Article
August 13, 2024
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by Stephen

Is AI Indexing Nearly Here?

No surprise, publishing continues to react and interact with artificial intelligence. A couple of colleagues recently raised AI on a couple of indexing email lists. I get the sense that many indexers are concerned about the potential for AI to replace us, or at least that publishers will believe that AI can replace a human-written, thoughtfully constructed index. I have to admit I also feel uncertain about what the future holds. I wrote about AI and indexing last year, and I think it is worth considering again. 

Is Indexing by AI Nearly Here?

One colleague flagged this article from The Scholarly Kitchen, “AI-Enabled Transformation of Information Objects Into Learning Objects,” by Lisa Janicke Hinchliffe. Hinchliffe reviews three new AI tools which purport to help readers access and understand academic writings. Of particular interest to indexers is what Hinchliffe writes about Papers AI Assistant: 

When exploring the functionality as a beta tester, I was curious how the results compared to my pre-AI tool practice of making heavy use of CTRL-F to locate keywords in lengthy texts. I found that, not only did the Papers AI save me a great deal of time by providing me with an overview annotated with links to specific sections of the text, it also often alerted me to places in the text where my topic of interest was conceptually discussed without the use of the specific keywords I would have searched.

Did you catch that last bit? Papers AI Assistant can apparently identify discussions of interest without the use of a keyword search. That is what a good index is supposed to do. Is this the beginnings of an AI that can replace indexers? Hinchliffe also writes that, “I am excited by the possibilities these AI tools offer for moving the focus from access to information to comprehension of it.”

A few thoughts: I have to admit that I am skeptical of the claim or hope that Papers AI and similar tools will help readers comprehend information. My sense is that AI works best as a tool, with the user clearly understanding its strengths and limitations, and with the user making the final decision on the quality of results and how best to use the results. That is similar to how I use the search function when indexing. Search is useful for double-checking facts and mentions, but I know that it doesn’t catch everything and isn’t good at providing context; I still need to read and understand the book. My fear is that many users will uncritically accept whatever the AI tool tells them, turning a program like Papers AI into glorified CliffNotes and enabling an even shallower engagement with the text. 

I think it is also worth pointing out that what is described here is not an index. An index is a static document that is browsable. That is very different from an AI highlighting a handful of potentially relevant passages. Browsability is key to an index because it allows the user to serendipitously find information they didn’t know they wanted to find. Being handed a few options leaves the rest of the text opaque and unaccessible. I imagine a user can keep asking the AI new questions, but that puts the onus on the user to know what they are searching for and how to ask relevant questions. 

Of course, if an AI can identify concepts and discussions in the absence of clear keywords, then a logical next step could be to ask that AI to generate an index. I can see value in the ability to create an index on the fly, for any document. I don’t know how much I would trust such an index, though. Hallucinations is one issue. Another is that AI, essentially, is built upon algorithms. Answers are always going to be follow a certain pattern. While indexing is built upon rules and conventions, the indexer also plays a key decision-making role as they shape the contents, phrasing, and structure. These judgement calls extend beyond the formal rules of indexing to take into account elements such as the audience and usability. I am skeptical that an AI would be able to understand and produce these nuances.

Another issue is that these AI tools are entirely digital. They will not work on a print book, though, of course, an AI-generated index could be published in print. Is the future of publishing and of engagement with texts entirely digital? Perhaps in academia and other specialized fields, in which there is so much information to access and consume. Print sales remain strong, however, and I am hopeful that there will continue to be a place for print indexes. Perhaps the future—finally arrived?—is what embedded indexing has long promised, which is one index capable of being used in multiple formats. 

Besides AI replacing indexers, I think it is also worth considering how we as indexers can use AI in our own work. I am aware of one colleague who uses ChatGPT to summarize complicated books and to answer queries about the text, which helps that indexer comprehend the book more quickly. Which sounds very similar to what Papers AI claims to do. I think that is a legitimate use of AI. So long as the indexer is in control—using the AI as a tool, understanding both indexing best practices and the contents of the book, and is actively shaping the index—then why not use AI? I’m also open to having AI index elements which are time-consuming to pick up, such as scientific names, so long as the indexer is providing quality control. What I don’t want to see are indexers—or anyone else—passively accepting an AI-generated index, assuming that it is accurate and functional when it is actually not. That is my worse nightmare about AI, that we abdicate our critical thinking and decision making skills, potentially leading to errors and disasters because we have lost the ability to assess what AI is telling us.

Author Pushback

In contrast to the gold rush to embed AI into publishing, another colleague pointed out that some books are beginning to be published with prohibitions against AI and machine learning listed on the copyright page.  I also recently noticed this in a book I am indexing.

I’ve also heard from a trade client that their authors are starting to insist that book contracts include a clause that their books will not be uploaded or otherwise used to train AI. By extension, this means that all freelancers hired by this press, including myself, are not allowed to use AI tools while working on their manuscripts and proofs (which isn’t a problem for me, since I wasn’t doing so anyway). 

Will authors and publishers win against AI? Will publishers find ways to enforce their contracts and prohibitions? Will publishers change their minds, or will AI developers sufficiently address the fears that authors have? I suspect this may be an area where the publishing industry goes in two different directions: some segments, such as academic publishing, which prize easy access to information (provided you can get behind the paywall), will embrace AI, while other segments, which care more about the author and which sell directly to readers, will reject AI. 

Or, maybe AI in publishing is a bubble and these new applications will fail to live up to their hype. 

I still think that someone will try to develop an AI capable to writing an index. Some publishers will probably adopt it for the sake of saving time and money, even if the resulting indexes are useless. I am also hopeful that the value of the human touch will remain. Even if AI is incorporated into our work, I think there is still place for human guidance and discernment. Machines may be capable of generating an approximation, but only humans can create what is truly useful for other humans.

Article
July 9, 2024
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by Stephen

One Year Book Birthday!

My book is one year old! Well, close enough to a full year. The official one year mark is July 11, two days from now. 

I feel like this anniversary has snuck up on me. Sales for Book Indexing: A Step-by-Step Guide have slowed over the last few months, but still plugging away at 5-8 copies per month. I probably could do more to market the book, though I find my attention elsewhere, and at a certain point, I think, you need to let books grow on their own. But I am still very proud for what I’ve accomplished writing and publishing Book Indexing. I occasionally hear from people that they have bought and read the book, which is always a lovely surprise and affirmation.

With the book out in the world for a full year, I thought this would be a fun opportunity to do a quick round-up on how the book has fared, as well as a good time to announce that the ebook version is once again on sale at Smashwords. 

Sales Update

Book Indexing has sold 206 copies to date, which I am thrilled about. I was really hoping to hit the 200 copy milestone within this first year. This breaks down to 106 print copies and 100 ebook copies. Ebook sales appear to be on the verge of overtaking print. Maybe Book Indexing can reach 300 copies by this time next year?

I find this breakdown between print and ebook interesting because I think it bucks a few different expectations. On the indie author side, my understanding is that the vast majority of sales tend to be ebook, though that may also be primarily for fiction. I am not sure what the numbers are for self-published nonfiction. While on the indexing side, most indexers I know are book people and like to own physical copies. So while I am not surprised at the number of print sales, I am a bit surprised at how print sales have slowed while ebook sales are holding steady. On the other hand, some of the ebook sales are from places like Japan, India, Serbia, and Australia, where I imagine it is more difficult or expensive to get a print copy. Whatever the reasons, I think I made the right decision to make the book available in both formats, and I’m happy that Book Indexing is finding its readers. 

Library Availability

I also recently checked Book Indexing in Worldcat and was surprised to see that it is available from five libraries, including public libraries in Greeley, CO; Richardson, TX; and Washington, DC. A huge thank you if you put in a word for me at your local library.

Libraries can order both the print and ebook versions. I think having the book available in libraries is a win-win for everyone. I still receive royalties for the sale and people can discover the book for free. If you’d like to see Book Indexing in your local library, please consider contacting your library and requesting it. I know my local library welcomes requests and yours probably does too. 

Marketing

I had a bit of momentum in the first six months or so after Book Indexing was publishing. I pushed past my fear of stuttering in public and completed two podcast interviews. The first was with Mark Leslie Lefebvre on his Stark Reflections podcast and the second was with Michelle Guiliano on the Freelance Indexer Exchange. 

I also received two positive reviews, from Daniel Heila in Key Words and Madelon Nanninga in The Indexer. I am so grateful for their feedback and kind words. With a book like this, I hoped it would be well received by my peers and colleagues, but it’s hard to predict. At least, I don’t want to assume. 

I also recently published an article in the June 2024 edition of The Indexer, in which I discuss my experience writing and publishing Book Indexing.

Otherwise, my focus has shifted. I still have my regular indexing workload. I recently presented at the Canadian indexing conference and am preparing to present again at another conference in a couple of months. I’ve also been getting back into writing fiction.

Looking ahead, one of my goals this year is to redo my website, which is badly out of date. Among other aspects to update, I want to better showcase my book and explain what it is all about. I am also thinking of taking, probably in the fall, Austin Church’s six-week Morning Marketing Habit course, to learn and develop better marketing habits, for both my indexing work and my book. For the time being, these are my two marketing goals going forward. 

Smashwords Summer Sale

If you are interested and haven’t yet picked up the ebook version, Book Indexing is once again 50% off at Smashwords.  The sale runs for the entire month of July. It’s hard to learn how to index for much cheaper. If you know of someone who would be interested, please feel free to share the link. Recommendations count for a lot.

Thank You

Thank you again for all of your support on this writing and publishing adventure. I wouldn’t be here—and Book Indexing wouldn’t be here—without your interest and encouragement. I am grateful to have you as a reader.

Article
June 25, 2024
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by Stephen

When Subheadings Are Not So Useful

I love subheadings. They add so much to an index, breaking down long strings of locators into smaller chunks, highlighting meaning distinctions, and gathering related entries into lists so readers only need to search in one place. As I discuss in my last reflection, subheadings can also reflect the story that the text is telling. Well-written subheadings are clear, specific, and meaningful.

But…in indexing there is always a but. Occasionally, a project comes along that proves the exception. 

This happened with a recent index I wrote, for To See What He Saw: J.E.H. MacDonald and the O’Hara Years, 1924-1932, by Stanley Munn and Patricia Cucman (Figure 1 Publishing, 2024). J.E.H. MacDonald was a Canadian painter and a member of the Group of Seven. He fell in love with the landscape around Lake O’Hara, in the Rocky Mountains, and spent several summers there painting. This book takes an interesting approach to MacDonald. Over the course of almost twenty years, the authors sought to identify the exact locations where MacDonald painted. The bulk of the book is composed of a brief discussion of each of the O’Hara paintings, alongside a photograph of what the scene looks like today. The rest of the book is composed of an introduction, an overview of each of MacDonald’s eight trips, and excerpts from MacDonald’s diaries and other writings. The result is a beautifully illustrated coffee-table book. 

The instructions from the press were to only index the paintings, people, and places. While narrow in scope, there isn’t too much else discussed, and these are what readers are most likely to want to find, so I thought the instructions reasonable. Figure 1 Publishing is also very good at providing clear specifications for how long the index can be. For this book, the specs were 55-60 characters per line, for 675 lines total. 

I quickly realized that the book mentions a lot of paintings and places. The book discusses 226 paintings, almost all of them by MacDonald. With each painting taking up at least a line, some of them more, the paintings alone fill up about a third of the index. The rest of the index is mostly places—mountains, lakes, creeks, trails, huts—in and around Lake O’Hara that MacDonald either painted or visited. In comparison, only a few people are mentioned.

I also realized that the book contains a lot of repetition. For example, the same mountain may appear in a couple dozen different paintings. That mountain is mentioned again in the overviews of MacDonald’s trips, and then again in MacDonald’s diaries. This kind of repetition makes sense given how the book describes the same events and paintings from different angles, but it does mean that the mentions add up. Arrays with especially long strings of locators include Cathedral Mountain (49 page references), Hungabee Mountain (39 references), Odaray Bench (34 references), Lake McArthur (32 references), and Lake Oesa (27 references).

Normally, I would add subheadings to these arrays. Asking readers to look up each page reference is a big ask. But for this index, I left those strings, for paintings and places, intact. 

Not using subheadings was a conscious decision, and one I didn’t make lightly. My initial instinct was to find subheadings. But as I indexed and considered the entries, I also realized that subheadings would not be so useful in this particular index. Wanting a second opinion and to avoid surprising the press with a departure from my usual approach, I also queried the editor I was working with and got their approval.

I decided to not use subheadings for two reasons. One, I realized that too many subheadings would quickly make the index too long. Unfortunately, space constraints can sometimes mean putting aside the index that you want to write for the index that fits. In these situations, I need to be strategic about picking and choosing the subheadings that will have the biggest impact, while also being okay with other arrays not having subheadings. 

More importantly, though, for this book, I couldn’t think of subheadings that I was satisfied with. For subheadings to be effective, they need to clearly articulate additional information that readers can use to narrow their search. But what if there are no clear distinctions between locators? In that case, I think the long strings of locators should be left alone. It is not helpful to introduce artificial distinctions or to get so granular that context is lost. 

As I mentioned, this book contains a lot of repetition. Places either appear in MacDonald’s paintings, are places that MacDonald visited, or both. This doesn’t provide much to hang a wide range of subheadings. 

I briefly considered listings all of the paintings that each mountain or other feature appears in, along with a subheading for MacDonald’s presence at. For example, 

Cathedral Mountain: MacDonald at; in painting 1; in painting 2; in painting 3; in painting 4; in painting 5; etc…

But this approach presents a few problems. Some arrays would have been enormous, with a dozen or two subheadings for each of the paintings. Besides the space issue, I’m not convinced that listing each painting would have been meaningful to readers. Would readers remember the titles of individual paintings? In many cases, multiple paintings shared the same title. Thankfully, the authors give each painting a unique alphanumeric code, which I included in the index to differentiate. For example, “Lake O’Hara (25-1.3(S))” and “Lake O’Hara (30-3.1).” But I imagine it would still be difficult remembering which is which. Alternatively, I could have created a subheading for “in paintings,” but that would have still resulted in a long string of locators, as would the subheading “MacDonald at.” “MacDonald at” also isn’t very useful since readers can presumably assume that MacDonald was there, as that is the focus of the book. 

Given the space constraint and that either way—with a couple of generic subheadings or without subheadings—the arrays would have long strings of locators, I decided it was best to keep the arrays simple and to forego subheadings. This does mean that readers will need to search through each locator, though readers should also quickly notice the repetition, and it is all there for the dedicated searcher. 

This isn’t to say that I avoided subheadings entirely. I did use them in a few places, mostly for people, though even with people I found it difficult to avoid longer strings of locators. Many of these references are brief mentions and again reflect the repetition throughout the book. For example, here are two arrays for MacDonald’s friend, George Link, and wife, Joan.

Link, George K.K.
     about, 234, 343n83
     Lake O’Hara Trails Club and, 340n25
     MacDonald and, 82, 91, 104, 107, 113, 114, 143, 215, 224, 233, 234, 239, 243, 249, 252, 253, 254, 256, 258, 264, 294, 301, 307, 308, 310
     photographs, 246, 260

MacDonald, Joan
     encouragement from to travel west, 13, 202, 205
     letters to, 93, 96, 115, 120, 121, 122, 131, 167, 175, 200, 203, 204, 205–6, 211–12, 229, 230–31, 236, 240, 256, 265
     Links and, 341n47
     MacDonald’s departure west and, 250
     mentions in MacDonald’s diary, 304, 308
     O’Hara trip with MacDonald, 36, 123, 191, 217, 221, 222, 223–24, 259
     photo album, 224

While I highly encourage you to include subheadings and to make sure that subheadings are clear, specific, and meaningful, I think it is also worthwhile considering the exceptions to the rule. I hope that my approach to the index for To See What He Saw, about J.E.H. MacDonald’s paintings in and around Lake O’Hara, is helpful for considering when subheadings may not be useful. If there is a lot of repetition in the text, if it is difficult to find meaningful distinctions, and if there is a hard space constraint, then it is okay to have long strings of undifferentiated locators. It is not ideal, but it may still be the best solution for that particular text and index.

Article
June 11, 2024
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by Stephen

Indexing as Storytelling

What does the process of indexing consist of?

Is it primarily a process of extracting terms from the text? I’ve noticed, when talking to readers and editors, that this seems to be how many people conceptualize writing an index. It is less writing and more data mining. 

I want to suggest an alternative approach. While identifying and picking up key words is important, I don’t think that that is enough. A excellent index should also contain an element of storytelling. 

I also want to address a mistake that I’ve seen newer indexers make. It is being so focused on the myriad details of the text that they—and the index—lose sight of the larger context. I’ve noticed this especially in subheadings. I don’t think that this is an intentional mistake. Books contain such a tsunami of information that it can be difficult to know where to focus. This is why I prefer to spread the work out over several days, so my mind has time to process and absorb what I’ve read. If you struggle to keep the big picture in mind while indexing, I hope this reflection gives you some pointers.

As a caveat, while writing this I have in mind narrative-driven books. Think histories and biographies. These are books that typically contain a lot of detail while also telling a story. Other sorts of books, such as in the social sciences, how-to guides, or law, are more technical in nature and may not have an overt narrative (though every book should have some sort of structure). But even for more technical books, it is important to keep the larger context in mind. 

Context, Context, Context

In my book, Book Indexing: A Step-by-Step Guide, I discuss what I call the hierarchy of information. At the top is the metatopic, which is what the entire book is about. Below that are the supermain discussions, which are the handful of major arguments or areas of focus that comprise the metatopic. Below the supermain discussions are the regular discussions, which are the sub-discussions which flesh out the supermains. At the very bottom are all the little details, typically names, places, events, etc… All of these layers are nested together and should be reflected in the index.

When I refer to the context or the big picture of a book, I am talking about the metatopic, supermain, and regular discussions. These are the overarching discussions that give meaning to the smaller details. Problems can arise when the indexer fails to link back to the context, leaving readers confused about the meaning or relevance of an array or subheading.

Audience as Context

Before I jump into some examples at the subheading level, which is where I usually see this issue, I also want to mention that the book’s audience is also an important context. Not every detail is indexable. Before starting the index, think about what is important to the readers.

I’ve seen it happen when the indexer is so focused on picking up the details that they forget to assess whether the details are relevant. For example (and this is a made-up example, as I don’t want to embarrass anyone), say the book is a memoir on hiking Mount Everest. The author also briefly discusses, over a few paragraphs, a previous trip hiking Mount Kilimanjaro. Since it is discussed, Mount Kilimanjaro should have a main entry, but because the overall focus of the book—and presumably of readers—is on Mount Everest, the indexer does not need to pick up specific details about people and places associated with Mount Kilimanjaro. Those details are not relevant and will bloat the index. Instead, focus the index on Mount Everest. 

Using Subheadings to Tell a Story

Now let’s discuss subheadings.

Subheadings are crucial for breaking down large arrays into searchable chunks, but they are only effective if they are clearly written. Subheadings which are too granular and disconnected from their context are not helpful.

Consider this example. This is also made-up and is similar to real arrays that I have seen.  

Obama, Barack: communications with; congressional leaders and; economy and; Iraq and; oil and; as president; Senate and

How much do you understand about Obama from these subheadings? Do you have a clear sense of what you will find if you let these subheadings direct you?

To start, who is Obama communicating with? About what? It could be about anything. The subheadings “congressional leaders and’ and “Senate and” are a little more specific. If the text itself is vague or if these subheadings cover multiple interactions, then this level of vagueness may be appropriate. But what if we learn that these three subheadings are all referring to negotiations over the Affordable Care Act? Now we have context.

“As president” is also an unhelpful subheading, since most readers should know that Obama was president. Does it help to learn that the context is being elected during the 2008 presidential election? The other subheadings, for the economy, Iraq, and oil, may be clear enough, though it again depends on what the text is actually about. 

While all of these subheadings are technically correct—Obama is indeed communicating with someone, he is president, and he is doing something in regards to the economy—these subheadings also feel disconnected from anything concrete, at least to me. If we revise these subheadings to more accurately reflect the larger discussions, we get the following array. Which seems more connected to his presidency? Which is more helpful to readers?

Obama, Barack: 2008 presidential election; Affordable Care Act; economic policies; Keystone XL pipeline; withdrawal from Iraq

Let’s look at another example. Sometimes subheadings within an array are treated as a list, as in a list of names. 

Microsoft: Allen; Ballmer; Gates; Nadella; Wallace

These are all key players in Microsoft’s history. They are important and should all have main entries, but is listing them as subheadings really the best use of the Microsoft array? It doesn’t tell us much except that these people all have links to Microsoft. Why not use the subheadings to instead tell Microsoft’s story? Gates, Ballmer, and the others can still be in the index; just not the focus here. 

Rewriting the Book in the Index?

At this point, I can imagine a couple of objections. Is storytelling really appropriate within an index?

A common rule of thumb is to not rewrite the book in the index. I understand the point, that the index is supposed to direct readers to where the discussion actually is. But the index can only direct if the entries are clearly written. One of the best ways to be clear, in my opinion, is to connect to the larger context. I enjoy stories, and so I like to think of this as storytelling. If it helps, think of this as being clear and specific. What will resonate with the reader? Use that to hook the reader and send them in the right direction. 

It is also important to select the level of specificity that matches the discussion in the text. Returning to the Obama example, the Affordable Care Act is much more specific, and therefore more meaningful, than a generic subheading for healthcare policies. But if the discussion in the book is more like a broad overview, as in an overview of various economic policies, then a subheading at a broader level, like “economic policies,” would be the better choice.

Storytelling vs. Lists

I am also not saying that you should never make a list. Using subheadings to gather information into a list is also a valid approach. The two approaches can even be used in the same index. For example, for a book about Margaret Atwood, the main array for Atwood could tell the story of her life and career while a separate array—perhaps appended using the em-dash-modified format—could list all mentions of her novels and other writings. Books that are more technical in nature, rather than narrative-driven, may also favor lists over storytelling. The trick is knowing when each strategy is appropriate.

I also think that storytelling—making sure that the big picture is adequately represented in the index—can be more difficult to do, or at least more difficult to remember. It is summarizing and pointing towards the narrative and structure that exists within the book. Gathering together a list is often easier. 

When indexing, remember that you have options for how to present entries and information to the reader, and that your goal is to clearly communicate what the book is about.

Taking a Step Back

So how do you see the big picture? How do you channel that wave of information that is threatening to overwhelm you?

I find it helps to pause and take a step back. I especially do this if I feel like I’ve lost sight of the author’s argument or point. Or if there are a lot of names and other details and so it is easier to make two passes over that section, once for the details and a second time to see the full picture. I ask myself, “What is this discussion about, anyway?” Once I’ve identified the overarching discussion, I may need to go back and create entries for the context that I’ve missed.

If you struggle to see the big picture or the hierarchy of information, try to develop a habit of pausing and reflecting. Read until you hit a transition. Pause. How would you summarize the discussion you just read? How does the discussion fit into the larger structure or narrative of the book? Try completing the following sentence: “This section is about…” Be clear, specific, and meaningful. Once you have your answer, put it in the index.

Article
June 8, 2024
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by Stephen

Finding Your Indexing Niche

Last month was very busy for me, culminating in the Indexing Society of Canada’s virtual conference, where I co-presented with Enid Zafran on the current state and future of embedded indexing. I may write more later about embedded indexing, but in the meantime, our findings reminded me of how segmented publishing is.

Publishing houses range from small regional or literary presses that only publish ten or twenty books per year to the giant behemoths, such as HarperCollins or Penguin Random House, with their dozens of imprints. Or, from a small university press that specializes in a handful of subjects and, again, maybe only publishes ten books per year, to the massive scholarly presses like Oxford UP or Palgrave MacMillan. There is also now the distinction between traditional publishers, who buy book rights, and hybrid publishers, who give authors both more responsibility and more control. Self-publishing is also an increasingly viable option.

Some publishers manage production in-house and want to be in direct communication with their freelancers while other publishers prefer to make indexing the author’s responsibility and/or work through third-party production companies. Some publishers prefer embedded indexes while others want a separate back-of-the-book index. Some publishers care about the quality of their books and are willing to pay their freelancers a fair price while other publishers only seem to care about volume and spending as little as they can. 

Then, of course, there are the countless subjects that books are published in. Some publishers are very specialized, while others—especially large publishers—publish across a wide range of subjects.

What this means for you, as a freelance indexer (or editor, or designer, or project manager), is that the type of work you get, the type of clients you work with, and possibly even your income, can vary considerably depending on how you position yourself within these submarkets. 

Do you want to exclusively write embedded indexes? You can do that, and probably receive more offers for work than you can accept. Do you want to specialize in science and engineering texts? You can do that too. Work only with authors? Or only with publishers? You can market yourself to get those results. 

Being a freelancer within an industry as vast as publishing is both an advantage and a challenge.

The advantage is that you can’t possibly work for everyone. This gives you the freedom to pick and choose. Be competitive by choosing a segment or two that is interesting to you and that other indexers are maybe less active in. Only market towards the clients you want to work with and ignore the rest. Find a way to differentiate yourself.

The challenge is that it can be difficult to break into a niche. It takes time to build a reputation and for your name to be passed around word-of-mouth. It can be difficult to identity and contact the gatekeepers who hire or refer freelancers. I am currently trying to shift towards indexing more Asian studies and religious studies books, and even I am finding that to be a slow process. It can also be a challenge to know which niches to pursue.

But even if you experiment with a few niches to see which sticks (which is certainly fair to do as you get started), I still encourage you to try and narrow your focus. It is easier to build expertise in a subset of subjects or with a subset of clients than to be an expert at everything. And while it takes time to break in, once established I think you will find that you have more than enough work.

As you think about which niches to pursue and how to differentiate yourself, consider some of these questions:

  • What subjects do you enjoy? What subjects do you already have some expertise in?
  • Do you have a preference for trade books or scholarly books? What about other areas, such as journals, databases, and websites?
  • Do you enjoy embedded indexing? Are you willing to learn?
  • Do you prefer working with authors or publishers?
  • How much do you want to earn? Which clients are more likely to pay what you want?
  • How many projects do you want per month or per year?

Many indexers, including myself, work within a few niches. Having variety is both an insurance policy against one niche or client disappearing, and switching back and forth between different subjects or types of projects can also be more enjoyable. But I think most long-time indexers would also agree that they don’t try to serve everyone. That is simply too much to ask for one person.

Have a focus, or two or three. Become a recognized expert in those areas. That will serve you better in the long run. To be different is to be competitive. 

Article
May 14, 2024
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by Stephen

Indexing Yellowstone’s Wolves

It is not too often that I have the privilege of indexing an entire series. It is also not every index in which structure plays such a prominent role. I mean, structure—deciding which entries and arrays to create, where to place them within the index, and how they relate to each other—is always important, but for some indexes structure can play a heightened role.

I recently indexed the fifth volume in the Alpha Wolves of Yellowstone series, written by Rick McIntyre and published by Greystone Books. Rick has been observing and studying the wolves at Yellowstone National Park for about 25 years. His books are an intimate portrayal of the lives of the wolves, beginning with the first generation that was reintroduced into Yellowstone and continuing up to the present day. Each book typically focuses on one or two key individuals, and from there explores the dynamics within packs, between packs, and the role that wolves play within the Yellowstone ecosystem. I indexed the first volume, The Rise of Wolf 8, in 2019, and the latest volume, Thinking Like a Wolf, will be released later this year.

I highly recommend the series if you are interested in wolves, Yellowstone, or animal conservation. My Grandpa even enjoyed the first couple of volumes, when he was still able to read. I remember visiting and discovering the books in his home. He was pleasantly surprised to learn that I had indexed them, though to be honest, I don’t know if Grandpa ever fully understood what it is I do.

Indexing Wolves

From an indexing standpoint, the books present an interesting puzzle. The focus is squarely on the lives of the wolves, though with a few dozen wolves discussed and mentioned in each book, it can be difficult to remember which is which. Most of the wolves are radio collared and assigned a number (wolf 8, wolf 480, wolf 996, etc…). While the numbers make it easier to differentiate, they can also be difficult to remember. There are also a few wolves without radio collars who are referred to by nicknames, such as Big Blaze, Medium Gray, and Slant.

Another challenge is that while the author does an excellent job of weaving a narrative, there are also a lot of elements in the lives of the wolves that are repetitive. The wolves grow up, they find mates, they raise pups, they hunt, and the next year, if they survive, they do it all over again. They also frequently interact with other packs and other animals, such as bison. Each book typically spans several years, following the lives of the featured wolves. How best to index all of that without making the index too repetitive?

Both of these challenges have to do with structuring the index, which proved to be the biggest challenge. The structure should be meaningful to the subject matter and easy to use. Though once I figured out my approach, I used the same approach across all volumes. For a series, it helps to have the same indexer throughout to maintain consistency, so that readers know what to expect in each subsequent volume. 

In this index profile, I am going to outline how I approached the structure, using examples from the third volume in the series, The Redemption of Wolf 302, which was published in 2021. 

Placing Wolves in Context

As I mentioned, it can be difficult to remember which wolf is which. It can also be difficult to remember which wolf is part of which pack. So, I decided to use the em-dash-modified format to place all of the wolves together within their respective packs.

The value of this approach is that it keeps each pack together. Readers only need to look in one place to see all of the details about that pack. The downside is that this can lead to large arrays. One of the largest in The Redemption of Wolf 302 is for the Slough Creek pack, with 36 subheadings under the main heading and 16 members listed using em dashes.

To give a shorter example, here is the main heading and 4 of the 11 wolves listed under the Agate Creek pack:

Agate Creek wolf pack: background, xxii; Blacktail pack formation and, 200, 201–2; breeding, 108, 160, 207–8; confrontation with Druid Peak pack, 20–22; confrontations with Slough Creek pack, 35, 96; grizzly encounter, 135; humans encounter, 136–37; injured pup, 158, 165; membership changes, 214; pup rearing, 136; size, 23, 206–7; Slough Creek pack’s territory and, 139; visits between related females from other packs, 218; wolf 302’s interest in females, 162

—Big Blaze (alpha male), 197, 201, 206, 208, 209, 214

—wolf 06: introduction, 85, 92, 141; Blacktail pack and, 200–201, 208–11; future of, 245; hunting abilities, 211; independent living, 214, 220; interest in wolf 302, 163; photographs, plate 7, plate 8; relationship with sister, 136; return to Agate pack, 207–8

—wolf 471. See under Lava Creek wolf pack

—wolf 472 (alpha female): avoidance of Slough Creek pack, 35; breeding, 108, 160, 207–8; confrontation with Druid Peak pack, 21; disturbance from humans, 137; pregnancies and pups, 85, 92–93, 135, 214; relationship with wolf 113, 106–7

Individuals vs. Packs

Using this structure, I also differentiate between discussions about the pack as a whole and discussions about the individual members within that pack. In the example above, the initial set of subheadings under the “Agate Creek wolf pack” main heading are about the pack as a whole. Those discussions generally involve multiple members of the pack or, in the case of the injured pup, an unnamed member. Those subheadings also provide an overview of the pack’s activities.

Specific discussions and mentions about each member are found under each specific wolf. There is some overlap between the pack-level subheadings and the specific members. For example, under the alpha female wolf 472, the subheadings for “breeding” and “confrontation with Druid Peak pack” are also under “Agate Creek wolf pack.” This reflects the fact that pack-level activities involve specific wolves, which are often mentioned, and so double-posting is necessary. Though I also try to honor this distinction between pack and individuals, and not everything needs to be double-posted. 

Directing Readers

With so many wolves, and with the wolves indexed under their respective packs, it is also important to clearly direct readers to where the wolves can be found. I’ve done this in two ways.

One, all of the wolves are listed (not double-posted) as a main entry with a cross-reference to their respective pack. With 45 numbered wolves in this volume, this makes for a very long list of cross-references in the W section of the index. While it looks awkward, I think it is the clearest way to direct readers. For example,

Big Blaze. See under Agate Creek wolf pack

wolf 21. See under Druid Peak wolf pack

wolf 629. See under Slough Creek wolf pack

Two, some of the wolves leave their birth packs and either join a different pack or help establish a new pack. Some wolves move multiple times. For these wolves, I also include cross-references from their former packs to their new pack. For example,

Agate Creek wolf pack

—wolf 590. See under Slough Creek wolf pack

—wolf 642. See under Blacktail wolf pack

I chose not to double-post the wolves because I think the wolves make the most sense within the contexts of their packs. I want readers to be able to see the full picture. With so many wolves, I think it also helps readers if the wolves are handled consistently, so readers come to expect that the wolves will always be in a certain place. Also, with such a long list of wolves in the W section, I think that list is easier to scan if they are all cross-references, instead of cross-references mixed with page numbers.

Labeling the Alphas

To further differentiate the wolves, especially the leaders, I also decided to use glosses to label the alpha males and females. These wolves tend to be discussed more, and I thought a gloss would help readers identify them more easily. For example, under the Blacktail pack:

Blacktail wolf pack

—Big Brown (alpha male): as beta male, 207; Blacktail pack formation and, 206, 215; breeding, 203, 208, 209; mention, 218; name, 201; as new alpha male, 241; pup rearing, 228

—wolf 693 (alpha female): introduction, 92; aggression against sister, 136, 200, 211; Blacktail pack formation and, 201, 215; breeding, 203, 207, 208–9, 212; denning, 218; photograph, plate 8; pup rearing, 219, 222, 224, 225, 227; in Quadrant pack’s territory, 235, 236, 238, 241; relationship with wolf 302, 214, 237; unpopularity, 216

Indexing Repetitive Elements

As I also mentioned, one of the challenges of indexing these books is that wolves tend to do the same sorts of things throughout their lives. If all goes well, the wolves will breed and raise a new litter of pups every year. The wolves also hunt, encounter other animals, and interact, sometimes aggressively, with other packs.

I decided that it did not make sense to organize the arrays chronologically, as in a new subheading for each litter of pups. That would greatly lengthen the index and make it more difficult to read. Instead, I decided to gather like happenings together, regardless of year or the number of times it happened. For example, under Agate Creek’s wolf 472, above, I include all references to her pregnancies and pups into one subheading. 

I also use similar wording for subheadings throughout the arrays. As seen for the Agate Creek pack, above, I have subheadings for “confrontation with Druid Peak pack” and “confrontation with Slough Creek pack,” as well as “grizzly encounter” and “humans encounter.” This helps to signal to readers that something similar is happening in each subheading, and it helps to keep double-posts, such as under the Druid Peak and Slough Creek packs, consistent throughout the index. 

To give another example, elk are among wolves’ preferred prey, with the book describing multiple hunts. In the array for elk, I differentiate the hunts by pack and by wolves, which are also double-posted under those packs and wolves.

elk: breeding season and, 65; calves, 222; conflict between packs over, 22, 98, 202; hunting by Druid Peak pack, 38, 88, 112, 141, 142, 143–44, 149, 151, 163–64, 176–77, 179–80, 185–86, 222, plate 4; hunting by Slough Creek pack, 16–17, 45, 53, 57, 120–21, 127–28, 165, 176–77, 191, 195; hunting by wolf 06, 211; hunting success rate, 185; injuries from, 180–84; near den sites, 41, 187–88; scabies, 149–50; shortage of, 217; wolf 302’s fear of carcasses, 112–13

 

When structuring an index, every entry has its place. 

This is especially true for the books in the Alpha Wolves of Yellowstone series. Containing a lot of wolves, and a lot of details about wolves being wolves, the index entries needed to be structured in a way that made sense for the subject matter and was easy for readers to navigate. 

I hope I have accomplished that with my approach. While every index has a structure, I needed to think more deeply and be more creative in my approach for this series. I also hope that these examples give you some ideas for what is possible and for how to approach a book with unusual needs.

Article
April 30, 2024
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by Stephen

The Future of Indexing Software

From my perspective as a relatively younger indexer, it feels like indexing is in the midst of a generational turnover, both in terms of long-time indexers nearing retirement and in regards to software. A lot of programs developed in the 1980s and 1990s are still vital to our work, but what happens when their developers either retire or die? The indexing community has been struggling with this question over the last few years. Dave Ream died unexpectedly in 2017, leaving his programs orphaned. Margaret Berson died in 2022, leaving behind her macros. MACREX is now available for free, after its co-developer, Drusilla Calvert, and longtime North American support person, Gale Roades, both died. The latest program to undergo a change in status is Cindex, though thankfully everyone involved is still alive and well.

If you are part of some of the indexing email lists, then today’s reflection may not be news to you. However, I think Cindex’s latest news could be of real value if you don’t yet use dedicated indexing software. I think it is also worth reflecting on what the future of indexing software may look like. 

Cindex

The software I use, Cindex, is officially open source as of April 1, 2024. (No, that’s not an April Fools joke.)

This was a huge surprise to the Cindex community. Cindex was originally developed by Frances Lennie, the owner of Indexing Research, in the mid-1980s, and has become one of the top indexing programs, especially for those of us on a Mac. As part of legacy planning, Cindex was sold to Scribendi, a larger editorial company, in 2022. I don’t think anyone anticipated that Scribendi would change their mind so quickly and seek to offload Cindex, though Scribendi was itself acquired by another company in 2023, so perhaps the new owners had different priorities.

Fortunately, the transition to open source has gone smoothly. A number of indexers have stepped up and have created free installers for both Mac and Windows, as well as have already made a few updates to the software. (I installed the latest version yesterday, which is working great.) Support also remains in place, with the Cindex email group continuing on. Maria Sullivan, an indexer who  has provided support for decades, is also making plans for how to effectively provide support in this new era. More details about all of that, including links to download the software, at the new Cindex website, here.

I have to admit I was apprehensive about this change. I have no technical skills in regards to software development and was concerned that Cindex would stagnate and eventually become obsolete. I am very thankful and relieved that others do have the necessary skills to keep Cindex going, and are willing to step in and make that happen. 

I have used Cindex since 2013. I find it intuitive and easy to use. The value for me to two-fold. Cindex handles all of the formatting, such as alphabetical sorting and punctuation, as well as easily flipping back and forth between run-in and indented formats, which is a huge timesaver, as well as ensuring I don’t accidentally introduce errors. Cindex also makes it easier to input entries, and to manipulate and edit the index. Cindex allows me to focus on the fun stuff—reading the book and crafting the index—by taking care of the fiddly technical details.  

If you’ve been considering using indexing software but haven’t yet made the jump, this is a fantastic opportunity to acquire professional software for free. I highly recommend Cindex. Again, you can find the download links and installation instructions here.

Picardy

I also want to mention another program. Picardy is freeware (not open source) and is currently available for Windows and Linux, with a beta version available for Mac.

I have not used Picardy. When I was writing my book, Book Indexing, Picardy was just starting to be developed and tested. At that time, I decided not to mention it because I didn’t know if it would work out and stick around. I’ve since heard of at least one professional indexer who has stated that they are happy with it. So, if you are looking for another free option, considering giving Picardy a try. You can find more details here.

The Future of Indexing Software?

One of the enduring problems that indexing faces is that it is so niche. Though integral to publishing, the number of indexers worldwide is small. I suspect this is why indexing software tends to be home-grown, initially developed by working indexers for their own use, as there is not enough of a market for larger software companies to be interested. This model of indexers developing their own software works fine so long as these indexer-developers remain active and willing to support their creations, but as I mentioned above, the indexing community seems to be in a time of transition.

I don’t think we can count on larger companies taking on these programs, as Scribendi was supposed to do for Cindex. Another possibility may be for indexer-developers to sell their software to a younger indexer who is willing and able to take over responsibility. I fully support software developers being compensated for their work. Michelle Guiliano, on this episode from her podcast, Freelance Indexer Exchange, suggests better compensation as a way to help keep these programs alive. Or, maybe the best long-term solution is to make these programs open source.

Open source does feel like a risk. What if the user base is too small and no one is willing or able to step in and volunteer to keep the software going? Some programs may fade away, which may also reflect that technology changes and that better options are now available. But the experience of Cindex gives me hope. Giving the software to the community can open up new opportunities and allow users to take the initiative to keep their favorite programs going. As indexer-developers think about retirement, maybe open source is the best way to ensure their legacy. 

What do you think? Do you have concerns about the future of indexing software? How would you go about making sure that these programs have a future? Feel free to let me know in the comments.

Article
April 16, 2024
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by Stephen

But Am I Really Qualified to Index That?

One of the challenges of being a freelance indexer is knowing where to draw the line on projects that are a good fit. Do you stick to subjects that you are comfortable with and for which you have prior professional or academic expertise? Or does indexing know-how mean that you can index anything?

I think it is a bit of both.

I consider myself a generalist, with some caveats. I am comfortable with most trade books, written for a general audience, since I consider myself part of that readership. I am comfortable with most scholarly books within the humanities and social sciences, though I have also learned that I have limits. While I can index philosophy, for example, I often struggle to wrap my mind around such abstract concepts. I index better and faster if I stick to subjects like history or political science that are typically more concrete. Then there are subjects like law, medicine, and engineering, which I have no background in and tend to avoid.

Except, when it depends. 

I recently indexed a law book for the first time and it turned out okay. (At least I think so and the author is pleased.)

It all started when the production manager got in touch. Carra Simpson, a phenomenal independent project manager who remembered me from a previous job, asked if I would be interested in indexing Coppock on Tennessee Adoption Law, 8th Edition, by Dawn Coppock, (Good Law, 2024). I initially resisted. I explained that I do not have a law background, that I am not confident that I will recognize important concepts, nor do I know what legal professionals will be searching for in an index. Carra patiently countered my objections, sent me the proofs for the 7th edition so I would have a better idea of what to expect, and offered to put me in touch with Dawn, the author. 

As it turned out, Dawn had a smaller budget, though still reasonable, and was comfortable with a simpler index, though at 700 indexable pages, there was still a lot to pick up. I focused on the main concepts and discussions, taking cues from the book’s structures and headings, which was clearly organized. I also tried to not get bogged down in minor details, though I still read the whole book. Creating a solid structure for the index proved important, one that was easy to navigate and which didn’t bury entries, as there was a lot of information to include (about 115 pages alone covering grounds for termination of parental rights, for example). We also decided to not pick up individual cases, which saved a lot of time. I also had an informative chat with Dawn over Zoom, which helped me better understand some of the terminology and how readers would search. Lastly, I appreciated that Dawn had written the book to be accessible to everyone involved, from judges and lawyers to adoptive and birth parents, which meant I felt like I could understand it too.

I also leaned heavily into my indexing expertise. Even when I don’t fully understand the subject matter, I’ve learned how to read as an indexer and I know what a good index looks like. 

This contrasts with my very first freelance index, for The Anthology of Social Studies: Issues and Strategies for Elementary Teachers, Updated Edition, edited by Roland Case and Penny Clark (Pacific Educational Press, 2013). The production editor suggested that I update the original index, which I foolishly agreed to do. What I discovered were chapters that had been added, removed, and rearranged, which made deconstructing and updating the index an extremely painstaking and mind-bending process. I should have insisted on rewriting the index from scratch. Except, I don’t have a background in education either. I think I would be fine now with indexing the book, but at that time, with neither subject-matter expertise nor enough indexing expertise, I was sinking fast. As painful as it was to update the original index, at least the original index showed me what the index should be like and helped pull me through.

Reflecting on these two experiences, my point isn’t to brag about how far my indexing skills have come. Rather, I want to encourage you to focus on building your own indexing skills. Indexing expertise counts for a lot when facing a difficult project or unfamiliar subject. It certainly helps to also understand the subject, and if you are out of your depth, I recommend talking to the author and maybe also doing some research to learn the basics. But it is also important to remember that the value we bring as indexers is our knowledge of indexing. It is knowing how to identify indexable material. It is formulating clear and concise headings and subheadings. It is being adept at creating a structure that is easy to navigate and highlights the main points of the book. If you can develop your indexing chops, it becomes way easier to stretch beyond your comfort zone. 

As you practice, whether on practice indexes or freelance projects, I suggest sticking to topics and subjects that are relatively easy. Focus first on building your skills, and then apply those skills to more difficult books. I began indexing when working in-house for Harbour Publishing, a trade publisher. While unplanned, that proved a good starting point because the books were fairly easy to understand and I could focus on crafting the index. Later, when I began indexing scholarly books, I had a small foundation of experience to build upon, which made scholarly books—at least in subjects I was familiar with—easier to tackle.

Ten years ago, I probably would have struggled to index Coppock on Tennessee Adoption Law. Now, I’m still no lawyer, but it turns out I can crack the index.

Article
April 2, 2024
2 comments
by Stephen

Setting Freelance Rates, Best Book for

A few months ago I wrote about financial practices for freelancers that I find helpful in my own business. I’ve been wanting to write about money again, specifically about setting rates. Rates are a constant and ongoing issue, of how to set rates, and when to raise rates, and whether or not rates are appropriate. But the truth is, I don’t think I have any good advice. I do set prices for my indexing work and I have raised rates, but it so often feels like trial and error that I don’t know what I could say that would be practical and useful.

What I do know is that I don’t like thinking about rates as primarily an exchange of time for money. While figuring out an hourly rate is an easy and effective way to calculate prices and to gauge whether you are earning enough to pay the bills, there is a hard limit on how many hours I can work. I learned this the hard way during the first COVID lockdown. Bored, I accepted too many projects and quickly found myself indexing every single day for two months to keep up with all of the deadlines. Did I earn a lot of money? Yes. Was I burned out by the time I finally felt like I could allow myself a day off? Yes. Simply working harder is not a sustainable growth strategy.

An alternative is to lean into value-based pricing. While still having a minimum income target to keep finances in the black, value-based pricing is much more dynamic. Value-based pricing considers, what is the value of my expertise and experience? What is the value from the client’s perspective? How can I use pricing to position myself for the clients I want to attract?

That said, while I like the concept of value-based pricing, it is still difficult to know how to put it into action. It also raises a host of emotions. Is my work actually good enough to charge X? If I charge more, will I offend or scare away my clients? Am I a bad person for wanting to earn more?

I’ve been wanting to raise rates again this year, but also facing the questions of by how much and on what basis should I determine the increase. Thankfully, I discovered a new book that teaches just that.

If you also struggle with setting rates, I highly recommend Free Money: Nine Counterintuitive Moves for Life-Changing Freelance Income, by Austin L. Church. I’ve bought a copy and have found it extremely practical and insightful. 

In the first part of the book, Austin walks you through a series of exercises to help you determine how much you need to charge in order to not just earn the bare minimum to pay the bills, but to also generate sustainable financial margin. In the second part of the book, Austin explores the wider context of pricing and why it is we earn money, including beliefs and mindset about money, navigating common scenarios, and advice for how to raise prices with clients. 

I wish I read this book when I first began freelancing. I wish I read this book again when my business started to take off. This feels like the type of book that grows with you, as your business matures and changes, and as your financial needs grow and change. Even if you are an experienced freelancer, Free Money provides a lot to consider. I found the exercises well-worth completing, and I now have a much clearer sense for what my new rates should be. More importantly, I understand why, and I have a better sense of my pricing strategy going forward.

If you are interested, Free Money is available either through Austin’s website or through Amazon. And, to be clear, this is not an affiliate link. I am not earning anything by recommending this book. I am just that impressed and think that every freelancer should read it.

While on the subject of finance books, I also highly recommend Profit First: Transform Your Business from a Cash-Eating Monster to a Money-Making Machine, by Mike Michalowicz (which I see that Austin also recommends). I discovered Profit First three or four years ago. Its value, for me, was learning how to properly manage cash flow so that I consistently have enough on hand for taxes, expenses, and to pay myself a regular salary. Following the Profit First system has made my monthly cash flow much more predictable and stress-free.

So there you have it. If you are struggling with your finances as a freelancer, or feeling guilty about wanting to charge more, read Free Money, by Austin L. Church, and Profit First, by Mike Michalowicz. Your bank account and nerves will thank you. 

Article
March 19, 2024
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by Stephen

Making a Plan Before Starting an Index, How to

I found myself thinking last week about the value of making a plan before starting an index. It is something I do as part of my indexing practice. But what do I mean by making a plan? While I discuss elements of making a plan in my book (especially in the “Get Ready” section, though the whole book, really, is to help you make a plan to tackle your index), I don’t think I’ve previously pulled together what it is I mean when I am beginning an index.

So, assuming you understand the basic elements and process for writing an index, and you have received the page proofs from the client and are getting ready to start the index, how can you go about making a plan? 

For me, making a plan can be broken down into answering the following six questions.

  1. What is the book about? This question is about determining the focus and scope of the book. I read the book’s description on the publisher’s website, if available. I also read the table of contents, and maybe skim the introduction and a couple of chapters. I want to get a feel for the main topics and headings that I will be picking up. With this broad sense of the book in mind, I may also begin thinking about how to translate that into the index’s structure.
  2. Who is the audience? Beyond what the book is about, each index should be tailored to its audience. Will readers prefer a detailed index or a lighter index? Are readers picking up this book to answer a specific question or for entertainment? What does the audience already know about this topic, and what will they expect to find? Similar to determining what the book is about, considering the audience is also about focus and scope. Which details are relevant, and which irrelevant? Depending on the audience, not all details need to be picked up.
  3. How much space is available for the index? This is a question to confirm with the client. If I can have all the space that I want, then space isn’t a factor in my decision-making. If there is a strict page or line limit, then I may need to make decisions about structure or which entries to include or exclude in order to fit. Planning ahead, I may consider using fewer subheadings, for example, or to outright exclude certain categories of details to ensure that the priority entries make the cut.
  4. Does the book contain any specific indexing challenges? For example, are there a lot of illustrations? Are there legal cases that require special formatting? Are there terms from another language that contain diacritics or other special characters? Are there a host of family members that may need differentiating? It is not always possible to anticipate challenges, but if you can, now is a good time to consider your approach so you don’t get hung up partway through the index.
  5. What is the publisher’s preferred style? If you are not familiar with the publisher’s style guide, now is a good time to review. I find it helpful to get the format right from the start, such as alphabetization and locator abbreviations, so I don’t have to think about it later.
  6. What is my schedule? This is partly a question of the deadline to submit the index to the client, as well as a question of my own plan. Which days am I going to work on the index? How much am I aiming to complete each day? When do I want to finish the rough draft and when do I want to finish the final edit? 

All of these plans are, of course, contingent. It may take me longer than I expect to write the rough draft. I may discover an unexpected challenge. I may need to rethink my approach in order to keep the index short enough. Continuing to revise and refine the plan is, for better or worse, part of my indexing process.

But I find there are still benefits to thinking through all of these questions before starting. Knowing what the book is about and who the audience is helps to shape the entries I create and cuts down on irrelevant ones. The rough draft is usually a little cleaner and easier to edit. Indexing to the space available helps to avoid needing to make deep and painful cuts late in the process. Identifying challenges early means indexing correctly from the start, rather than going back to fix. Creating a schedule helps to keep me on track.

How much time should you spend making a plan? That is up to you. For many books, I only need about five or ten minutes to assess and make a plan. I may jot down a couple of notes and otherwise will keep my thoughts in my head. I’ve so far indexed around 500 books and many books are similar enough in terms of structure and genre conventions that I quickly know what to expect. Though I also work on some books that are more complicated or unique, and for those I do spend time digging into what it is I am unsure about. I am also aware of some indexers who use a checklist or form to help them prepare for each index. Find a system that works for you.

Writing an index is a constant process of decision-making. Making a plan can help streamline some of that decision-making, and provide confidence that you are setting out on the right path.