Publishing Client Schedule Uncertainties

In the almost-thirty years I’ve been indexing and editing, many changes have occurred in the publishing industry, but the one that affects me the most on a weekly basis is the floating calendar. In spite of (or perhaps because of) fancy book design software and instant emailing of manuscript copy, the timeline for publishing books seems to have stretched out and become much more unpredictable (ironically). Used to be when one of my clients told me that a book would be ready for proofreading or indexing, they were normally not more than a week off one way or another, but, no more. Books and manuals can be promised for delivery in February and not show up until May (or even later!).

One can try renegotiating rates or due dates (or just working the extra hours) in order to accommodate clients’ shifting schedules. I’ve done those things plenty of times, but I have a couple of things in my back pocket that help with this issue.

Two Scheduling Strategies

First, I request at least a two-week turnaround for most projects, like more than 50,000 words for editing or for any book indexing work. This way I have some flexibility if multiple clients’ schedules shift around, since it doesn’t normally take that long to actually do a single project.

The other tool I have up my sleeve is my partnership in Potomac Indexing. Although it’s been a great resource for me to get more work, PI has also been a great backup for when my clients’ schedules go wonky on me. In addition to the other four partners, I also have access to the approximately thirty-plus independent associates that the partnership calls on to cover specialized indexing fields (like legal or medical) and handle larger book or series projects.

On the whole, Potomac Indexing gives me the power of “Yes,” since I can guarantee the quality of the work while managing multiple, overlapping projects with shifting schedules. It is just so nice to be able to tell my keyword enhancement project client that, yes, I can accommodate the fourth delay in project start because of technical issues. I think I even heard her sigh of relief through the Internet ether.

Even if you are not part of the PI associates network or something like it, it does pay, I think, to have at least one or two colleagues you can call on regularly in case of schedule slippages, or even to take care of you when your own schedule is interrupted by unscheduled family events or illness.

The Power of Boundaries

On the other hand, it’s also OK to say “no” when you really need to, or put a limit on schedule slippages before renegotiating your participation in a project. Most publishers will understand, and self-publishing authors often have more flexibility in their schedules anyway. So, don’t be afraid to ask for what you need to get the job done without pulling all-nighters.

It’s a constant dance to keep up with deadlines and floating schedules, but it can be done with support, boundary setting, and the willingness to ask.