An American Editor

December 28, 2011

Happy New Year! Welcome to 2012

Filed under: A Musical Interlude — americaneditor @ 4:00 am
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It is that time of year when we can reflect on the year that is passing and envision a hoped-for year that is coming.

This past year has been a year with ups and downs, which, I guess, is typical of every year. My one wish for the new year is that2012 brings you all that you wish for and proves to be the best year yet of your life.

Have a happy new year!

December 26, 2011

Working Effectively as an Editor — New Print Resources

In recent weeks, two new publications have appeared: Cite Right, 2nd ed., by Charles Lipson (ISBN 978-0-226-48464-8), and The American Heritage Dictionary of the English Language, 5th ed (ISBN 978-0-547-04101-8).

Although I have the print versions of Scientific Style and Format (7th ed), by the Council of Science Editors; The Chicago Manual of Style (16th ed); the American Psychological Association’s Publication Manual (6th ed); and the American Medical Association’s Manual of Style (10th ed) within arm’s reach at all times (plus previous editions of these books also readily available), Cite Right is a timesaver and the first place I look for a quick answer to a reference styling question.

Alas, the second edition, published by, as “proudly” noted on the front cover, “…the University of Chicago Press, publisher of the The Chicago Manual of Style” suffers from the some of the same problems that the original release of the Chicago Manual (16th ed) did: a critical resource was not carefully checked for accuracy. I’ve noted a couple of errors in Cite Right, but even with those errors, this is a valuable tool for an editor.

A professional editor would not — should not — rely on a secondary source for primary source information. Rather, the secondary source should be used to refresh one’s primary source memory information. If used in this manner, that is, you have familiarized yourself with the primary source and have access to the primary source, but use Cite Right for a quick refresher of a style question you haven’t come across recently, then Cite Right is an excellent tool — and it is reasonably priced (list price is $14; discounted price at B&N.com is $10.45). If you deal with references, and if you deal with more than one reference style manual, Cite Right should be sitting on your desk within easy reach. Among the various styles it includes are these: Chicago (Turabian), American Psychological Association (APA), American Medical Association (AMA), Council of Science Editors (CSE), American Chemical Society (ACS), Modern Language Association (MLA), and American Anthropological Association (AAA).

As pleased as I was to see a new edition of Cite Right, I was even more pleased to see a new edition of The American Heritage Dictionary of the English Language. I own — and use — a lot of dictionaries. I like to compare usage, spelling, and definitions. Usually they are in agreement, but sometimes they do disagree. Also important is that coverage is not precisely identical as the editorial boards of the various dictionaries often decide differently about whether to include a “new” word.

Of all the single-volume dictionaries for American English that I use, the American Heritage Dictionary (AHD) is by far my favorite. I especially like its choice of font. As I’ve gotten older, and my eyes have gotten wearier, I increasingly appreciate the design of the AHD. Counterbalancing that, however, is the AHD’s physical dimensions and weight. Compared to the AHD, Merriam-Webster’s Collegiate Dictionary (11th ed) is like a feather. Yet, I reach for AHD first.

A nice feature of the AHD is that for some entries it offers synonyms and usage information. That ties in nicely with my interest in word origins and usage (I do need to start writing again about usage and word histories; it has been too long since I last did so). I especially like reading divergent views about a word’s usage (which is why Bryan Garner’s Modern American Usage [3rd ed] is always nearby), because of the insight into language it can provide.

In any event, the fifth edition of AHD was published last month and it is a worthy, albeit not inexpensive (list price $60, discounted price at B&N $38.46), addition to any professional editor’s resources, even if your clients consistently prefer a different dictionary. AHD is worthwhile as a supplement that provides insight into our language, something that many of its competitors lack.

One negative I have found to being a professional editor is the constant procession of new or updated resources that I “need” in my library. I admit that I am always on the lookout for print resources that improve my editing skills and knowledge, which, hopefully, increases my value to my clients and prospective clients. But I am careful not to let these resources sidetrack me, which can easily happen. Books like Cite Right and The American Heritage Dictionary serve useful purposes, but they are not a substitute for a good grasp of editing fundamentals. That is something to keep in mind, especially if you are looking to hire a professional editor: An editor’s bookshelf can provide an insight into the editor’s skill level and interest, but is not a substitute for those skills. The resources an editor uses should complement the skills the editor has and applies.

December 21, 2011

A Musical Interlude: Happy Holidays!

It’s that time of year when some of us can kick back and relax for a couple of weeks. I used to be able to do so, but for a number of years now, I’ve found that business doesn’t slack off during the holiday season. So, I often turn to the music of the season for the celebratory pleasure it provides.

Over the years, I’ve enjoyed the commercials created by Coca-Cola to celebrate the season. So, let’s begin our holiday musical interlude with two Coke ads. The first is the original “I’d like to teach the world to sing.” I think the message is both timeless and worthy:

The second Coke ad is of more recent vintage, but certainly sets the mood for a celebratory season:

This year, Hanukkah and Christmas coincide, giving us a chance to celebrate twice.

For something different, here is the Maxwell Street Klezmer Band singing “Eight Little Candles” in Ladino, a medieval language that mixes Spanish and Hebrew:

One of my favorite songs of the season is Nat King Cole’s “The Christmas Song,” sung here as a duet with his daughter, Natalie:

The season wouldn’t seem like a holiday or quite right without “Hallelujah,” performed here by the Philadelphia Opera and 650 choristers at the Philadelphia Macy’s:

Finally, let us end this interlude on an upbeat note with Mannheim Steamroller’s “Joy to the World” — something we all could use a bit of:

We wish you all happy holidays. May peace, love, and prosperity be yours this holiday season and throughout the years to come!

Rich Adin, An American Editor,
& the editors and staff of Freelance Editorial Services

December 19, 2011

Working Effectively Online VI — The Books

One thing I have noticed when discussing resources with my colleagues nowadays is that they often rely on online resources rather than printed books for everything they can. For example, rather than opening The American Heritage Dictionary of the English Language, now in its just-released fifth edition, to check a spelling or a definition, they will go to Dictionary.com or Merriam-Webster online.

The good about doing so is that (presumably) the online sources are not only accurate, but are updated regularly and thus more current, than a print book can be, at least if the supplementation is in print form. Even the venerated Oxford English Dictionary has turned to online, offering a year’s subscription for the (relatively) paltry sum of $295.

I don’t disapprove of using online resources — as long as one is choosy about the resource. What is good about the Internet is also what is bad about the Internet. It is easy to post information; anyone can do it. I make use of online resources that are specific to the type of editing I do and that are no longer available in print form or I don’t use often enough to warrant purchase of a print version. Three good examples for me are the National Library of Medicine (NLM)’s Catalog, which provides access to NLM bibliographic data for journals and books; NLM’s PubMed, which comprises more than 21 million citations for biomedical literature from MEDLINE, life science journals, and online books; and Integrated Taxonomic Information System (ITIS)’s Catalogue of Life: 2011 Annual Checklist, a comprehensive catalogue of all known species of organisms on Earth that contains 1,347,224 species, which is probably just slightly over 2/3 of the world’s known species.

But when it comes chemical compounds, spelling, definitions, grammar, and usage, I prefer the printed book.

I was thinking about this anomaly — doing 100% of my editing work online yet still using print resources to check things — and wondering whether my continued reliance on print books as resources lessens the effectiveness of my online editing. Alas, I can come to no definitive conclusion.

The answer is, at best, “maybe or maybe not.” For example, in experimenting with using Dorland’s Illustrated Medical Dictionary (31st ed.) online versus the print version, I discovered that the online version is ill-designed and requires multiple steps to get to what may be a dead end. Generally, I found using the print version easier and quicker. The same was true when I experimented with Stedman’s Medical Dictionary (28th edition).

I also have a habit of liking to look in multiple sources. As a result, I have built up a good library that is focused on my subject areas. I also like to check history. For example, while Dorland’s 31st likes eponyms to be nonpossessive, the possessive was preferred for years and many editions past. When a client insists that, for a particular book, the possessive needs to be used except in those instances that were specifically noted to be nonpossessive (I always loved that about Dorland’s — there was no rhyme nor reason to when an eponym was possessive or not; they were just possessive or not — before the 31st edition), I simply whip out a copy of an earlier edition, something I cannot do with online sources.

Let’s not forget the expense. A lot of colleagues use only free resources. I’ve always been leery of free sources. After all, it takes time and money to put this material together, to check it for accuracy, and to update it. I know I struggle just to find time to update the list of books I’ve edited, to the point that I have neglected to do the updating for a couple of years. I’ve viewed this like the free antivirus programs — they are great until the first time they aren’t great. We all know that the free antivirus program cannot be as good as the paid version of the same program for the logical reason that, if it were as good, the company would be out of business.

The online sources that I would rely on in many areas are not inexpensive. And the cost grows as one renews each year. In contrast, I buy a print book and its cost amortizes over the years of use; it is a one-time payment, which appeals to the frugal in me.

Regardless of whether we use print or online resources, the bottom-line is whether we use a sufficient number and variety of resources to ensure that we are providing the best quality of editing or information that we can to our clients. I once asked at a seminar, “How many editors present regularly check word usage and if you do, in how many sources?” I was surprised to discover how few check usage and wasn’t surprised that those who do usually check one source. When I probed further, I discovered that usage was checked by Binging or Googling.

I admit that I had never thought to Bing or Google a usage question; I have always turned to the various usage books I have sitting next to my desk. Interestingly, the most important usage guide for American English, Garner’s Modern American Usage (3rd edition) by Bryan Garner, isn’t available online except as part of Oxford University Press’ Dictionary Pro package, which must be expensive because they don’t post a price — you have to request it.

I guess this is one area where one has to compromise. Some things are readily and reliably researched online; some things are better researched in print. Whatever your editorial field is, you need to keep handy both online and print resources. The biggest advantage that print has is the ability to go back to earlier editions if necessary — online resources tend to always go forward without preserving the previous. Yet, as I have discovered on several occasions, there are times when the answer to a question cannot be found in the current edition, but can be found in a previous edition, which is why I keep past editions of all my resource books.

I suspect that in future years fewer print resources will be used by editors and a greater reliance will be placed on online resources, especially as those of us who grew up using print resources retire and those who grew up on the Internet take over.

December 14, 2011

eBook Exclusivity — A Good or Bad Idea?

The answer really is “it depends.” It depends on who you are and where you are in the ebook world.

Recently, Amazon started a program for its Prime members: they can borrow 1 ebook for free each month, choosing from a list of more than 30,000 titles (and the list is growing). The source of these ebooks appears to be the Kindle Direct Publishing (KDP) program. Amazon is encouraging self-publishing authors to participate in KDP. KDP will “lend” books in its program to Amazon’s Kindle Owners’ Lending Library, which is part of the Prime membership.

Amazon hasn’t ignored compensation, either. It has set up a pool of money ($500,000), which is the pool for the first month (Amazon plans to set aside $6 million for the 2012 pool). Every indie-author-participant whose book is borrowed will receive a share of the pool based on the number of times the book is borrowed as a share of total borrowings of all particpating ebooks. Presumably, if your book is borrowed 100 times and the total number of borrowings is 500,000, you would receive $1 for each borrowing (hopefully my math is correct). If, on the other hand, your book is lost in the ever-growing list and not borrowed at all, you will receive nothing except for whatever royalty you are due in the normal course of business with Amazon as a result of sales.

So far, so good — or so it would appear.

Let me say upfront that I am not a friend of Amazon. I disapprove of Amazon’s attempts to dominate the ebook market. But I do admire Amazon’s creativity. The one thing I truly feel confident in stating about Amazon is this: whatever Amazon does, it has carefully thought about how it will ultimately benefit Amazon and further Amazon’s dominance interests. In other words, Amazon is a business’ business. Unfortunately, a corollary to that equation is that what is good for Amazon may not be good for consumers and/or authors and publishers in the long-term. Amazon is proving adept at focusing everyone outside Amazon on the short-term and assuming that the long-term will be equally glorious. As the song goes, “It ain’t necessarily so.”

The deal with Amazon is this: The author/publisher agrees to give Amazon’s KDP exclusive rights to the ebook. The author/publisher agrees that the book will not be available at any place other than Amazon, not even the author’s own website, during the exclusivity term, which term runs for 90 days and is automatically extended unless the author/publisher takes affirmative action to withdraw from the program — with the long-term consequences of withdrawal not currently known.

Exclusivity both bothers me and worries me. It bothers me because Amazon’s environment is a closed environment (yes, I know one can strip the DRM but most consumers can’t and won’t, and I know that Amazon has application for nearly every reading device known to humankind, but that means that even though I’ve chosen Sony or Barnes & Noble over Amazon, Amazon is pressuring me to kowtow to it), unlike virtually every other ebook retailer (with the notable exception of Apple). To read an Amazon DRMed ebook, you must use an Amazon device or application; with most other ebook retailers all that matters is that your device be ePub capable. (And, yes, I do know that there is a DRM problem with B&N and even more so with Apple.) So the exclusivity program bothers me because Amazon is locking up authors and their books to the Amazon platform, whether I want to be on it or not.

Yet worse is what worries me about this program — all the unknowns. I know that Amazon’s big ebook authors — its million sellers like J.A. Konrath (whose books I have never read or bought) — signed on but what I don’t know is whether they signed on under the same terms as Sally Unknown has to sign. More importantly, however, is that Amazon is trying to get the Agency 6 to sign on and is rumored to be offering them a set fee for each borrowing, that is, they would not participate in the pooled money.

If the deal being offered the indie authors is such a sweetheart deal, why isn’t it the same deal as being offered to others? The mighty shaft is rising and it’s not aiming for the Agency 6!

I am also concerned that authors may feel they must join this program in order to stay within Amazon’s good graces. After all, for most authors currently, the bulk of their sales are via Amazon. Yet, there is something that indie authors need to look at, and do so carefully: how are their sales trending?

Jeff Bennington, a suspense writer, explains at his The Writing Bomb blog his decision to participate. Personally, I don’t find his arguments convincing. Bennington states he is joining because 97% of his books have sold via Amazon. One needs to back up a bit from giving that fact too much credence. For example, that number represents past sales not future sales. More important than past sales is the sales trend: has growth on Amazon plateaued while sales at B&N are growing at a 30% rate? What has the author done/not done to promote his book at the Sony store? Have all his promotion efforts been geared to Amazon?

Ultimately, the exclusivity arrangement will hurt lesser-known authors for several reasons: (1) once on the exclusivity bandwagon, it will be difficult to get off (not only must one take affirmative steps to get off, but one has to overcome the fear factor of doing so). (2) Amazon dominates the U.S. market but does it dominate elsewhere? As I understand it, the exclusivity is worldwide. (3) Authors face the same problem in KDP that they face outside KDP — who knows of them or about their book? If KDP already has more than 50,000 participating titles, what are the odds of someone picking your book over another book? (4) If Amazon is successful in getting the Agency 6 to participate and that participation includes the top-tier authors — the Stephen Kings and Clive Cusslers and Ruth Rendells of the publishing world — how likely is it that someone will pick Sally Unknown’s ebook to read for free as opposed to one of Stephen King’s ebooks, especially when the reader can only borrow 1 ebook a month?

What exactly is the indie author getting by participating — not what does the indie author hope to get by participating? All I see that is definite are benefits flowing to Amazon, which has put itself in a no-lose situation; it is wishful thinking and hopes that flows to indie authors.

One other issue matters, I think. What KDP indie-author-participants earn is based on the percentage their sales represent of all sales (unlike the Agency 6 who get paid a set amount each time a book is “borrowed” and who knows what the million ebook club members get). Who has the right and is going to audit the program to verify that the numbers are correct? As far as I can tell, authors are not given the right to audit the entire program, which seems to me to be fundamental to determining whether exclusivity with Amazon is the right move for your book. When Amazon sends you a check for $10, how do you know that it shouldn’t be for $100 if you cannot audit the whole program? And if this is such an up-and-up sweetheart deal for the indie author, then why can’t an indie author or a group of indie authors audit the program? I guess it all boils down to believing “Amazon is my friend and will do me no harm.”

As I noted earlier, I am not a friend of Amazon. I fear what will happen when the only choice for buying an ebook is Amazon, and Amazon is doing everything it can to hasten that day. It is worrisome when indie authors are willing to jump on Amazon’s bandwagon without looking in depth at Amazon’s KDP program and its exclusivity arrangements and the red flags that should be arising. Instead of joining the herd and singing the mantra “Amazon is my friend, I need not worry,” indie authors should be singing the mantra “Amazon is Amazon’s friend, and I do need to worry.”

Indie authors — and all publishers and authors — need to think and look long-term and not be seduced by the possible but uncertain short-term. The waters are shark infested.

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December 12, 2011

On Books: Saladin

History and biography captivate me. Although they seem intertwined, and they usually are, I find that I can read with great pleasure a biography of someone whose importance in history is perhaps marginal or of importance only in a narrow set of circumstances. Biographies of Louisa May Alcott, Henry James, and Paul Cézanne come to mind as examples. Although interesting, I suspect if their biographies were never read or written it would not matter much to history.

In contrast, there are people whose biographies are so intertwined with history that one does not get a full picture of the historical events with which they are associated in the absence of reading their biography and the biographies of those both close to them and in opposition to them. Some examples that come to mind are Abraham Lincoln, Julius Caesar, Adolph Hitler, and John Brown.

I would add to this list of indispensable biography that of Saladin. I have long searched for a good, comprehensive biography of Saladin and finally found one. Published in the United States just last month (a translation from the original 2008 French edition) Anne-Marie Eddé’s Saladin, translated by Jane Marie Todd, is an exceptional look at one of the great figures of history.

Over the years, I have read, or attempted to read, several “comprehensive” biographies of Saladin. Not only were none comprehensive, but most were very cursory. Eddé’s Saladin, on the other hand, is rich with detail and clearly the fruit of original research. (Kudos also have to be extended to Jane Marie Todd. Her translation is outstanding. Much too often I find translations to be accurate but lacking in flow and tone, especially the tone of the original. I admit that I do not read French and so have not read Saladin in the original, but I feel confident in stating Todd captured the nuances and tone of the original. This translation was easy to read; I would have thought that English was Eddé’s native tongue.)

Even today, the Muslim world celebrates the achievements of Saladin. Interestingly, although the Arabs claim him as one of their own, Saladin was a Kurd, not an Arab. More important, however, to both ancient and modern history is that Saladin was a Muslim who fought for the Muslim cause against the Christian crusaders.

Saladin was a living hero and remains a hero today. He united Egypt and Syria under a single ruler, he fought Richard the Lion-heart in the Third Crusade to a draw, cementing a relationship in history between two giants. (For an excellent dual biography of Saladin and Richard that is focused on their complex and intertwined relationship during the Third Crusade, I recommend James Reston’s Warriors of God: Richard the Lionheart and Saladin in the Third Crusade [2001]. Unlike Eddé’s Saladin, the focus of Reston’s book is narrow.) And he recaptured Jerusalem, perhaps the most fought-over city in history. (Sitting on my to-be-read shelf is the newly published Jerusalem: The Biography by Simon Sebag Montefiore. This is at the top of my TBR list, although I also have several other books that are vying for the next-to-be-read position.)

During his lifetime and over the course of subsequent generations, the myth of Saladin grew, to the point that it is sometimes difficult to separate fact from fiction. In this sense, Eddé has a difficult road to walk but she does so admirably. A reader comes away with a better sense of the real Saladin, which is not a denigration of his greatness — Saladin was great for his time.

Eddé’s biography does one other thing, and I think does it well: it provides the Western reader with a view of the Muslim world and of the Crusades from a Muslim perspective, rather than solely from a Western perspective. In addition, we get to see Saladin as more than just a warrior; after all, he was responsible for governing as well as military affairs.

During his lifetime, Saladin gained a reputation for chivalry, trustworthiness, and magnanimity. This reputation was extant among both his followers and his enemies. Saladin’s magnanimity, however, did not preclude his enslaving thousands of prisoners or beheading those who refused his offer of a reprieve if they converted to Islam. He was a semi-enlightened ruler for his era, not a revolutionary ruler who changed the dynamics of the time. Eddé’s biography of Saladin gives us the opportunity to learn more about Saladin as a man of his time, rather than as a mythical warrior-hero.

If you are interested in the history of the Crusades, Medieval history, or great biography, I highly recommend Saladin by Anne-Marie Eddé. It will change your perspective about an important moment in human history. If the book has a failing, it is, perhaps, that it is too richly detailed. Regardless, this is a 5-star book that deserves space in one’s permanent book collection.

December 9, 2011

Worth Noting: Macro Cookbook is Now Available

Filed under: Computers and Software — americaneditor @ 4:00 am
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If you recall, I mentioned Jack Lyon’s Macro Cookbook for Microsoft Word as a great source for learning macros (see The Professional Editor: Working Effectively Online I — The BooksThe Professional Editor: Working Effectively Online II — The Macros, and The Professional Editor: Working Effectively Online IV — Mastering Macros). The book is now available at Amazon and Barnes & Noble, as well as at The Editorium, and the price can’t be beat — $9.99. If you are interested in mastering macros, I highly recommend Macro Cookbook for Microsoft Word.

December 7, 2011

Working Effectively Online V — Stylesheets

When professional editors work on projects, they create a stylesheet for each one, a central form that details the editing decisions they have made. For example, in the medical world, distension and distention are correct spellings of the same word. An editor would decide which spelling is to be used for a project and note it on the stylesheet. Some may be handwritten, some may be online. I (and those who work for me) use an online version.

The stylesheet serves multiple purposes, the two most prominent ones being a guide to the editor as the editing project moves over days, weeks, even months, and as a guide to the proofreader. In my editing world, our online stylesheet serves additional important purposes. First, it is designed to enable two or more editors to work together on a project, yet use the same stylesheet and see decisions made by other editors in real-time. In my system, there is virtually no limit to the number of editors who can access and use the same online stylesheet.

Second, it lets me make a project’s stylesheet available to my client 24 hours a day, 7 days a week. In my system, the client is given access to the online stylesheet to view it and to print it but the client cannot make any changes to the stylesheet. Because this is where all editorial decisions regarding the project are stored, the client can review the decisions and alert us to any of which the client disapproves. That allows us to make changes before the “mistake” becomes very costly to correct. Client access also means that, when the client sends material from the project to the proofreader, the client can also provide the proofreader with a current-to-the-minute stylesheet.

Beyond these vital functions, I can give the book author(s) client-type access (i.e., view and print but not change) so the author can give us guidance. (It should be noted that just as editors need to create a stylesheet, so should authors. The smoothest editing projects I have encountered in 28 years of editing have been those in which the authors created stylesheets and provided them before I began editing.)

I realize that much of what is, in my eyes, wonderful about my online stylesheet is because of the type and size of projects on which I work. The projects are often medical, with thousands of pages of manuscript, and require two to four editors. My system helps reduce inconsistencies that would otherwise occur when multiple editors work on a project. What is wonderful for my work may be inappropriate for most editors who work on much smaller projects by themselves.

Yet every editor needs to use a stylesheet to reduce inconsistencies and to alert, ultimately, the client to the decisions made. Many editors still do stylesheets on paper, which works when stylesheets are kept small, which leads to the question of how large should a stylesheet be?

Editors are in disagreement about this. I believe a stylesheet should be comprehensive. Many of my stylesheets run 40 to 50 pages. Again, my view is colored by the types of projects I do. Most of the books I do will have subsequent editions — a comprehensive stylesheet can clarify decisions made in earlier editions.

Many editors think short and sweet is better. After all, who can remember what is contained in 40 pages of style information? I think that misses the purpose of a stylesheet, which is to answer a question when it arises. No one has to read and remember everything in a stylesheet; an editor needs to concentrate on certain information, such as what form to follow for references, and then use the stylesheet to answer questions as they arise.

Regardless of how you use a stylesheet, I think editors universally agree that one must be created and kept. And this is another instance of when a mastery of your tools, especially macros, can be timesaving. Even if not timesaving, it can make using a stylesheet easier.

In the years before I created my current online stylesheet, which is based on my website, I used a local online stylesheet with macros. The macros let me select text in the main text and then process it. The selected text would be copied, the macro would then shift focus from the main text to the stylesheet and would put the cursor in the correct alphabetical box on the stylesheet. Then the macro would paste the selected text into the box, select all entries in the box, sort the entries alphabetically, save the stylesheet, and return focus to the main text. Looks complicated and difficult, but it was (is) neither, and adding to and using the stylesheet was quick and accurate.

I am an advocate of using multiple monitors when editing. My current setup uses three 24-inch pivoting monitors — usually two in portrait orientation and one in landscape, although occasionally two are in landscape. (I am thinking about adding a fourth.) I think editors should use at least two monitors, keeping the text they are editing on one and the stylesheet open on the second. With this system, macros won’t be needed as it is easy enough to select, copy, and paste and occasionally alphabetize.

The ultimate point is that, to be an effective editor, you must use stylesheets. To be an efficient editor, you should use a readily available electronic stylesheet. A stylesheet is intended to promote consistency; consequently, an editor should not only keep it handy, but should note all editorial decisions on it.

Curious About My Online Stylesheet?

For those who are curious about my online stylesheet, for a limited time you can view it and even make entries to a demonstration project. (If you do try it, I ask that you make no more than a few entries and that you be courteous and careful with your word choice so you don’t offend others who may view it.) Below is how to access the demonstration project. Please be sure to log-out when done.

NOTE: I haven’t previously given numerous people simultaneous access using the same username and password; usually each editor has his or her own username and password, and when I have given a demonstration, access was to one person at a time. Consequently, I hope this will work but do not know if it will.

  1. Go to www.freelance-editorial-services.com and click on Client Services.
  2. Cclick FES Staff Log-in, which will bring up the log-in page.
  3. Eenter as the username demo and as the password staff and click Log-in (if someone is already logged in with this username and password, you may see a message stating you are already logged in toward the top of the page; if you see the message, click Go to Staff Service Home and continue with step 4).
  4. In the directory at the left, under All Your Projects, click wordsnSync Max to open the wordsnSync Max home page.
  5. Because you only have access to the demonstration project (A History of Freelance Editorial Services), only the demonstration project appears in the dropdown menu; click Load to bring up the stylesheet for A History of Freelance Editorial Services.

You are now viewing my online stylesheet just as an editor sees it and you can use it just as an editor can (a client sees a different view but does see the same content in the alphabetical “boxes”). Scroll down to see entries that have already been made. Feel free to make a few entries yourself. How it works should be self-explanatory. You type (or copy and paste) entries in the box at the top. If you type an entry such as

bluebird of happiness (BoH)

you can click the Add Entry to Stylesheet button (Reset Form clears out the entry box) and your item will automatically be entered in two places: first under B and in the form you typed it, and then in B acronym but in reverse form, like this: BoH (bluebird of happiness). If you try to add an entry that is already present, it won’t be permitted. Placement choices appear below the entry box.

After clicking Add Entry to Stylesheet, you are taken to a confirmation “page” where you will see other, “similar” entries. You can also change placement here. When satisfied, you can either click Confirm Entry to immediately add the text to the stylesheet or you can do nothing and, after 45 seconds, the text will automatically be added to the stylesheet.

After making an entry, watch the Newest Entries box at the left. Your addition will appear there. Via that box, each editor working on a project can see the newest entries as they are being added to the stylesheet or can check for entries made while that editor was offline.

I look forward to reading your comments on how my online stylesheet works and whether it convinces you to adopt online stylesheets for your editing work.

December 5, 2011

Editors and Contracts: Editor Beware!

My editing world is, admittedly, fairly narrow. Years ago, I decided that I would only do a certain type of work (subject matter-wise) and only for select clients (i.e., publishers, not authors). Consequently, the following discussion is shaped by 28 years of that narrow world and is focused on contracts between freelancer and publisher/vendor.

Over my editing career, I have been asked to sign a contract less than six times; I have never asked a client to sign one. Until recently, the last contract I was asked to sign happened a decade or more ago. I’m not sure why this is the case, except that I think my clients view the situation as I do — a contract isn’t necessary between companies.

Also until recently the purpose of the contract wasn’t really to detail the relationship’s obligations but it was to establish that I am not an employee and cannot be construed to be an employee of the client. In other words, it was to protect the client from my claiming that I was an employee of the client and entitled to employee benefits. The contract was designed to establish my relationship with the client should the Internal Revenue Service come knocking on the client’s door.

For the most part, once a client realized it was issuing payment to a company rather than to an individual, and once the client realized that I have payroll obligations, something employees of the client wouldn’t have, I think the necessity for a contract disappeared.

But recently I was asked to sign a contract.

The story begins with a publisher who asked me to edit a book that will run between 7,000 and 9,000 manuscript pages. The book has a “fussy” author (that’s fussy in the good sense of being both knowledgable about and caring of the use of language, not in the negative sense of being troublesome) and a short deadline of 12 weeks. Manuscripts of this size are what I commonly deal with and the short deadline just raises a challenge, not an obstacle that can’t be overcome. (And it is projects and deadlines like these that make investing in macros invaluable!)

Although I was asked by the publisher to take on the project, the work and payment would come through a third-party vendor. The publisher would simply tell the vendor that I was to be hired to do the editing and that the rate had been agreed on. I was to work with the vendor and not the publisher.

That arrangement is not unusual in today’s publishing world. It is more common, perhaps, at least in my niches, for my name to be on a list of preapproved editors from among which the vendor can choose and negotiate a rate. I admit that I rarely find that to be good for me.

So the project is agreed to and the procedure agreed to and the work starts. Nothing more occurs until I submit the first batch of edited chapters and an invoice. That is when the vendor tells me that there is a contract that the vendor requires every freelancer to sign. The purpose, I’m told, is to ensure confidentiality. (I wonder who would want to see the edited manuscript for one of these books other than the author, but I also have no problem with agreeing to confidentiality.)

So the standard agreement was sent for my signature.

Let’s start with a few questions to set the stage: How many editors read such agreements? How many understand the agreement? How many editors are willing to say no and refuse to sign absent significant changes? How many editors are fearful that if they do not sign the agreement an avenue of work will dry up and leave them in dire straits? How many editors would say to themselves “although I don’t want to sign I better because I’ve already completed x% of the work and I want to get paid”?

Okay, you have the idea as to the stage-setting questions and undoubtedly can add more to the list, yet it is the answers that matter.

The contract I was offered was wholly one-sided. I had all of the obligations and none of the benefits. I wasn’t even assured of receiving the project I had been hired for if I signed the contract. In addition, the contract was riddled with grammar and spelling errors, which would leave the terms of the contract in a state of flux. But the worst clause of all — and there were many candidates for this honor, not least of which was the clause that required editing perfection and set the vendor up as the sole judge of whether the editing was perfect  — was that any dispute arising from the relationship between myself and the vendor had to be resolved in a court in India! The contract even mentioned Indian labor laws, as if I would have any idea of what Indian labor laws permit, do not permit, or require. Interestingly, the contract was open-ended; no work was promised and no specific project named — the contract remained in force until explicitly terminated by the vendor. Does indenture sound familiar?

I have nothing against India but I have never visited the country, I have never worked in the country, I have no plans to either visit it or work there, and I know nothing about Indian labor laws. Why would I sign such a contract? More importantly, why would any non-India-based editor sign such a contract (perhaps it shouldn’t even be signed by an India-based editor)?

And consider the perfection clause I mentioned earlier. Professional editors know that there is no such thing as perfect editing. There are very few rigid rules in editing that apply universally and never change, which is why we have, for example, 16 editions of The Chicago Manual of Style and 11 editions of Merriam-Webster’s Collegiate Dictionary and 3 editions of Garner’s Modern American Usage.

I offered to sign a modified contract, but that was rejected. A colleague, Ruth Thaler-Carter, suggested to me that at the very least I should insist on a clause that reads along these lines (with additional modifications by me): “Freelancer cannot be held responsible for changes made by the Vendor once freelancer has submitted his/her/its editorial work to vendor and that should Vendor make changes that result in any form of liability to Freelancer, Vendor agrees to indemnify and hold harmless Freelancer at Vendor’s expense.”

Editors face a dilemma. They want and need the work that comes to them via third-party vendors, yet they really shouldn’t sign open-ended, one-sided contracts, especially ones that require them to use a foreign court system to resolve disputes. What editor could afford to go from the United States to India to enforce a claim for $500?

There is no easy solution to this problem. In my case, it was resolved to my satisfaction, but that was because of the intervention of the publisher, not because the vendor wanted to be reasonable. The vendor’s position was that you either sign the agreement as presented or you get no work. The vendor is really in the catbird seat because there are thousands of editors from which it can choose, but there are, by comparison, few vendors.

Could you walk away from such a job? Most editors cannot, which brings me back to a topic I’ve mentioned before: Professional editors really need a professional guild, at least a national one but preferably a worldwide one, whose focus is on protecting the member editors and finding the member editors work.

Even if you believe you have no choice but to sign on the dotted line, you should take the time to carefully read and evaluate any proffered contract. In addition, you should try to negotiate the more onerous clauses. Under no circumstance should you sign a contract like this that is open-ended. If you must sign such a contract, limit it to the project at hand. You never know when an open-ended contract will come back to bite you.

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