software, PerfectIt is a sophisticated consistency checker that works with Microsoft Word. By customizing its built-in style sheets, or creating your own, you can define your preferences and let PerfectIt locate variations and possible errors. I recommend every professional editor add it to their toolbox. You can read my more detailed review of the product here: PerfectIt 3 – must-have software for the editorial freelancing pro. If you don't yet have PerfectIt, contact Intelligent Editing for pricing and download information.
What's The Author's Proofreading Companion?
This free ebook helps editors and self-publishing authors tidy up Word documents. In addition to showing you how to use some simple macros, it includes search strings to help you locate and fix potential problems, including rogue spaces at the beginning and end of paragraphs, double line returns, tabbed paragraph indents, lower-case letters at the beginning of paragraphs, paragraphs that end with no punctuation, and more.
What's the style sheet?
Andrea Kay just saved PerfectIt users a ton of time by building an importable custom style sheet that features the key search strings from the ebook! That means you don't have to manually type the strings into your Word document one by one, then repeat the process each time you work on a new document. Instead, import the style sheet, run PerfectIt, and let the software locate the potential problems for you. All you have to do is decide whether to implement the suggested change in your document. How to import your style sheet Importing the style sheet is a doddle, I promise, Follow the instructions and screenshots below. If PerfectIt is already installed, the process will take no longer than 20 seconds. 1. Unfortunately, I can't upload the files to Weebly, so I'm using my bot Lulu and delivering via Messenger. Click on the green button below. That will take you to a post on my Facebook page. There you can comment with the word 'perfect' and Lulu will send you the files. Click on each one to download to your device.
2. Once you've installed PerfectIt, open the Word document you want to check.
3. Launch PerfectIt. 4. Click on Manage Styles. 
5. Click on the Import button.
6. Select the pft from your device and click OK.
7. Click OK in the Manage Styles window.
8. Select the your pft from the Current Style drop-down box.
9. To run PerfectIt on your current Word document using the custom style sheet, press Start.
If you're not a PerfectIt user ...
If you're not yet ready to invest in PerfectIt but still want access to the find-and-replace strings and other tools in the ebooks, click on the images below. They'll take you to the download pages. They're free and you won't have to hand over any personal data to access it. Enjoy!
Louise Harnby is a fiction copyeditor and proofreader who specializes in helping self-publishing writers prepare their novels for market.
She is the author of several books on business planning and marketing for editors, and runs online courses from within the Craft Your Editorial Fingerprint series. She is also an Advanced Professional Member of the Society for Editors and Proofreaders. Louise loves books, coffee and craft gin, though not always in that order. Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, take a look at Louise’s Writing Library and access her latest self-publishing resources, all of which are free and available instantly.
If we’re serious about setting up an editing and proofreading business, free resources will get us so far, but only so far.
What free is good for
Free is brilliant when we’re starting out, particularly in the following circumstances:
Free is equally great when we’re experienced but looking to shift the goalposts:
Free stuff is about discovery, so that when the time comes to reach into the coffers we’re spending money in the right place. Free helps us to turn expense into investment. What free is not good for Free isn’t great in the long term because the offering usually comes with limitations. It will give us a glimpse, enough to help us on the journey. But that’s all. The reason free has its limitations is because even creating free stuff and offering free help takes time, and time is money. Imagine the following scenarios:
CASE STUDY 1
Jane wants to offer developmental editing but has no experience. She does some research and finds the following:
CASE STUDY 2
Jack has identified a skills gap. He’s a great editor but a poor marketer and is dissatisfied with the rates he’s earning from his existing client base. Currently, he works with project-management agencies who find publisher work for him. And those publishers find authors for the agency. There’s a cost to that author-acquisition work – those agencies and publishers take a cut of the fee at each stage because they have to invest their own time and expertise in making themselves visible. It's that visibility that puts the editing work on Jack's desk. He starts a discussion in a large editorial Facebook group about his concerns and is offered the following:
What tasters teach us ... and what they don't In both cases, the freebies are of exceptionally high quality and Jane and Jack learn a ton from them. Creating that content must have taken time and effort. However, free articles, blog posts and webinars are tasters. Those kinds of things help us understand the lie of the land, and give us a deeper sense of what more we need to learn. What they won’t do is teach us everything we need to know. We can’t learn how to become professional developmental editors from those resources alone ... any more than we could learn to cut hair or wire a house to acceptable standards without proper training and guidance. Same goes for marketing. Take me, for example. It’s not luck and Google that made me a strong marketer. I pay a monthly sub to learn how to do it well from professional marketers, and invest time in implementing the strategies I’m learning. If Jane wants to become a professional developmental editor and Jack wants to become a strong editorial marketer, both need to take all those freebies and use them to make informed decisions about the money they will invest to turn their investigations into reality. Examples might include:
Free will help Jane and Jack make decisions. Investment will make them fit for professional purpose. 
A better money mindset
It’s perfectly okay to decide that you can’t afford to run a professional editorial business ... but only as long as you decide not to run a professional editorial business. No one on the planet owns a business that doesn’t have operating costs. Business owners have to take responsibility for training, equipment, invoicing, money transfer, software, marketing, client acquisition, office space, pension provision, taxation responsibilities, and more. It’s true that the international editorial community is incredibly generous, which means that free resources and guidance abound on multiple platforms. However, those who are serious about running an editorial business know they have to avoid hobbyist and employee mindsets.
The shoe on the other foot – when you’re asked for a freebie
We can’t have everything we want when we want it. We have to make choices. Freebies help us make the right choices so that the money we spend actually increases our prospects and income in the longer term. And imagine yourself on the other side of the fence for a moment. A potential client calls you. They have a book that needs copyediting. ‘The thing is,’ they say, ‘I can’t afford professional editing. How can I get out of paying you? To be honest, I’m just looking for free stuff.’ How fast would you hang up? Now imagine another writer calls you. ‘I’m in the middle of doing as much self-editing as I can using some free tutorials I found online and some advice from my writing group. There’s a fair way to go,’ they say, ‘but I figured I’d start saving now. Can you give me a rough idea of how much it might cost and how much notice you’d need? That way I can start planning my book budget.’ That’s the kind of client I’m excited about working with. The editor with the same mindset will be rewarded with guidance and help because they deserve it. The editor who wants it all for nothing won’t and doesn’t. By all means, grab all the freebies. The creators of those resources want you to have them. Making free stuff that’s invisible and unused is a waste of time and effort. Just don’t forget that free is the starting blocks. Investment is what gets us to the finish line! Further reading
Louise Harnby is a fiction copyeditor and proofreader who specializes in helping self-publishing writers prepare their novels for market.
She is the author of several books on business planning and marketing for editors, and runs online courses from within the Craft Your Editorial Fingerprint series. She is also an Advanced Professional Member of the Society for Editors and Proofreaders. Louise loves books, coffee and craft gin, though not always in that order. Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, take a look at Louise’s Writing Library and access her latest self-publishing resources, all of which are free and available instantly.
If you’re an editor, making Word work hard for you is a must. The new and revised edition of Editing in Word 2016 is one of my recommended resources. Here's why.
I’m a fiction editor who works solely for indie authors and self-publishers. I work on raw-text files, and Microsoft Word is one piece of software that I cannot afford to be without.
Word has its snafus but I don’t know of any word-processing software that comes close to offering its superb functionality. I don’t just edit in Word; I’ve also created print- and digital-ready books directly in it. So when fellow editor and author Adrienne Montgomerie asked me to review the second edition of Editing in Word 2016, I couldn’t wait to get stuck in. I’ve been using Word since 1991, so could Montgomerie teach this old dog a few new tricks? How about younger pups? Let’s see ... More than an ebook This is a digital self-study course. Yes, you get the ebook with all the contextual information and foundational teaching. But there are also videos that show Word in action, and a bunch of exercises with which to practise what you learn at each stage of the process. I love the fact that the advice is actionable. You read, you see, you learn, and then you do. There’s no better way to ensure it’s all sunk in. A focus on core tools
‘We need a resource that gets right to the tools editors can’t live without; the tools that make our job easier and faster. We need to know about the tools that are the very reason we use Word at all.’
PREFACE, Editing in Word 2016
We certainly do. Here are some of the tools that Montgomerie focuses on:
If you don’t know 8 out of 10 of the above tools inside out, you’re likely not as efficient or productive as you could be. That alone makes this course a worthy purchase. That it’s a steal at just under 25 quid (excluding VAT) makes it a no-brainer. Let’s dig a little deeper ... Screens, operating systems and how we work with Word One of the best things about this course is its acknowledgement that editors work in different ways.
Top tips This course is rammed with useful and actionable tips on how to get stuff done and in ways that respect your preferences. For example:
And along the way, Montgomerie includes ‘Pro tips’, ‘Read more’ and ‘Troubleshooting’ callouts to keep you on track. Video demos I’m a big fan of multimedia learning. And when it comes to editing, sometimes just hearing your tutor’s voice and watching them go through the motions onscreen can trump the written word. In addition to the ebook, there's a support website with 27 video tutorials for both Mac and Windows users. 
This feature is excellent. I’ve come across a lot of editors who’d like to enhance their digital skills but are held back through fear. Montgomerie takes the stress away via accessible walkthroughs that even the most tech-nervous of nellies will be able to follow.
Here are just 3 examples:
Practice makes perfect There are 24 exercises in this course that help you to hone your skills and start doing what’s written in the book and shown in the videos. Just a few examples include:
A note on versions This course was created in 2017 using Word 365 on Windows 10 and Sierra OS. Given that the author’s using the latest software and operating systems, you might find that the instructions need a little tweaking here and there if you’re using medieval Word (or should that be Wordeth?)! For example, older versions of Word might have different ribbon displays, icons and menu options. That’s unavoidable, and a reminder that, as professionals, we should be aspiring to use up-to-date equipment. I’d prefer my dentist not to fill my teeth with 10-year-old composites; we should treat our clients similarly. My verdict Did I learn anything new? Yes, I did. But editorial training isn’t just about finding out what you don’t know; it’s also great for affirmation of what you do know. I was pleased to learn from a pro that a lot of my Word usage is on track. Here’s another thing, though: there are functions in Word that I use infrequently (e.g. erasing time stamps). I know it’s possible but I’ve simply forgotten how. And instead of trawling Google or spending valuable time asking questions in editing forums, I can have Editing in Word open on my desktop. From there, I can search, locate and solve my problem in seconds. I recommend this without reservation for any editor who wants to get the very best from Word with a one-stop shop, especially those who've been held back by fear. Montgomerie will take that away from you – I promise. Information and access
Louise Harnby is a fiction copyeditor and proofreader who specializes in helping self-publishing writers prepare their novels for market.
She is the author of several books on business planning and marketing for editors, and runs online courses from within the Craft Your Editorial Fingerprint series. She is also an Advanced Professional Member of the Society for Editors and Proofreaders. Louise loves books, coffee and craft gin, though not always in that order. Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
How do you get fiction editing and proofreading work? This post offers some pointers for newbie freelancers, and experienced editors looking to shift specialisms.
1. Start with baseline training
To be fit for working in any editing discipline, fiction or otherwise, training is the foundation. Even if you’ve been devouring your favourite genres for years, you need to understand publishing-industry standards. This isn’t about snobbery. It’s about serving the client honestly and well, especially the self-publisher, who might not have enough mainstream publishing knowledge to assess whether you’re capable of amending in a way that respects industry conventions. It’s about the reader too. Readers are canny, and often wedded to particular genres. They’re used to browsing in bookshops and bingeing on their favourite authors. They have their own standards and expectations. One of our jobs as editorial professionals is to ensure we have the skills to push the book forward, make it the best it can be, so that it’s ready for those readers and meets their expectations. And so if you want to proofread or edit for fiction publishers and independent authors, high-quality editorial training isn’t a luxury: it’s the baseline. What kind of training you need will depend on what services you plan to offer. 
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Courses
I recommend the Publishing Training Centre and the Society for Editors and Proofreaders for foundational copyediting and proofreading training. I’m based in the UK, and those are the two training suppliers I have experience of so I’m in a position to recommend them. That doesn’t mean that other suppliers aren’t worth exploring. Rather, I don’t recommend what I haven’t tested. Keep an open mind. Check a range of suppliers and their course curricula. Then choose what suits your needs.
If you want more information about how the PTC and SfEP courses compare, talk to the organizations’ training directors. 2. Decide which fiction editing services you want to offer Some beginner self-publishers don’t understand the differences between the different levels of editing, which means they might ask for something that’s not in their best interests (e.g. a quick proofread even though the book hasn’t been critiqued, structurally edited, line- and copyedited). It’s essential that the professional fiction editor is able to communicate which levels of editing they provide, and recommend what’s appropriate for the author. That doesn’t mean the author will take the advice, but the editor must be able to articulate her recommendations so that independent authors can make informed decisions. 
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3. Invest in appropriate specialist fiction training
The next step is to gain skills and confidence with fiction editing and proofreading work. As with any type of editing, the kinds of things the editor will be amending, querying and checking will depend on whether the work is structural, sentence-based or pre-publication quality control. When deciding what specialist fiction editing courses to invest in, bear in mind the following:
Courses and reading Explore the following to assess whether they will fill the gaps in your knowledge. Check the curricula carefully to ensure that the modules focus on the types of fiction editing you wish to offer and provide you with the depth required to push you forward.
This isn’t a definitive list but it’ll set you on the right track. 
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4. Get in the right mindset
Fiction editing requires a particular mindset for several reasons: Style and voice We’re not only respecting the author, but the POV character(s) too. The fiction editor who doesn’t respect the voices in a novel is at risk of butchery. Being able to immerse oneself in the world the writer’s built is essential so that we can get under the skin of the writing. If we don’t feel it, we can’t edit it elegantly and sensitively. Intimacy Non-fiction is born from the author’s knowledge. Fiction is born from the author’s heart and soul. If that sounds a little cheesy, I’ll not apologize. Many of the writers with whom I work are anxious about working with an editor because they’ve put their own life, love and fear into the world they’ve built. A good fiction editor needs to respect the intimacy of being trusted with a novel. If that doesn’t sound like your bag, this probably isn’t for you. Unreliable rules At the recent fiction roundtable hosted by the Norfolk group of the Society for Editors and Proofreaders, guest Sian Evans – an experienced playwright and screenwriter – talked about how punctuation in screenplays is as much about ‘the breaths’ the actor is being directed to take as about sentence clarity. These ‘breaths’ exist in prose. They help the reader make sense of a sentence ... not just grammatically, but emotionally. And so the addition or removal of just one comma for the sake of pedantry can make a sentence ‘correct’, or standard, but shift tone and tension dramatically. The fiction editor needs to be able to move beyond prescriptivism and read the scene for its emotionality, so that the author’s intention is intact but the reader can move fluidly through the world on the page and relish it. All of which is a rather long-winded way of saying that if you want to get fiction editing work, and keep on getting it, you’ll need to embrace rule-breaking with artistry! Fiction work requires us to respect both readability and style. The two can sometimes clash so gentle diplomacy and a kind hand will need to be in your toolbox. 5. Read fiction If you don’t love reading fiction, don’t edit it. And if you don’t love reading a particular genre, don’t edit it. Editing the type of fiction you love to read is a joy, and an advantage. If you read a lot of romance fiction, you’ll already be aware of some of the narrative conventions that readers expect and enjoy. I started reading crime fiction, mysteries and thrillers before I’d hit my teens. I turned 51 in March and my passion for those genres hasn’t waned. That stuff makes up over eighty per cent of my work schedule too. Here’s the thing though – my pleasure-reading has supported my business. I get to see first-hand how different authors handle plot, how they build and release tension, how they play with punctuation, idiomatic phrasing, and sentence length such that the reader experiences emotion, immediacy and immersion. And that helps me edit responsively. Honestly, reading fiction is training for editing fiction. In itself, it’s not enough. But professional training isn’t enough either. Love it and learn it. 
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6. Learn from writers
If you want to understand the problems facing the self-publishing author community, listen and learn. Join the Alliance of Independent Authors. Even lurking in the forum will give you important insights into what self-publishers struggle with an how you might help. Take advantage of online workshops aimed at beginner writers. Penguin Random House offers regular free online webinars via The Writers' Academy. Experienced writers and instructors take you on whistle-stop tours of setting, dialogue, characterization, point of view, crime fiction writing, children's books and a whole lot more. Listen to published novelists’ stories. My local Waterstones hosts regular author readings/signings. I’ve seen Garth Nix, Jonathan Pinnock and Alison Moore speak. In April 2018, Harry Brett is chairing a session on how to write crime with Julia Heaberlin and Sophie Hannah. In May, fellow editor Sophie Playle and I are attending 'Why Writing Matters', an event hosted by the Writers' Centre Norwich in association with the Norwich & Norfolk Festival. And Jeffery Deaver's coming to town too. Ticket booked! These workshops cost from nothing to £12. That's a tiny investment for any fiction editor wanting to better themselves. 
7. Get in front of publishers
The best way to get publisher eyes on your editing skills is to go direct. Experienced fiction editors are sometimes contacted direct but sitting around waiting to be offered work never got the independent business owner very far and never will. Experienced ... but not in fiction If you’re an experienced editor or proofreader who already has publisher clients but they’re in a different discipline (e.g. social sciences, humanities) you’ll likely have built some strong relationships with in-house editors. Publishing is a small world – in-house staff move presses and meet each other at publishing events. It might well be that one of your contacts knows someone who works in fiction and, more importantly, will be happy to vouch for your skills. With specialist fiction training, you’ll be able to leverage that referral to the max. So, if you have a good relationship with an in-house academic editor, tell them you’d like to explore fiction editing and ask them if they’d be prepared to share a name and email and give you a recommendation. Newbie If you’re a new entrant to the field, it’s unlikely that a cold call to HarperCollins or Penguin will be fruitful. The larger presses tend to hire experienced editors with a track record of hitting the ground running. There are two options:
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8. Be visible online
There’s no excuse for any twenty-first-century professional editor to be invisible. There’s no one way to visibility – take a multipronged approach. Directories If you’re a member of a national editorial society, and they have a directory, advertise in it as a specialist fiction editor/proofreader. If you’re not a member, become one. It won’t be free, but running a business has costs attached to it. If we want to succeed, we need to be seen. That doesn’t land on our plates; we must invest. If your society doesn’t have an online directory, lobby for one to be set up and promoted. I’d go as far as to argue that a professional editorial society that isn’t prioritizing the visibility of its members isn’t doing its job properly.
Create content for indie fiction authors Any self-publishing fiction writer looking for editorial assistance is more likely to think you’re wowser if you help them before they’ve asked for it. Create resources that offer your potential clients value and you’ll stand out. It makes your website about them rather than you. And it demonstrates your knowledge and experience. Doing this might require you to do a lot of research, but what a great way to learn. Don’t think of it as cutting into your personal time but as professional development that makes you a better editor. And think about it like this: Who would you rather buy shoes from? The shop where the sales assistant tells you all about her, or the shop where the sales assistant helps you find shoes that fit? It's no different for authors choosing editors. I have an entire Self-publishers page dedicated to resources for fiction authors. I’m not alone. These fiction editors have resource hubs too: Beth Hill, Sophie Playle, Lisa Poisso, Kia Thomas and Katherine Trail. There are others but I’m already over the 2,000-word mark! 
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Shout out your fiction specialism
Shout your fiction specialism from your website’s rooftop. Why would a fiction writer hire someone who doesn’t specialize in fiction when there are so many people dedicated to it? 
Related reading
Here are some additional articles that you might find useful if you're considering moving into the field of fiction.
Good luck with your fiction editing journey! And one final thing ... here’s a PDF booklet you can download. That way, you can review the guidance on getting fiction editing and proofreading work at your leisure, and on your preferred device. 
Louise Harnby is a fiction line editor, copyeditor and proofreader who specializes in supporting self-publishing authors, particularly crime writers. She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, and an Author Member of The Alliance of Independent Authors (ALLi).
Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
If you think there's no place for macros in fiction editing, think again. My friend Paul Beverley has collated a core group of macros that will have any fiction line editor, copyeditor or proofreader drooling! Self-publishing authors will love them too!
I don't use all of these (every editor has their preferences) but some of them are staples and save me oodles of time! 
Some of the macros apply when you’re looking at the whole text of a novel, while others are selective ... for use while you’re editing line by line. Bear in mind that they're designed to be used with MS Word files.
Macros that work with the whole text These macros are ideal near the beginning of the edit, when you’ve put together the whole book in one single file, and you want to look for inconsistencies. ProperNounAlyse searches the novel for any words that look like proper nouns; it counts their frequency, and then tries to locate, by using a variety of tests, and pairs of names that might possibly be alternative spellings or misspellings, e.g. Jayne/Jane, Beverley/Beverly, Neiman/Nieman, Grosman/Grosmann etc. 
FullNameAlyse is similar to ProperNounAlyse, but it searches for multi-part names, Fred Smith, Burt Fry, etc.
ChronologyChecker is aimed at tracing the chronology of a novel. It extracts, into a separate file, all the paragraphs containing appropriate chronology-type words: Monday, Wednesday, Fri, Sat, April, June, 1958, 2017, etc. This file is then more easily searchable to look at the significance of the text for the chronology. WordsPhrasesInContext tracks the occurrence of specific names through a novel. You give it a list of names/words/phrases, and it searches for any paragraphs in the novel that contain them. It creates a separate file of those paragraphs, with the searched element highlighted in your choice of colour. CatchPhrase searches your novel for over-used phrases and counts how many times each phrase occurs.
Macros for when editing line by line
FullPoint/Comma/Semicolon/Colon/Dash/QuestionMark/ExclamationMark These macros change he said, you know ... into he said. You know ... or he said: you know ... or he said – you know ... and so on. FullPointInDialogue and CommaInDialogue These two macros change “Blah, blah.” He said. into “Blah, blah,” he said. and vice versa. 
ProperToPronoun
This macro looks along the line to find the next proper noun, deletes it and types ‘she’. But if you then type Ctrl-Z, it changes it back to ‘he’. MultiSwitch You give this macro a list of changes that you might want to implement: Jane Jayne Beverley Beverly that which which that When you click in a word, and run the macro, it finds your alternate and replaces it. It also works with phrases and can also provide a menu of alternates: he said he opined he shouted he voiced she said she opined she shouted she voiced 
Louise Harnby is a fiction copyeditor and proofreader who specializes in helping self-publishing writers prepare their novels for market.
She is the author of several books on business planning and marketing for editors, and runs online courses from within the Craft Your Editorial Fingerprint series. She is also an Advanced Professional Member of the Society for Editors and Proofreaders. Louise loves books, coffee and craft gin, though not always in that order. Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, take a look at Louise’s Writing Library and access her latest self-publishing resources, all of which are free and available instantly.
If you're looking for an online network of fiction and creative nonfiction specialists, the Association of Independent Publishing Professionals (AIPP) is worth checking out. I became a member earlier this year after being drawn to the organization's global outlook and creative niche.
My guest today is AIPP co-founder Crystal Watanabe. Here's what she has to say ...
The power of private networking Being a freelancer can be an amazing experience. You get to work at home, you have no commute, you can work in whatever clothing you like, and if you’re an introvert, you really don’t have to talk to anyone. That said, with those wonderful benefits usually comes the inevitable problem. Or worse, an irate client. Ask any editor who has been in business for longer than a year whether they have a Client from Hell, and the likely answer is yes. After all, we’re in the business of pointing out other people’s flaws. It’s a touchy subject for many. Usually when something like this occurs, the foremost thing on a freelancer’s mind is to feel lost. Like you’re alone, and no one but you has been through such a terribly stressful ordeal. This is where networking becomes an invaluable resource. There are many networking options open to people working from home: Twitter, Facebook, Facebook groups, LinkedIn, and forums. But oftentimes these methods of communication are open to the public, and if there’s one thing to learn about airing frustrations online, it’s that you never know who is silently reading your negativity and judging you for it. This is where more private modes of communication come in handy, and to find the most relevant and helpful discussion and advice on any problems that come up, a professional organization is more often than not the best place to go. When I had my first problem client, I’ll admit, I was sobbing on my couch, feeling awful and alone. After I wiped my tears away, I went searching for people like me, and I ended up at the Editorial Freelancers Association. I joined, began interacting, and learned a lot from other members. But at the same time, I wasn’t sure the EFA was exactly what I needed. The AIPP – focusing on fiction and creative nonfiction I work primarily in fiction, and I found myself skipping over a number of discussions pertaining to a variety of other editing fields. In the end, I helped cofound the Association of Independent Publishing Professionals (AIPP) with fellow editors Anne Victory and Nikki Busch in 2016. Starting an organization is no easy feat, but nearly two years later, we’re still growing. The AIPP is dedicated to freelancers who work primarily in fiction and creative nonfiction, including both self-published authors and authors hoping to submit their manuscripts to traditional publishers. Our membership includes but is not limited to:
Membership benefits and fees In addition to a wealth of wonderful benefits (discounts on Merriam-Webster, PerfectIt, Deposit Photos, 17Hats, FreshBooks, and more), the AIPP has introduced a new lower membership fee in 2018. Applying to the AIPP is just $45, including a nonrefundable $10 application fee. Renewal is just $35 per year. Whether you’ve recently opened your business or have worked on more books than you can remember, the AIPP may be the right organization for you. Our members praise the sound advice given when problems arise and in general enjoy the feeling that they’re not alone. Click on the button below to find out more about the AIPP. 
Louise Harnby is a fiction copyeditor and proofreader who specializes in helping self-publishing writers prepare their novels for market.
She is the author of several books on business planning and marketing for editors, and runs online courses from within the Craft Your Editorial Fingerprint series. She is also an Advanced Professional Member of the Society for Editors and Proofreaders. Louise loves books, coffee and craft gin, though not always in that order. Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, take a look at Louise’s Writing Library and access her latest self-publishing resources, all of which are free and available instantly.
If you’re feeling the pinch because publishers, packagers and agencies aren’t offering your desired fees, think about the issue from a marketing perspective.
The fees on offer from publishers and packagers are a perennial topic of conversation for professional editors and proofreaders. Some feel frustrated and anxious about the rates; others enjoy the security afforded by a stable workflow that requires no client-acquisition effort.
It’s important to remember that not everyone’s lowest-paying clients are publishers. If yours are, it might be that you need to switch clients not types of client. Here’s my wise friend and fellow editor Liz Jones: ‘It’s often said that publishers don’t pay as well as non-publishers. In my experience, this isn’t necessarily true. There isn’t much difference in the mid-range, and fewer of my non-publishers feature at the low end, but my highest payers in 2016 were still publishers.’ Crunching the Numbers
Here are a couple of made-up case studies. The numbers are inevitably loose – editorial earnings vary hugely depending on subject area, type of editing, country of residence, and individual experience so it’s impossible to generalize. And global comparisons are problematic because of currency fluctuations and cost-of-living variances.
Just think of these examples as glimpses rather than universal statements of how the market is! 
Case study 1: Working with publishers
Joe Word-King is a professional proofreader specializing in the social sciences. He works exclusively for publishers. In the past 12 months he’s been commissioned by 5 publishers to proofread 32 books by 32 authors. Joe’s working day Joe starts at 9 a.m. and finishes at 4.30 p.m. He takes an hour for lunch and 15-minute breaks every 90 minutes to give his eyes a rest. This means he has a total of 6 hours per day available for proofreading. During the breaks he does stuff like checking his emails, grabbing cups of tea and something to eat, and taking a little fresh air. How he acquired those publisher clients One found him in the Society for Editors and Proofreaders’ Directory of Editorial Services. Four added him to their freelance list after he emailed them and asked if he could take their proofreading test (which he passed). How the work offers come in The publishers do the author-acquisition work. The book production managers from those presses email him to ask if he’s free to take on a project of A pages, B words, with a budget of C hours and a total fee of £D. Joe decides whether he will accept or decline the work. 
Case study 2: Working with self-publishers
Alicia Sentence-Queen is a professional copyeditor. She works exclusively for independent fiction authors. In the past 12 months she’s been directly commissioned by 19 authors to copyedit 19 books. Alicia’s working day Alicia starts at 9 a.m. and finishes at 4.30 p.m. She takes an hour for lunch and 15-minute breaks every 90 minutes to give her eyes a break. She also spends an average of 75 minutes per day writing blog articles and sharing her content online so that her website is visible in the search engines. This means she has a total of 4 hours and 45 minutes available per day for copyediting. During the breaks she does stuff like checking her emails and social media accounts, grabbing cups of tea and something to eat, and taking a little fresh air. How she acquired those self-publisher clients Fourteen came directly from Google, three from the SfEP’s Directory of Editorial Services, and two from Reedsy. How the work offers come in Alicia does the author-acquisition work. She makes herself visible online so that her clients can find her. They then get in touch directly. A process of evaluation, sampling and quoting begins. Alicia offers a price for the project and waits to see whether the author will accept or decline. Most of the enquiries that Alicia receives don’t turn into paid work – perhaps the author doesn’t like the price, the time frame doesn’t work, or Alicia doesn’t feel she’s the right fit for the job. For that reason, Alicia needs to attract enough people for whom the price, the time frame and the fit will work. 
Alicia has a change of heart!
Alicia’s heart is in copyediting and she figures that if she had a bunch of publisher clients doing all the author-acquisition work she wouldn’t have to devote 75 minutes per day to making herself visible. She earns a minimum of £35 per hour. Given that she spends 6 hours and 15 minutes each week marketing, that time costs her £218.75. That works out at nearly a grand a month! She and Joe are good mates so she gets in touch with him and tells him that she’s thinking about working for publishers. They chat about fees – Joe says he earns an average of £23 per hour, which is two thirds of what she’s getting from her indie authors. Given that Joe proofreads for academic presses, Alicia does a little more digging. She talks to a few fiction specialists. The fees for trade publishers seem to be lower still, such that she could end up averaging around £18 an hour, half of what she’s earning now.
What could Alicia do? If Alicia loathes marketing and can meet her weekly needs with £540, she could take the hit and switch to working with publishers, who will do all her author-acquisition work for her and let her concentrate on doing what she loves best. Yes, she’ll earn less but she’ll be happier. If Alicia loathes marketing but needs to earn at least £750 a week to meet her needs, the switch won’t work. She can’t not do the marketing because the reason why she’s able to attract the clients who are prepared to pay her £35/hr fee is because she’s visible, and being visible means doing marketing. If Alicia’s determined to switch solely to publishers, she’ll have to make up a shortfall of £210. That means reducing her monthly spend or increasing the hours she spends on copyediting. She’ll need to decide whether either option would add a level of stress into her life that exceeds her hatred of marketing. If it does, she’d be better off maintaining the status quo! Joe has a change of heart too! After chatting with Alicia, Joe feels a little strung out. Thirty-five quid an hour? He’d love to earn that. Joe’s not averse to putting in the marketing work, not if he can earn the money that Alicia’s on, but it’s not going to happen overnight – Alicia told him that it took a few years for her marketing strategy to kick in so that’s she’s never without work. At the moment, Joe doesn’t have to do anything to find his authors; the publishers do all the grind for him. Sure, he had to get those publisher clients, and he put in a lot of effort – he contacted 70+ presses initially, most of whom weren’t taking on new indie proofreaders. Nevertheless, having now secured a strong publisher base, he sits back and lets the work come to him. There’s a cost to this, of course – someone else is finding the authors and so they get to control the price. His only control over the rate is his right to accept or decline the work. What could Joe do? If Joe can introduce efficiencies into the proofreading process he’ll be able to improve his hourly rate. If he’s already as efficient as he can be, he’ll need get his marketing hat on now and start building his visibility. Over time, he’ll be able to slide out his lower-paying publishers, confident that he’ll attract enough good-fit clients to provide him with the same income stability that the publishers currently afford him. If he needs to maintain his current earnings, he’ll have to do the additional marketing work outside of his normal office hours. In the longer term, as the visibility strategy kicks in, he’ll be able to mimic Alicia’s model and build this marketing activity into his business day. Joe needs to decide whether the impact on his work/life balance is something he’s prepared for. He needs to set the pressure of the additional work against the anxiety born from the publisher fees, and decide whether the change is the right move for him. 
Different markets, different benefits, different burdens
On the surface, it might seem like the Alicias of this world have a better deal than the Joes. But there’s more to running a business than just numbers. We have to take into account not just what we need to earn but also what we have to do for what we earn. If you’re happy to be an editor and a marketer, you’ll be able to reap the benefits from wearing those two hats purposefully. If your heart lies in editing only, you have some choices:
I worked exclusively for publishers for a good few years and at the time it suited my life very well. I had a toddler to look after and preschool trumped business promotion. Now I have a teenager and marketing trumps Minecraft! Plus, I happen to love marketing my editorial business so it's not a stress point for me. But that might not be the same for you. Furthermore, the editorial market isn’t binary. Joe and Alicia might look nothing like you. You might sit somewhere in between. You might earn more than them or less than them, and have a ton of demands in your life that J&A will never experience. There’s no one size fits all. Just don’t forget that if you’re not finding your own clients, but your schedule is full, someone else is doing the job for you. There’s a cost to that, and it’s fair that there should be. Further reading
Louise Harnby is a fiction copyeditor and proofreader who specializes in helping self-publishing writers prepare their novels for market.
She is the author of several books on business planning and marketing for editors, and runs online courses from within the Craft Your Editorial Fingerprint series. She is also an Advanced Professional Member of the Society for Editors and Proofreaders. Louise loves books, coffee and craft gin, though not always in that order. Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, take a look at Louise’s Writing Library and access her latest self-publishing resources, all of which are free and available instantly.
Proofreading for publishers is something every professionally trained new entrant to the field should consider. Many of my experienced colleagues work exclusively for publishers. I used to and don't regret it for a minute.
And it can be profitable, despite what you might have heard. 
Just a few of the benefits of publisher work include:
Some proofreaders are finding that publisher work is not as profitable as it once was. Perhaps the fees haven't increased in real terms, or the proofreader is being expected to check more words per paid page. Being efficient has become key to sustaining these valuable client relationships. The PDF below includes some tips and tricks on how to make proofreading for publishers (and packagers) profitable by spicing up your digital efficiency. The advice is based on my experience of working for academic publishers for over a decade. Click on the image to download your free copy. I hope you find it useful. 
Louise Harnby is a fiction copyeditor and proofreader who specializes in helping self-publishing writers prepare their novels for market.
She is the author of several books on business planning and marketing for editors, and runs online courses from within the Craft Your Editorial Fingerprint series. She is also an Advanced Professional Member of the Society for Editors and Proofreaders. Louise loves books, coffee and craft gin, though not always in that order. Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, take a look at Louise’s Writing Library and access her latest self-publishing resources, all of which are free and available instantly.
Anna is training to be a proofreader and plans to set up her own business in the near future. She’s ready to upgrade her kit but wants to make sure her investment is fit for purpose.
Says Anna:
At the moment I am working on an old-ish MacBook Pro but know I need to upgrade very soon. The dilemma is whether to buy an improved laptop or move to a desktop. My preference is for Apple products as I know my way around them better. I’m tempted to get a better laptop. I like the freedom of being able to move around and I often travel. But I know that a desktop would give me a significantly bigger screen. What are your thoughts on screen size for proofreading? How important is it to have a large screen, or is it easier to use two screens side by side at times? And if you use a laptop how small a screen would you consider too small?
Hi, Anna!
Great question. In short, I think you should go for what suits your lifestyle best. But let's look at some options. The greedy option This is my choice! In my shed, I have a desktop with two large screens. In my house I have a backup 14” notebook. 
Some of my editing colleagues have three or four large screens rigged up to their desktops. That’s great if your machine can handle it (some can’t) and if you have the space (some don’t).
If I’m honest, until recently I considered it unthinkable to work five hours a day on my HP Pavilion notebook. My desktop and double screenage setup was a necessity! I suspect there's evidence of that thinking somewhere here on the blog! But that’s hogwash. In November, a family member became poorly and I had to relocate from my office (at the bottom of my garden) to the dining table in my house. 
We’re now past the middle of January and I’m still there, though I’ll be heading back to the shed in a week.
But you know what? It’s been fine ... more than fine. Yes, I've had to toggle a lot more but that’s such a first-world problem! And I do have a second screen! My pal and fellow editor Kat Trail told me about an app called Duet that allows me to hook up my Windows notebook to an an iPad ... MS to iOS. Who'd have thought? And she showed off her new lap-desk. Like a sheep, I bought the whole caboodle! It works like a dream. Thanks, Kat! 
The light option
You say you like to travel. Meet Kate Haigh, another editor friend of mine. She’s location independent. She works with a laptop and nothing else. It gives her the flexibility and mobility she needs to travel the world. She’s in Guatemala City as I write! Once upon a time, she had multiple large monitors, but she adapted. Given your itchy feet, you might like to read her posts about location-independent editing and proofreading (see the Taking Your Proofreading Service on the Road series via For Editors and Proofreaders section on the Kateproof blog). There are lots of tips and tools on offer for editors who want to lighten the load. One of Kate’s favourite pieces of equipment is the lightweight, foldable Roost laptop stand If you decide to commit to a new laptop but want an additional largish monitor, hook up your existing MacBook Pro or splash out on an additional monitor especially for home use. What’s too small? I’d recommend a screen that's at least big enough to house the full width of one page at a viewing scale that’s readable, with some room in the margins to spare. That way you can call up a navigation pane in the sidebar without having to scroll across the page. Additional navigation panes could include the Find pane in Word or the Bookmarks pane in a PDF reader. I can achieve this comfortably with my 14” notebook screen. Beyond the screen: RAM and processor I think that screen size is less important than RAM and a decent processor. The more programs we’re running, the bigger the demands on our kit. When we’re professionally editing and proofreading, we’ll likely have multiple files open simultaneously. We’ll be running Word and/or PDF readers. We’ll be using additional software (macros, for example) to complement our beady eyes. And there are online tools and resources (e.g. email, dictionary and style manual) that we’ll need to access. Regardless of whether seeing all that stuff requires a quick keyboard toggle or is viewable on multiple screens, it’s greedy. Focus on performance first and screen size second. Smaller screens can be adapted to. Poor processor performance and memory can’t – they're just a frustration and will slow you down. Back to my notebook: the screen is only 14" but it has an Intel Core i5 7th gen processor (not the highest spec but good enough), 8GB of RAM, and a 256GB SSD, all of which means the machine can fire on all cylinders while I'm putting it through its paces. In a nutshell You don’t need one large screen to do a pro job. You certainly don’t need three. You might well find them rather marvellous if you have room and are not looking to go anywhere anytime soon. But if they’re going to clutter up your living space and remain unused much of the time because you’re on the road, they’re a waste of your money. Invest in the equipment you feel comfortable with and that works hard for you, and you’ll not go far wrong. Good luck with your training!
Louise Harnby is a fiction copyeditor and proofreader who specializes in helping self-publishing writers prepare their novels for market.
She is the author of several books on business planning and marketing for editors, and runs online courses from within the Craft Your Editorial Fingerprint series. She is also an Advanced Professional Member of the Society for Editors and Proofreaders. Louise loves books, coffee and craft gin, though not always in that order. Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, take a look at Louise’s Writing Library and access her latest self-publishing resources, all of which are free and available instantly. Sample edits, and why they're useful for authors Many independent authors want to see a sample of an editor or proofreader's work prior to signing a contract for editorial services. 
I completely understand why: broadly, it gives the author the opportunity to compare the work of several different professionals and to assess the editing or proofreading against the price being quoted.
The editor needs to be sensitive to the author’s style, the characters’ voices and the mood of the scene such that the soul of the writing remains intact. Samples help the author to compare editors’ technical competence and their emotional responsiveness to the text. In this case, the question is not so much 'Who’s the best?' but 'Who’s the best fit?' What’s in it for the editor or proofreader? Samples are beneficial for the editorial pro, too. Here are some of my reasons for doing sample edits: Tangled terminology Definitions of the different levels of editing vary widely from client to client and editor to editor. What X calls proofreading, Y would call copyediting. What Y calls copyediting might be called line editing by Z. And where definitions differ, so do expectations. Working on a sample enables me to assess what’s required – regardless of the word(s) being used to describe that service. Time: How long does it take? Doing a sample edit shows me how long it takes to work through, say, a thousand words. That means I can estimate how many hours the project will take to complete and whether/when there’s an appropriate slot in my schedule. A 100K-word novel that needs copyediting for spelling, punctuation and grammar errors and inconsistencies, and only a little tweaking for clarity may take 35 hours (one to two weeks in my schedule); a novel of the same length that requires a deeper line edit may take 100 hours (four to six working weeks in my schedule). Appropriate pricing Once I know roughly how long the project will take to complete, I can price it accordingly. Am I a good fit? I usually find that the process of immersing myself in the author’s words comes easily. In the case of a deeper line-editing sample, the work will certainly be time-consuming but I can feel my way through – mimicking the author so that my edits (or suggested recasts) improve and complement the original writing rather than rubbing up against it. This isn’t always the case, though. Sometimes I’m just not a good fit – it’s not obvious how I can put the ooh! into the writing. It’s not that the amendments I’m making are technically incorrect but rather that I’m not able to find that emotional responsiveness that the client needs. When that happens, it’s time to thank the author for the opportunity to do the sample and provide a quotation, but recommend they work with someone else. Why I charge a fee for samples I usually charge a set fee of £50 for a sample of 1,000 words. Some of my colleagues offer free sample edits, so why do I charge? My professional time has a cost to it Every minute that I spend doing free editorial work is a minute I could be spending on paid-for work for clients or maintaining my business’s visibility (which is what leads clients to me in the first place). Scheduling problems Because I’m visible, I have little spare time in my schedule to fit in additional work, and certainly not free work. It’s not as off-putting as you might think I was curious as to whether potential clients would object to my charging for samples. In fact, since I introduced the policy last year, most enquirers have reacted to my fee positively – ‘Of course, not a problem’ is the standard response. This allows me to treat sampling like any other job I’m commissioned for. Filtering There have been cases, though they’re rare, where a client has asked 20 or 30 editors from my professional editorial society for a sample edit, and the chapters offered are all different. It appears that the enquirer is looking for a backdoor to a free complete book edit, farming out bits and pieces here and there. Charging for samples enables me to filter out the cheats. The benefits of the gratis option Charging for sample edits may not be the best course of action for all editorial freelancers. While I’ve encountered little objection to date, there are some perfectly legitimate clients who expect a small sample to be edited for free on the understanding that an hour or two of gratis work is acceptable given the reasonable odds of securing the full project. Here are some reasons why you might decide that free sample edits are the best option: New entrant/low visibility If you’re a new entrant to the field and are still building your discoverability, you might well decide that you want to take every opportunity possible to secure paying work. And if that means doing a few small freebies here and there, that’s a price you’re willing to pay. In this case, you’d be justified in regarding free samples as part of your marketing strategy. I think this is a valid argument. In my start-up phase, I didn’t charge for samples for this very reason. Scheduling If you’re still building your business, you may have space in your schedule that more experienced and visible colleagues don’t have. In that case, the opportunity cost of doing a free sample will not be as high. Continued professional development (CPD) You could view the opportunity to do free samples as a way of developing your experience. You can apply what you’ve learned in training to live test cases. By tracking whether these sample edits convert into commissions, you’ll be able to glean whether what you’re doing is appealing (or not) to potential clients. If you’re a new entrant to the field, sampling can be an invaluable teaching tool that gently introduces you to texts that need very different levels of attention. The safe space When I started up my business, the one thing that worried me was the element of surprise. What if the proofread I’d been commissioned for turned out to be a complete nightmare? What if in only reading the text, rather than actually working on it, I’d vastly underestimated the speed at which I could work and therefore undercharged? Doing samples is a great way for the new starter to get a good sense of what they’re taking on, but in a safe space with no obligations. And because no money’s changed hands, there’s no chance of complaint because of misunderstandings over what’s on offer (from either the editor or the client). It's not worth charging Our international editing community is diverse, and we do a lot of different things for many different client types. Sometimes charging is more effort than it's worth. Here's Erin Brenner: 'I do free samples of up to 1,000 words. This allows me to show my value and ease any concerns about the edit. However, I work for corporate clients with ongoing work and multiple stakeholders. Charging for a sample edit would also mean getting the accounting department involved, which is more effort than its worth for both sides.' Make your own choice I charge for sample edits (most of the time); others offer freebies. Some of my colleagues don’t offer sample edits at all, free or paid-for. There’s no right or wrong choice. How you decide to handle the issue should be based on what’s right for you, not on what others are doing. Consider your availability, your stage of editorial business ownership, whether free sampling could be a marketing or CPD tool, and how comfortable you are with the possibility that some legitimate clients could be discouraged by charges. Think about doing a test over the course of a year – commit four months each to offering free samples, paid-for samples and no samples, and track your conversions. The results may surprise you! Here's something to help you decide whether free, fee or test is the best approach to handling sample edits. Hope you find it useful! And if you want a flavour of what other editors are doing, take a look at the lively discussions on LinkedIn and Facebook that emerged when I posted links to this article. 
Louise Harnby is a fiction copyeditor and proofreader who specializes in helping self-publishing writers prepare their novels for market.
She is the author of several books on business planning and marketing for editors, and runs online courses from within the Craft Your Editorial Fingerprint series. She is also an Advanced Professional Member of the Society for Editors and Proofreaders. Louise loves books, coffee and craft gin, though not always in that order. Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, take a look at Louise’s Writing Library and access her latest self-publishing resources, all of which are free and available instantly.
The topic of editing and proofreading rates is always hot in our community. And the 'race to the bottom' especially has been known to garner more attention than an Olympic 100-metre final. So what should we do about it?
Competing with cheap
Here in Norwich there’s a mall. In that mall is a discount store selling techie stuff ... phones, tablets and whatnot. You go into that shop expecting a deal. It’s where people go when they’re price-shopping. Not because they’re terrible people who are always looking for cheap but because the coffers are low. Maybe the car failed its MOT and they had to find an extra seven hundred quid that month. Or they recently lost their job. Or something. In that mall on the floor above is an Apple store selling shiny things for shiny people. You don’t go into that shop expecting a deal. You go in expecting to pay what you have to pay to get the shiny thing you want. It’s where people go when they’re product- or service-shopping. The coffers are flush. The car passed its MOT and the job is secure. Or something. 
All clients are not the same
Now, Apple could decide not to have a store in that mall. It could say, ‘This is ridiculous. No one’s going to buy our stuff when they can get similar products from the shop on the floor below for one fifth of the price. Being in that mall is a race to the bottom.’ But Apple doesn’t say that. Why? Because it knows that the customers who come into the mall aren’t all the same. Some won’t come near its store because the prices are too high. But others – those who are looking specifically for an Apple product, those who are Apple fans, those whose cars passed their MOTs – might pay Apple a visit. If it doesn’t have a store in the mall, Apple knows it will lose the custom of all the people who’d like to buy there but can’t because it’s decided not to set up shop ... and all because it got the hump about the race-to-the-bottom store on the floor below. In fact, Apple doesn’t focus on the store below. It doesn’t care what that store is charging. That store can service the price-shoppers – those customers whose budgets are limited – because those customers are NOT Apple’s customers. Instead, Apple invests its energy in making the service-shoppers – its fans – have an amazing experience ... lots of knowledgeable, passionate staff on hand, a Genius Bar, technicians out back who’ll fix or replace a product in-store or replace it, and lots of lovely shiny stuff to play with while we wait. Apple knows that there’s room in the mall for both types of store and both types of customer. And it’s the same for editors and proofreaders. 
Standing up for the market or hiding behind a curtain?
If you decide not to make yourself visible in particular directories or other online spaces because you know there are colleagues charging what you consider to be unacceptably low rates, and you think no one will hire you because you’re charging more, you’re assuming that all clients are the same. But they’re not. Some clients will have low incomes or busted cars that need expensive repairs, and they will be attracted to the discount editors. Some will have more flexible budgets and will be focused on finding the right-fit editor first and foremost. Price will not be the clincher for the latter group. However, clients can only commission services from an editor whom they know exists. If you have the hump about the race to the bottom and have decided not to join the party, you’re not standing up for the editorial market. All you’re doing is hiding behind the curtain, making yourself invisible to those clients who would have liked to work with you if they’d been able to find you. And don’t forget that Google is the biggest directory of all. There’s no other online space with more editors in it. Some of them are cheap as chips. Has that stopped you having a website? No. The same logic should apply elsewhere. How to be the Apple editor Of course, we can’t have it both ways. If we don’t want to compete with discount editors then we need to get attention in a way that shifts the client’s focus away from price. Expecting to benefit from the same footfall as the discount editor without offering a compelling alternative is just wanting to have our cake and eat it. We need to stand out for some other reason. We need to make the client think: That editor looks perfect for me, seems to get me, is really generous and knowledgeable. I hope she’s available and that if I save up I can afford her. Sure, the price-focused clients aren’t going to touch us with a barge pole. But that’s fine because we’re not targeting them; we’re targeting the service-focused clients. To be the Apple editor we need to present potential clients with an amazing experience – a story that says we have solutions, that we have their backs, that we can help them achieve their goals ... a story that persuades them we’re worth waiting for and worth paying for. It’s about the words we use to convey our understanding of our clients’ problems. It’s about the images we use to convey our professional values. Blurry headshots with our mates or kids in them won’t do. It’s about how we instil trust. Telling them that we know our stuff – that we have the skills, the knowledge and the experience – is one thing. Showing them with free resources and a knowledge base that helps them more easily walk the publication path ... that’s quite another. 
Time well spent on standing out
Every minute we spend worrying about what other editors are charging is a minute in which we could be building our own compelling brand identity and creating our own valuable resources, stuff that helps our potential clients feel we’re the right fit. Every directory that we don’t advertise in because we think it’s a race to the bottom is another tick on our invisibility list. If you’re invisible, it doesn’t matter how high your prices are. No one will hire you. Not because your prices are too high but because you can’t be seen. Being invisible is of no economic value to any editor or proofreader. So charge what you want to charge. If you want to compete on price, go ahead. If you want to compete on compulsion, go ahead. The compulsion route isn’t easy. It means investing time and effort in standing out – all that content marketing stuff I bang on about! It means thinking deeply about how every word of your directory entries and every page of your website helps a potential client and makes them feel that you’re just too wowser to ignore. All that hard graft pays off though. You can sit beside the cheaper editors without fear. You can let them have the price-shoppers while you work with those who can afford you. Just like Apple and the discount store, we’re dealing with two different markets. The idea that your business could be undermined by a colleague charging way lower than what you deem to be acceptable is, says Jake Poinier, ‘nonsense. Creative freelancing is a market, and only you can establish the value you bring to it. I don’t view the low end of the freelance rate scale as my competition’ (Stop worrying about freelancers who undercharge). I agree with Jake. Honestly, there’s room for everyone. Don’t waste your valuable time on the issue. Instead, build your business, your brand identity, your visibility and your value. Therein lies success. Want a reminder of this article? Download this free ebook to your preferred device. Just click on the image to get your copy! 
Louise Harnby is a fiction line editor, copyeditor and proofreader who specializes in supporting self-publishing authors. She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, and an Author Member of The Alliance of Independent Authors (ALLi).
Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
Yolanda is a self-published author who wants to build a fiction proofreading and copyediting business. In this Q&A I consider the steps she should take to get her editorial business off the ground and fit for purpose.
Says Yolanda:
I am a fiction author located in U.S. and I've been self-publishing for almost 6 years under various pen names. I still work full-time (over 20 years in the administrative field), however I would like to start a freelance career as a fiction proofreader/copy-editor. I am a certified legal proofreader but outside of my day job & my own books I don't have experience proofing. I intend to use freelance job sites & my connections with self-published authors to build my portfolio. As far as blogging, I'm not sure what I would discuss since my focus is fiction & I'm not an expert yet to give other proofreaders advice. What would be my next steps to transition from fiction author to fiction proofreader/ copy-editor for self-published authors as far as getting my business up & running, classes (if any), pricing, etc? Hi, Yolanda! Thanks for your question. I’ve broken down my advice as follows:
Training I think you’re wise to consider training. It’s essential that your knowledge of grammar, spelling and punctuation conventions is top-notch. If it’s not, you won’t be able to correct your clients’ files to industry standards. I'd recommend that you search for a grammar brush-up course as a first step. That will enable you to discover whether your technical knowledge is on point and if there are any weaknesses that you need to attend to. Here are a couple of options for you to consider:
Fiction work does require an empathetic hand because editors and proofreaders are often faced with the dilemma of how to amend such that we remove errors and improve readability but respect narrative voice and flow. However, it’s only when you know what a problem is that you can decide whether to fix it! Training is absolutely the right place to discover your weak points. Better that than via a disgruntled client. Your second step should be to undertake professional editorial skills training. This will be of particular use to you because it'll move you into the editing mindset and away from the authorial one that you're used to. I appreciate that you've self-edited, but editing one's own work is a very different proposition to offering professional services to paying customers, as you clearly realize. Professional training will also enable you to determine the level of intervention that each type of editing requires. In turn, that will help you avoid scope-creep and undercharging. Especially when proofreading, knowing when to leave well enough alone is an art in itself! Here are some reputable US-based programmes to consider:
Services
You’ll need to develop a service model that differentiates between the different levels of editing. Many self-publishing authors don’t know the differences between proofreading, copyediting, line editing, and developmental editing. Many editors' definitions vary too. And so while the lines are often blurred, especially when we compare different independent editors’ service descriptions, professional training will help you clarify how you'll describe your services so that your clients understand exactly what’s on offer. You can see some examples of how I’ve tackled definitional issues here:
I’d advise taking a look at a range of editors’ websites to familiarize yourself with the breadth of services on offer and the way your future colleagues describe these. There’s no right or wrong. Rather, it’s all about clear communication and helping the client understand how you can solve their problems. 
Visibility
Blogging needn't necessarily be your primary content platform, though I think it works well for editors and proofreaders because our wordy clients are comfortable with wordy information! Even if you don't concentrate on vlogging or podcasting, at least think about how you can introduce audio-visual material into your marketing mix in order to stand out and offer your audience alternative ways to get what you're offering. You don’t need to focus on colleagues either. Far from it. Fifty per cent of my content is created for beginner authors. I’d recommend you consider using your experience as a self-published author of fiction to guide potential clients on how to navigate their own publishing journeys. Think about what their problems and questions might be. Think about what your own problems and questions were! For example, you mentioned having used a pen name; that would be an interesting topic to any beginner author wondering whether they should publish under their own name. Great content marketing solves problems. If you decide to blog, offer fantastic value by helping other writers solve their conundruns using all your knowledge and experience ... the rough and the smooth. Everything you’ve learned on your own journey has the potential to help others. Don’t forget that your experience of self-publishing can be used as a unique selling point that makes you stand out. Combine that with high-quality training and you’ll be on the way to building a compelling online presence. Consider how you might make your content visible beyond the blog (or vlog or podcast) by creating a resource hub that makes what you’ve created accessible via different pages on your website. It’s my belief that having an individual, standout online fingerprint is essential for those entering the editorial freelancing market. There’s too much competition out there to create a website that looks just like everyone else’s. So do focus on your marketing so that over time you can be as discoverable as possible. Here are a few examples:
Pricing
Many national editorial societies have guidelines or suggested minimums for what editors should charge. I look at these but don’t use them to determine my own rates because they distract me from the important things than any pricing model needs to take account of. These are:
In relation to your needs, it matters little if the Editorial Freelancers Association thinks that $30–50 per hour is a common and acceptable rate for copyediting if you need $70 per hour to keep the bailiffs from the door. With that in mind, when you start to think about pricing, work out first what you need to earn as a minimum to make your business viable. That’s your baseline. From there you can work upwards to what you want to earn and what your clients will bear. Self-publishing authors aren’t a homogeneous market when it comes to writing skill, genre or budget. Some will be shopping for an editor whose fees are lower than that which you need to earn. Others will be prepared to pay more than you want to earn. Yet others will sit somewhere in the middle. It’s not only the budget that will vary; your authors' locations will too. And so if your potential client is based in Sweden, it’s likely that what $40 will buy in Sweden is not the same as what it will buy in the US. Since the cost of living varies from country to country, what an American client thinks is a high rate might seem an absolute steal to the Swede. And that’s another problem with professional association pricing tables – they focus on the domestic market whereas your potential market lies well beyond the sovereign state in which you reside. That’s why it makes more sense to build your pricing model on your own needs rather than some notion that there’s one universally applicable rate (or range) for editing or proofreading. There isn’t. There’s some excellent detailed guidance on editorial rate-setting from Rich Adin on the American Editor blog. Start with the following: Sign-off I hope all that gives you a few ideas for how to move forward, Yolanda, and I wish you well on your editorial business-building journey! There’s plenty more information on my blog in the following archives: Money Matters, Marketing, Starting Out and Training. Dig into that and start connecting with other editorial pros online. There are lots of us on Facebook (the Editors’ Association of Earth is a good place to start), Twitter and LinkedIn ... and beyond! See you there!
Louise Harnby is a fiction copyeditor and proofreader who specializes in helping self-publishing writers prepare their novels for market.
She is the author of several books on business planning and marketing for editors, and runs online courses from within the Craft Your Editorial Fingerprint series. She is also an Advanced Professional Member of the Society for Editors and Proofreaders. Louise loves books, coffee and craft gin, though not always in that order. Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, take a look at Louise’s Writing Library and access her latest self-publishing resources, all of which are free and available instantly.
Sharon is a self-published author who’s improving her self-editing skills with professional editorial training. However, she’s worried that her chosen course isn’t worth the money she’s paying.
Says Sharon:
Dear Louise, I am a self published author. I am trying to improve my skills on proof reading and copy editing. I am doing a course for [training provider redacted]. Can you give me any advice, are courses a waste of time and money. What do you advise me to do please help, many thanks Sharon
Hi, Sharon! Thanks for your question. I’m more than happy to guide you. My view is that there are several issues to consider:
After I’ve discussed these issues, I’ll offer you my recommendation on how best to proceed. Pro courses: what they do I believe that professional editors and proofreaders should undertake professional training to ensure that they’re fit for purpose ... just as an engineer, a plumber, a teacher or a doctor does. And while the course you mention isn’t one that I’ve done, the provider is recognized and respected by many UK editors and proofreaders and publishers. Let’s have a quick look at some of the key modules:
Here’s a brief summary of the differences between copyediting and proofreading as defined by the UK publishing industry. The two skills are different (though the terminology does tend to blur outside the mainstream). Says the Society for Editors and Proofreaders: Copy-editing is to ensure that whatever appears in public is accurate, easy to follow, fit for purpose and free of error, omission, inconsistency and repetition. This process picks up embarrassing mistakes, ambiguities and anomalies, alerts the client to possible legal problems and analyses the document structure for the typesetter/designer. 
Assumed prior knowledge
The most important thing to recognize is that professional proofreading and editing training providers assume a level of proficiency in regard to the student’s existing sentence-level language skills. The courses are not designed to teach people standard spelling, grammar and punctuation (SPaG). Rather, they’re designed to help those who already have a solid grasp of SPaG to mark up, or directly amend, written materials in a manner that respects professional publishing conventions and the client’s brief and style. And while your course does include a module to help students assess whether their language skills are up to scratch, comprehensive grammar and punctuation training is not its focus. Your needs and the course’s intention: Is the fit good? There’s nothing wrong with your course’s syllabus. For someone who wishes to build an editorial business, and has an existing appreciation of conventional SPaG, the training is right on track. For that person, the course is not a waste of time or money. It’s a wise investment that will ensure they’re fit for purpose when they begin copyediting and proofreading for clients. However, I don’t think that course is the right fit for you. It’s teaching you skills that are not, for the most part, relevant to your immediate requirements. Instead, I think you should focus on strengthening your grammar and punctuation. See more below in ‘My recommendation’. 
The limits of self-editing for pro self-publishers
A word of caution! I’m a professional copyeditor and proofreader. I blog regularly and know as well as anyone that self-editing has its limitations. Most of us, no matter how strong our language skills, cannot self-edit our own work as effectively as we’d edit another’s. That’s because we’re too close to our own writing; we see what we want to see on the page rather than what’s actually there. Carrying out several checks at intervals can help eradicate most errors but perfection is unlikely. It’s for that reason that I pay a colleague to proofread my blog posts before I publish them (with the exception of these Q&As, which I publish quickly because a reader’s asked for help and I don’t wish to keep them waiting). And even if my pro editor doesn’t find any literal errors, it’s unusual for them not to offer several improvements to the sentence flow for the purposes of clarity and engagement. And so once you’ve developed your SPaG skills, you’ll be able to remove many of the errors in your books, but not all of them. And it’s likely that a professional line or copyeditor will be able to help you smooth the text in a way that improves the flow of your narrative and dialogue. I realize that budget is an issue for some self-publishing authors. Nevertheless, I recommend commissioning professional editorial services if the author can afford it. Professional editors hire pros; so should pro authors if they want to mimic the standards that traditionally published authors strive for. Not doing so will mean that errors, inconsistencies and structural problems might still be evident to the paying reader. At the end of the post, I’ve included links to some resources that discuss the different levels of editing and the order of play, in case you (or other readers) need some additional guidance. 
My recommendation
I commend you for seeking to develop your editing skills, Sharon. Self-editing is vital; the more you can do, the more money you’ll save when it comes to investing in professional editing! However, I think you’d be far better off investing in training that’s dedicated to teaching English-language grammar and punctuation standards. Start by searching online for grammar courses run by your local college or university. Before you enrol, speak to the course supervisor and explain what your problems are. That way you can ensure that the course is a good fit. Developing these skills will really help to drive your sentence-level editing forward. If your budget allows for it, consider seeking the assistance of a developmental or story editor before you start worrying about the detail. A manuscript evaluation or critique will help you deal with any big-picture issues before you spend time on the nitty-gritty. Sentence-level editing (by you or a pro) without prior structural assessment can be rather like trying to build a house on boggy ground – even if the walls look pretty at the outset, it won’t be long before cracks appear! Now it may be that you’re already attending to story craft. In which case, my apologies. Still, the advice will serve other indie authors who are wondering about the order of play. I hope my response helps you decide on where to go next. Thanks again for your question. Feel free to drop me a line in the comments if you want to follow up on anything I’ve mentioned. Resources
Louise Harnby is a fiction copyeditor and proofreader. She curates The Proofreader's Parlour and is the author of several books on business planning and marketing for editors and proofreaders.
Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, take a look at Louise’s Writing Library and access her latest self-publishing resources, all of which are free and available instantly.
The latest from the Macro Chat column by editor Paul Beverley ... In this post, Paul shares the story of his programming and editing journey. Talking of which, his latest videos on wildcard find-and-replace techniques are gems: Wildcarding techniques 1; Wildcarding techniques 2; Wildcarding techniques 3.
Some people are surprised to discover that I have a bank of over 500 macros for editors and proofreaders, and I’ve recently had several encouraging comments about my ‘amazing programming skills’, but in my defence I’d like to point out that it’s not really as clever as it looks.
It’s just that I’ve been doing it for a very, very long time. Let me explain ... 
Genesis
It goes right back to 1982 and to the BBC Microcomputer. This spawned a word processor called Wordwise Plus, which had a Basic-like programming language for manipulating text (and numbers). So, with my love of the English language and a little bit of very basic (Basic) programming skill, I was able to write some useful programs that people were willing to pay money for – £10 a program, if memory serves, sold on 5¼” floppy discs! 
In 1987 Acorn produced their first Archimedes computer (then the fastest desktop computer in the world) and I started publishing a subscription magazine.
Every month I would transfer the text of the magazine (produced on an Apple Mac Plus, with its 9” screen!) onto a floppy disc (now 3½”) that I could sell to subscribers (for £2 a month) so that they could electronically search for things in the back issues. For that, I had to do a series of find and replaces (F&Rs) to convert the Mac text to Acorn format, such as changing the Mac’s snazzy fl and fi ligatures to ordinary fl and fi, and proper dashes to hyphens. For this, I kept a list – on a piece of paper! – of the required F&Rs until, eventually, I thought, Surely, this is the sort of thing a computer could do! 
So I asked my subscribers if anyone could write me a program. Paul Sprangers, in the Netherlands, wrote me one, so I started using scripted F&R (think of a text-only version of FRedit).
Around 2005, after about 18 years of editing, typesetting and proofreading monthly magazines, I was becoming quite adept at using scripted F&R. 
However, I could foresee the end of my magazine, and began freelance proofreading and then editing. But that meant using Microsoft Word for the very first time in my life – Microsoft was the devil incarnate to a pure Acorn user.
So, for the first time in 18 years, I didn’t have the aid of scripted F&R! Then I discovered that Word had a programming language – Visual Basic. I got on to my Acorn contacts again and found someone who could write me a (text-only) scripted F&R program (a macro), then called PreEdit. 
How (not) to win friends ...
By this stage I’d joined the UK’s Society for Editors and Proofreaders (SfEP). I used their email discussion list to ask them newbie questions such as ‘How do I apply a style to a paragraph?’, while at the same time trying to point out to them that they could do their editing jobs much more quickly and easily if they used scripted global F&Rs. Not surprisingly, not everyone was receptive! To put my blunder into context, I’ve recently discovered that, at that stage, Ann Waddingham was pioneering the SfEP’s on-screen editing courses when, in her words in the current issue of SfEP’s Editing Matters, ‘people’s attitudes to on-screen editing were mostly negative. I spent much time ... persuading publishers and editors to take the plunge – both parties were deeply suspicious’. And there was me trying to persuade them to embrace automatic methods of on-screen editing. Oops! So it’s hardly surprising that I upset a lot of people with my evangelical zeal. Sorry, folks! But in my defence, please remember that, at that stage, I had already been using scripted F&R for almost 20 years! I simply couldn’t understand why people weren't able to see its huge power. 
Exodus
It was 2009, and I was enjoying a quiet Sunday lunchtime picnic with Sue, my wife. We were by a river in the Norfolk Broads and it was idyllic: the sun was shining and a beautiful swallowtail butterfly landed not six feet from where we were sitting. I was trying to concentrate on the book I was reading but my mind kept straying to work issues. In particular, I was thinking about PreEdit, and how the list of F&Rs was held as a text file rather than as a Word file, which made it very cumbersome to use. ... But what if I made the list a Word file? Why should I not use a Word file? No reason on earth. That would make it much easier to use. Oh, hang on a minute! If the list was a Word file, then some F&Rs could be bold or italic. And why not consider super/subscript, small caps, styles, highlighting, font colour? As I thought about it, the excitement mounted. Sunday or no Sunday, I had to go home there and then and do some macro programming. 
A land flowing with milk and macros
With the core tool – FRedit – in place, in 2010 I set about adding tools to speed up my editing in a whole variety of ways: analysing the text for inconsistencies, checking references and citations and speeding up my text editing sentence by sentence. This all supported and enhanced my growing workload of editing scientific books. Unfortunately, relatively few of my colleagues shared my enthusiasm for macros, so I just beavered away, increasing my own efficiency and effectiveness, and sharing my macros, via my website, with anyone who was interested. 
However, in 2015–16, Stephen Cashmore pioneered the SfEP’s new online course, ‘Editing with Word’. The syllabus included a section on using FRedit.
The course was a huge success, with many more people taking it than the organisers had dared to hope. It was encouraging to me because it brought me into contact with more and more people wanting to use my macros. In the past year, I’ve started venturing into the (for me, as a technophobe) brave new world of Facebook, joining some of the editorial groups. And there I’ve found a ready acceptance of my ‘new’ ideas. People have been surprised by the range of macros available and have made many encouraging comments. 
The right place at the right time
This brings me back to the original purpose of this post – to demythologize my macros. Remember that I’ve been using scripted global F&R for nearly 30 years and writing VBA macros for almost 10 years. Add to that the fact that in 2008 my business was failing: the magazine was fading away, I had large debts and I feared losing my house. I was therefore highly motivated to develop the means of generating cash, fast! I grabbed anything that would speed me up with both hands. And a more positive factor: I’m absolutely fascinated by the English language (David Crystal is my absolute hero!) and I really love working out how to express things more effectively. So macros are a tool for clearing away all the boring, nitty-gritty bits of an editor’s job, allowing me to focus on the meaning and flow of every sentence. This is the most enjoyable job of my whole career. So, if my macros are of help to others then that’s great, and I’m grateful to God that I was in the right place (almost bankrupt!) at the right time.
Louise Harnby is a fiction copyeditor and proofreader. She curates The Proofreader's Parlour and is the author of several books on business planning and marketing for editors and proofreaders.
Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, you might like to visit Louise’s Writing Library to access her latest self-publishing resources, all of which are free and available instantly.
Most of the writers who ask for my help have elected to self-publish. Our conversations don’t leave me feeling conflicted. The writer has a problem and we focus on whether I can solve it, when they want me to do this, and what it will cost.
But every few months or so, the discussion becomes complicated and my initial response is novel-length. Why? Because my writer wants me to copyedit or proofread prior to agent submission. 
This post featured in Joel Friedlander's Carnival of the Indies #87
It’s high time I put my thoughts and findings down in one place. If you’re a writer or an editor (especially a beginner) who’s feeling flummoxed, here’s some direction.
Editing prior to submission: First principles Here are four things that writers and editors should be mindful of at the outset:
What problems do editors solve?
An editor, broadly speaking, is someone who helps prepare written material for publication. However, that prep doesn’t happen in one hit. Think of it like a Sunday roast – if you start cooking the carrots at the same time as the meat, you’ll end up with a tender joint and a pile of orange mush … or sweet veg and something that belongs in a field not on your plate. The editorial process is not so different – there are lots of things to do but the order and timing of each stage is critical. If you’re a writer and you’re considering hiring an editor prior to submission, think first about what’s worrying you and what might scupper your submission:
All of the following are types of editor but their intentions (and the outcomes) are different:
Some editors offer all of these services, some only one or two. Those who offer multiple stages might do a couple at the same time (e.g. line editing and copyediting) but I know of none who offer all four simultaneously. 
Let’s revisit our list of seven problems and match them with an editor:
Bear in mind that editors customize their services – what one person includes in a copyedit might be restricted to another’s line edit. Don’t be afraid to ask for specifics so that you have a mutual understanding of what’s included. ‘But I don’t know what my problems are.’ It’s all very well for experienced agents and editors to say you need X but not Y, but that doesn’t necessarily help the author.
Fair enough, but what if we’re not talking about a few typos? What if we’re talking about a novel that has a wonderful plot, is beautifully paced and features enthralling characters but, line by line, the narrative is overwritten and so fraught with grammar, spelling and punctuation mistakes that it’s frustrating and unpleasant to read? All the good stuff is buried beneath the blunders. On the flip side, let’s imagine that a writer decides to make sure the book’s in tip-top condition at sentence level but the characters are one shade of grey and the plot’s plopped. In both cases, there’s just too much for an agent to do. And that’s why the yes/no approach to the question of whether a writer should seek professional editorial help prior to submission is problematic. Agent Steve Laube sums up the issue nicely: Our agency consistently sees proposals that are okay, but simply not written at a level that is needed to break into the market. Agents are not freelance editors so there is only so much we are willing to do to fix a project. I have said it this way, ‘If I get something that is 90% ready, I can take it the rest of the way. But if it is only 80% ready I will kick it back to the writer with a rejection. We are looking for the best of the best.' (‘Should You Hire a Freelance Editor?‘) 
Finding out whether you’re ready – the order of play
So how do you find out whether you’re 90% there? I had intended to visit my Sunday Roast metaphor but Jane Friedman says it so much better: [N]ever hire a copyeditor until you’re confident your book doesn’t require a higher level of editing first. That would be like painting the walls of your house right before tearing them down. (‘Should You Hire a Professional Editor?’)
I couldn’t agree more. Recall the types of editors I listed above in ‘What problems do editors solve?’. I deliberately staged them because there’s a hierarchy. The hierarchy isn’t based on importance but on logic.
There’s no point in having a line editor and copyeditor tighten up your narrative if the point of view is a catastrophe; nor is it worth spending hundreds of pounds to ensure that your dialogue is punctuated according to industry standards if the characters giving voice to those words are under-developed. With that in mind, start with the big picture – a manuscript evaluation, critique or a mini developmental edit. This kind of work involves a specialist editor reviewing your book and identifying strengths and weaknesses. It’s not a full-on fix but it will show you how to move forward so that you can improve the book before you submit. As editor Sophie Playle points out: Agents and publishers are most interested in a great story that’s told well (it’s all about that ‘unique voice’) and that they can take an educated gamble on selling. The writing can be polished at a later stage, but story, voice and market potential are the key things here. (‘Where is Your Budget for Book Editing Best Spent?‘)
Sarah Davies of Greenhouse Literary concurs:
An editor who can help you structure your story, develop characterization and voice, and iron out major problems could be a good idea, if you see yourself as an apprentice learning your writing craft. […] A line editor, who’s all about punctuation and small-scale phrasing, probably isn’t worth it. At the point of submission, agents and editors are looking more at the story as a whole. (‘Should You Hire an Editor Before Querying? Agents Weigh In!‘)
If you’re an experienced writer, that might be enough. If the evaluation identifies major problems, you might decide to invest in a full developmental edit, but at least your decision will be informed.
Editor and writing coach Lisa Poisso offers three additional reasons to hire an editor prior to submission:
The right mindset to working with an editor
Literary agent Rachelle Gardner has the following advice on mindset: Using a freelance editor can be a great idea – if you use it as a learning experience. You need to do most of the work yourself. I think it’s wasted money if you’re counting on someone to fix your manuscript for you. The point is to get an experienced set of eyes on it to help you identify problems and figure out how to fix them. (‘Should I Hire a Freelance Editor?’)
Gardner’s referring to big-picture work here – developmental editing. She nails two important points:
And here’s Nicola Morgan (Write to be Published, p. 179): [I]f you are thinking of getting a professional editor to perfect your work before submitting it, you are treading a tricky line.
Gardner and Morgan remind us that if you hire an editor for book one, submit and get a publishing contract, you’ll need to do it for your next book, and the one after, and so on. Over time, you’ll become less dependent on an editor as your novel craft grows, but it won’t happen in one book.
So, let’s take a quick breather and summarize:
Finding the right editor – what to tell and what to ask
Talk to more than one editor so you can get a feel for what’s on offer and whether they’re a good fit. An editor will need to know the following:
This information will help the editor work out whether their services are appropriate for you.
Answers to these questions will help you to work out whether their service offering matches your goals. 
Through the editor’s lens – mindful pre-submission support
Should editors work with writers submitting to agents even though a publisher will likely take a book through the editing process? It depends. If you’re a specialist developmental editor who understands story craft and what makes a book attractive to agents and publishers, then yes, absolutely. You can be part of that learning process that Gardner and Morgan discuss, someone who helps the writer put their best foot forward in a competitive market. What about if you’re a sentence-level specialist like me? I think we need to tread mindfully.
I don’t take a yes/no approach to this. Sometimes I accept the work and sometimes I advise the author to take another path. Here are four short case studies featuring writers who asked me for copyediting prior to submission: Case study A The sample was beautifully written (to my copyeditor’s eye) – engaging from the get-go. I could see clearly how I’d amend the minor spelling, grammar and punctuation errors but they in no way impeded the book’s readability. I would have loved to copyedit that book but I cautioned the author to hold off, do some research into her chosen agents’ requirements and consider a critique first. She took my advice. Case study B The sample was gorgeous – moved me to tears, in fact. However, English was the author’s second language and the book was severely impaired at sentence level. I was able to identify how I’d smooth and correct the narrative but advised her on the order of play and recommended higher-level editing first. She insisted that the structural work was complete, that she’d gone as far as she wished, and that she’d self-publish if she was unsuccessful in securing representation. I did a sample edit, we agreed terms and I spent a blissful month line editing and copyediting for her. Case study C The sample was problematic – I couldn’t get under the skin of the thing. The writing seemed flat, like a textbook rather than a work of fiction. The spelling, grammar and punctuation needed a little work though the errors didn’t impede readability. I could have copyedited that book but it wouldn’t have made any difference – even though I’m not a developmental specialist, I knew the book wasn’t agent-ready. I gently advised the author of my concerns and suggested some structural-level options (and colleagues who could assist him). Despite my advice, he expressed a preference to go ahead with copyediting. I declined, wished him well and walked away. Case study D The sample was strong – the author had worked intensively with an agent to knock the book into shape. He was looking for a once-over to check for howlers, sloppy punctuation, gaping plot holes and a general tidy-up. His agent had recommended he commission a copyeditor to give him the best chance of securing a publishing contract. I didn’t hesitate to quote. But I'm an indie author. Why is agent submission relevant? Even self-publishers can benefit from agent submission. The Alliance of Independent Authors (ALLi) partners with Toby Mundy Associates (TMA) agency to sell translation and other subsidiary rights for self-published authors. Says Mundy: An agent can help develop new markets, maybe in English-language territories where self-publishing isn’t delivering good results or in translation. They can help with career planning and development. And they can help develop hybrid models, combining indie and traditional publishing. As Orna Ross, ALLi Director has said elsewhere, “Being a successful indie author means doing whatever is best for your book(s), within the bounds of what’s possible at a particular time. Sometimes that’s self-publishing, sometimes trade-publishing, often a mix of both.”
Even if you're self-publishing, the right agent will be able to help you with specialist support.
Summing up There’s no right or wrong when it comes to an editor and an author working together prior to submission. What’s crucial is that the decisions made are informed – based on an understanding of the different levels of editing and the order of play. That applies to authors and editors. Authors need to focus on the big picture first, then follow up with sentence-level work if the problems are severe enough to frustrate an agent or a publisher. Editors need to be transparent about their specialist skills and mindful of the author’s preferences, but also be prepared to walk if they believe that their input would be without purpose.
Think you might like to revisit this advice? Feel free to download the booklet below!
Louise Harnby is a fiction copyeditor and proofreader. She curates The Proofreader's Parlour and is the author of several books on business planning and marketing for editors and proofreaders.
Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, you might like to visit Louise’s Writing Library to access her latest self-publishing resources, all of which are free and available instantly. |
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