Article
December 18, 2019
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by Stephen

Writing Index Entries with Appropriate Specificity

Specificity is one of the elements we need to strive for in an index. We are, after all, as indexers, in the business of directing people to information, and to do so accurately and efficiently entries needs to be specific enough for the reader to quickly grasp. But this can still raise the question of, how much specificity is necessary?

We can think of information as being on a spectrum from most general to most specific. The trick for indexing is to know which points on the spectrum should make it into the index. Put another way, we can ask, should the object be named or described? When discussing cars, for example, is a more general entry for automobile industry more appropriate, or should there be entries for specific brands or models? In a way, both options are specific in their own ways, and there are a few factors to consider when writing entries.

The simplest answer is to include all options in the index, both general and specific. This provides multiple entry points, which is good indexing practice. This should allow most, if not all, users to find what they want, regardless of the search terms they use. This can also be a good exercise for thinking of synonyms to include as cross-references. But a particular audience may not need or want all options, nor may there be enough space. So there are some other considerations.

Audience, as mentioned, is of course another factor to consider. If the book is written for a niche audience, then that audience will probably know the jargon and other specific terms, which suggests that more general terms can be left out. Similarly, a book used for reference would probably benefit from a detailed, specific index, because readers will already know what they want before they read the book. Conversely, a trade book may require both specific and descriptive entries, as there may be readers not familiar with the specific names of things. 

Context is also important, both in the text and in the index. Is the point being made about the automobile industry in general, with selected companies for examples, or is the focus on the specific companies? We can also consider how much space is given to the discussion in the text, with a larger discussion perhaps meriting more entry points. 

In the index itself, we can also play around with a range of specificity among different headings and subheadings. One strategy I use is to have a more general subheading to capture a range of related material while also providing specific main entries. I think this can be a good middle ground as it provides multiple entry points while keeping the index a reasonable length through a few descriptive, general entries. For example, entries on presidential views on foreign affairs could read:

  • Bush, George W.: on foreign affairs
  • Clinton, Bill: on foreign affairs
  • foreign affairs: presidents on

The space for the index can also, of course, be a consideration. Being very specific can lead to a longer index, so in some cases a more general entry with a broader reach may be preferable. This approach may not be ideal, as it loses alternative entry points, but if space is an issue I prefer to cast a wider net than focus on a subset of content and ignore the rest. 

As a general rule, aim to be specific. Readers should not be left guessing. That said, specificity exists on a spectrum, and where you land depends on the audience, the text, and how much space you have for the index. Find where these factors intersect and you will find your sweet spot. 

Article
December 11, 2019
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by Stephen

Indexing within a Space Constraint

A few months ago I wrote about using triage to shorten an index to fit a tight space limitation. Today, I want to approach the same problem from the other side, which is to proactively index in such a way that triage and cutting are not needed. Because while cutting the index can be done efficiently and effectively, avoiding cuts altogether will still likely be the quickest and most stress free approach.

I have to admit that I have found this one of the harder skills to learn. I do not enjoy indexing to a space constraint, and having to consciously adjust how I index does require forethought and effort. But I have found that making that effort can make the editing process far less frustrating, which for me is worth it. 

Be Clear about the Limit

The first step is to have a clear understanding of how much space is reserved for the index. If the client does not specify, ask. The blank pages at the end of the proofs are not always indicative. It can also be helpful to learn how to quickly gauge how much space you think the index will require. This can tell you if the space provided seems reasonable, as well as how much shorter you might need to make the index. 

If you think more space is needed, this is also the time to ask if more is possible. I don’t always get more space, but I find it doesn’t hurt to ask. I sometimes get the impression that the page limit I am given is a standard number the production editor has in mind rather than a reflection of that particular book. 

Make a Plan

The next step is to make a rough plan for how the index will be written. 

I suggest reviewing the book to get an overview of the topic, the types of indexable material, and the density of the text. I know some indexers like to index without first reading the text, which I sometimes do as well. Working within a space constraint, though, usually means that not everything in the text will fit into the index, so to save time later in the process, I think it does help to prioritize upfront what to include and what to exclude.

This is also the time to consider how specific or granular the entries will be, as more general headings and subheadings will likely use less space. For example, is it enough to have an entry for dogs or should each species get their own entry? Will a subheading of “votes by” be sufficient for a member of congress, or should the subject of each vote be identified?

Whatever plan you devise can always to adjusted once you start indexing. You may even have to do some triage at the end after all, if the index is still too long. The point, though, is that creating some guidelines should help you make better indexing decisions.

Index with the Constraints in Mind

The last step is to simply index with the constraints in mind. Take that plan and put it into action. Pay attention as you read the text and ask yourself, 1) Does this actually need to be indexed, and 2) is there a more concise way to index this? I often use labels to mark entries that I might want to delete later or which I think can be combined. Avoid creating entries for material that you have already decided will not be included. The more you can get right on the first pass, the easier the editing will be later.

You may have noticed by now that some of this process overlaps with triage. There is a lot of similarities in regards to prioritization, granularity, and using labels. I think the main difference is when you take these steps, with triage being reactive and making a plan for the constraints being proactive. Both approaches work and can be used together, though if you know that the limit exists, try to be proactive. It will lead to a more enjoyable indexing experience.

Article
December 4, 2019
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by Stephen

Advice to Myself as a New Indexer

I was recently prompted to think about what advice I would give myself as a new indexer.

My indexing origin story is that I was largely self-taught. How I index has definitely changed over the years, both through trial and error and through learning from other indexers at conferences, the email lists, and books. Looking back, there are some lessons I wish I knew from the start, which would have saved me a lot of frustration.

Vet the Book Before Starting the Index

Indexing blind is difficult. When I first started to index, I would work a chapter at a time, reading the text, marking it up, and then creating the entries. That helped somewhat. Now, I am familiar enough with indexes and with how books are written that I can start creating entries from page one and work forward. But I am really liking this new concept I learned at the ISC/SCI conference this summer, in Ottawa, of vetting the text. I find it helpful now, and I think it would have made an even bigger difference as a new indexer.

I would give myself permission to preview the book first before creating a single entry. I would read the introduction, skim the chapters, and write a rough list of main headings that I am pretty sure will be in the index. That list will probably change somewhat as I read more closely, but the point is to index from a place of knowledge rather than a place of ignorance. Knowing from the start what the book is about makes it far more likely that the first draft of the index will be on target. 

Put More Thought Into the Audience

The audience for the index is obviously importance. That is something I knew from the start. What I would do differently is to take the time to actually write out what the audience or audiences need from the index, and to also draft different headings or wordings for the different audiences. These headings may or may not make it into the actual index; the point is to think more concretely about the audience and to practice writing for different audiences, so that when I am actually indexing I can more easily tailor the index as needed.

Learn to Work Within Space Constraints

One of my biggest pain points, for several years, was clashing with space constraints. I did not know how to index at different densities, and cutting an index was a painful, laborious process that left me feeling bitter and angry. Thankfully, while I still do not enjoy cutting indexes or working under a tight space constraint, I am becoming better at it and it is no longer so painful. 

What I wish I knew from the start is precisely this—how to write an index within a space constraint. I wish I knew how to triage an index, and I wish I knew how to index at different densities. For practice, it would have been a good idea to index the same document two or three times, aiming for a different level of detail with each pass, so I could get a feel for what what a light index is compared to a dense index.

Edit the Index on the Go

The last tip I would give myself to save some angst is to clean up the index after each chapter. The final edit can be quite overwhelming, and any editing along the way would have made the final edit that much easier. This would also allow me to review and familiarize myself with the work done so far, which I think would have given me greater confidence moving forward, as well as making sure that I did not veer off on a wildly different path. When learning to index, there is so much to keep track of that I think periodically stopping to review and regroup would make a big difference.

If you have been indexing for a while, what advice would you give yourself? If you are new to indexing, what kind of advice would you want to receive?

Article
November 27, 2019
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by Stephen

Dealing with Authors and Their Lists of Terms

I recently received the longest list of terms from an author that I have ever received. The list was so long that I immediately contacted the publisher and explained that even with the extra space I had already asked for and received for the index, there was no way that I could include everything that the author suggested. Thankfully the publisher agreed with me and the author later accepted my index, but the list that I was presented with still required a response.

Setting Expectations

The first step, for me, after thanking the author for the list, is to set the expectation upfront that my work will not be bound by that list. I will read the list and use it for reference, but I will not duplicate the list and I will use, or not use, the suggested terms at my discretion. While I welcome the author as the subject expert, I want to emphasize that I am the index expert.

Finding Value in the Lists

The amount of value depends from list to list. I sometimes get the sense that the author believes that I will simply fill in the page numbers for them, using keyword search, which is a common misconception of how indexes are written. That said, I find that these lists can often tell me what the author thinks is important, which I will try to fit into the index. These lists can also highlight aspects of the book that I might not recognize as important—since I am not always the subject expert. So while I rarely follow the lists term by term, they can influence how I work. 

Responding to the Author

If the author has taken the time to put together a list, I assume they have expectations for how the index will look. Since I do not promise to faithfully follow their list, I will often submit a note with the index explaining how I used their list and how I wrote the index, with the goal of forestalling objections. This could include explaining why some terms were perhaps unsuitable or how I used some terms as subheadings instead of main headings, for example. For the index I mention above, I explained that the list was too long and detailed for the space available, and then explained what I did do instead to make the book’s content searchable. Since the author did not request any changes, I assume my explanation was accepted.

What is Actually Helpful

If I am being honest, I don’t really want these lists from authors. It does take time to respond to, and I assume that it also takes up the author’s time, especially for the lists that are long and detailed. It seems like a lot of work for something of limited value. But what can be actually helpful is a short list focused on the top ten or twenty terms that the author thinks is important. The author could even write a short paragraph, in a couple of sentences, explaining what the book is about. Help me see the book from the author’s perspective. That will help me understand the core focus of the index, and then I can figure out the rest.

Article
September 9, 2019
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by Stephen

How to Set Prices that Sell and Earn Profit

When I first began to freelance, I did not know how to set a price for my work. Instead of being proactive, I accepted what my first few clients offered me, as what they offered seemed fair, I had no prices for comparison, and I was simply thrilled to receive a paycheque. Over time, I realized that different clients were willing to pay different amounts and that other indexers charged differently—some more, some less—than I did. Clearly other people had their own opinions for what was possible and appropriate.

More recently, I have noticed pricing come up a number of times on some of the indexing email lists. One common theme is uncertainty over what prices to set—a position that all freelancers have probably been in at some point. Among more experienced indexers, there seems to be some anxiety about prices falling, as book production by some publishers is outsourced to third-party companies, often overseas. There is also a sense that we, as freelancers, have little control over prices, as in if we do not accept the prices offered, the client will walk. 

I disagree with this sense that we as freelancers lack agency and control over pricing. I agree that we cannot compel clients to pay a certain amount and that clients do have the right to walk, if they wish. However, to say that we have little control is to cede too much control to customers. I believe that we do have a measure of control and agency, and that this issue of price has two dimensions. The first is the actual prices that we set for our services and products. The second is the customers that we engage with, the ones who are paying us for our work. 

Know Your Customers

To address the second dimension first, obviously it is a problem if our customers are not paying the price that we want or need in order to make a living. What seems to be forgotten or not mentioned is that clients vary greatly from one to another, including what they are willing and able to pay. What a small trade press is willing to pay for an index may well be different from what a large trade press is willing to pay, which may be different from a university press, which may be different from a book packager, which may be different from an author paying out of pocket, which may be different from an author paying with a university grant, which may be different from a client in New York, which may be different from a client in rural Arkansas, which may be different from a client in Tokyo, which may be different from a client who is a single parent, which may be different from a client who is a pensioner, which may be different from a client who is the CEO of a business. 

So one consideration, if current clients are not meeting your financial needs, is to change clients. This can be difficult, but I believe that it is possible. Indeed, I believe that one of the advantage we have as small businesses is the ability to pick and choose who we work with, as we simply do not have the time and resources to work with everyone. If you find that prices are low in one segment of the publishing market, then find other segments that pay better. The publishing industry is not static or uniform, nor do you have to serve all segments.

Value-based Pricing

The other part of pricing, as mentioned, is the prices themselves. I do not have a background in business or pricing either, so I decided to do some reading and have so far found and read the book The 1% Windfall: How Successful Companies Use Price to Profit and Grow, by Rafi Mohammed (HarperCollins, 2010). I don’t claim to be an expert, but I did learn a few things which I think are applicable to our work as freelancers. 

First, let’s look at a traditional approach to pricing, which is what I recall being told when I asked around for advice when I first started freelancing. This approach is to figure out living and business expenses, and then charge enough to cover expenses plus a little extra. As Mohammed writes, a lot of large companies approach pricing this way too. The downside is that this approach can miss out on a lot of potential profit. For example, I may need to charge $40 per hour to cover expenses, but what if my client is actually willing to pay $60 per hour? This approach also implies that competitive advantage is primarily a matter of who has the lowest price, which means that whoever has the lowest cost of living or business—who can therefore afford to charge the least—wins. But again, this can lead to the person with the lowest price missing out on profits as not all clients are motivated by the lowest price. What this approach fails to consider is what it is the customer actually values.

Mohammed calls this focus on the customer value-based pricing. While earning enough to cover expenses is certainly important, I suspect that most clients don’t actually care all that much about our expenses. So in value-based pricing, the goal is to understand what the customer finds important in our service or product, and then to position our service or product to meet those values, with a price to match. The question about price switches from, how much do I need to make, to, how much is the customer willing to pay?

In addition to value-based pricing, Mohammed also discusses fifty different pricing strategies. I was also surprised at the variety. They are not all applicable for every business, and Mohammed’s suggestion is to find the handful or more that work for you. These strategies are divided into three broad categories—pick-a-plan, versioning, and differential pricing. These all have different goals, ranging from attracting new customers to setting premium prices, but collectively their purpose is to appeal to a wide variety of customers, who will each value your service or product in different ways. The idea is that by employing multiple strategies, you will appeal to different segments of the market, both higher and lower, resulting in a broader client base and likely more profit. 

As I was reading, some of the strategies stood out to me as possibly applicable for indexing. Some of them, I realized, I already use, though probably not as well or intentionally as I could be. (You may recognize some of them too.) So below are some ideas and comments on a few of the different methods. I make no guarantees as to their effectiveness, nor have I personally tried them all. This is just me brainstorming in public. Feel free to try some of these yourself and let me know how it goes. 

  • Bundle indexing with other services, if you offer them. I sometimes do this with proofreading. It saves the client from having to find and coordinate with another freelancer, I get more income from the project, and the indexing is usually a bit easier because I have already read the book while proofreading. Because of the time saved, I may even give a small discount.
  • Offer a flat fee. I remember Enid Zafran talking about this at the ISC/SCI conference this summer. A flat fee offers peace of mind to the client because it removes the uncertainty and trouble of having to calculate page rates or waiting for the proofs to be ready. Instead, do that work for the client and give them a single number.
  • Offer to negotiate with the client to find a price that is mutually acceptable. I sometimes do this as well, and I really appreciate it when clients are willing to tell me what their budget is or if my initial quote is too high because that allows me to reconsider my offer. Maybe the project is still worth my while if I charge $100 less, for example.
  • Offer different versions at different price points. I think the trick with this is being able to clearly articulate, and then deliver on, what the different versions of the index will look like, and how each version still contains value. A price-conscious client will be still be happy with the cheaper and lower quality index, while the client who values quality or who has deeper pockets may be willing to pay the premium price. 
  • Offer priority indexing for a higher fee, or, conversely, a discount for being willing to wait. I think that rush fees are similar to this, which some indexers already charge. But not all clients are in a hurry, so some might be attracted by a discount where you fit their index in around other, more urgent, projects.
  • Offer a financing plan, perhaps by splitting payment into two or more chunks. This might work for the client who wants the index but who does not have enough cash on hand. 
  • Offer differential pricing based on client type or characteristics. This could work for either corporations or individual authors. Maybe clients who live in a big, expensive city, will be willing to pay more, while a senior citizen may appreciate a discount to afford an index on their pension. The variations can be endless, but if you can gain some insight into your potential client by looking for identifiable characteristics, you might be able to gauge how much they will be willing to pay.
  • Offer periodic discounts or promotions, which could include the client paying an amount upfront to lock in the price for a future project. This may work best if you have a large enough client base to do a mass email or marketing blitz. 
  • Guarantee prices for a fixed period of time. This could work with regular clients, and would eliminate the need to negotiate each time a project comes along, saving you both time. 
  • Incorporate a success fee. This would involve charging an initial base price plus a bonus if the index meets a set standard. The hard part would be establishing the standard and evaluation method, but this might work for clients who are unsure if they want to take a risk on you. 

By this point you may be thinking, “Those are interesting (or terrible) ideas, but I just don’t need that many pricing strategies. How am I supposed to keep track of them all?” I agree that what I have listed here is probably more than is necessary for a single business. I do not plan on using all of them either. The point, though, is that we can be creative with how we price, and that different clients will respond to different strategies. A one-size-fits-all pricing strategy is a strategy for missed opportunities.

Setting Your Prices

To bring all of these ideas together, I want to suggest five steps for setting prices, which is a process I will be doing myself. 

  1. Write a value statement. This is an exercise that Mohammed suggests in which you describe, in concrete detail, the value that your service or product provides. It is easy for conversations about price to be awkward, and I know I can feel embarrassed about making a profit, even though I obviously need an income to live on. But Mohammed suggests that a lot of this awkwardness can disappear if we can understand and articulate the value that we are offering. This knowledge can also make us more effective negotiators and defenders of our prices, because we understand the basis on which they are set. 
  2. Analyze your clients. What do they value? Why are they coming to you, or more importantly, coming back to you? Why are they turning you down for alternatives? What are their next-best alternatives, and what value do you offer in comparison? You can also analyze potential clients that you might want to attract or reach out to. 
  3. Analyze your prices. Based on what you know of your clients and of the value you provide, are your prices accurate? Should prices be higher? Lower? It is important to note that lower prices are not necessarily bad, as they can attract a different segment of the market, which could fill in gaps between higher priced projects or broaden your client base. You just need to make sure that those lower priced projects are still profitable and are not preventing you from accepting higher priced projects.
  4. Develop a pricing strategy. As discussed, pricing can be as dynamic and varied as clients. Think through the clients you have or want, think about what pricing strategies may be attractive for them, select a handful, and see what works. 
  5. Periodically review your prices and methods. Clients, the publishing industry, and the economy all change over time. To keep pace and stay profitable, you may at times need to change your prices and your clients. This is true for all businesses. So be willing to assess and reflect, and make changes as needed.

When it comes to price and who you work with, you do have a measure of control. It may take some work finding the right clients and determining the right prices, but it is possible to be a profitable indexer and freelancer.

Article
July 17, 2019
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by Stephen

Translating the Text for the Index

Words matter in the index.

This may be stating the obvious, but I think it is worth repeating. The terms and phrasing used need to be readily understood by the user of the index. 

The text, of course, is the first place to look for terminology that can be transposed into the index. But as indexers, we also need to be careful about what we use from the text and how. Not all books contain a wealth of terminology that is suitable. 

I often see two main scenarios when alternative terms should be used.

The first is when the author’s terminology should and can be used, and it is also mostly jargon. If we can assume that the audience of the book will also understand that jargon, then there is no problem. But sometimes the audience will include non-specialists as well, and for that audience I think it can be helpful to include other terms, probably as cross-references, for these other readers. I also try to write the subheading using plain language, so that the concept or reference is understandable without having first read the book.

The second scenario is to put in the jargon that the author either does not use or buries. I like to call this translating the text. It is when the author, for the sake of being creative or engaging the reader, uses descriptive language that is enjoyable to read and conveys the concept, but the actual term or phrase that captures the aboutness is either missing or not obvious. This can happen throughout the text, from the title to chapter titles to headings, as well as how sections and paragraphs are written. To give a simple example, I once indexed a book titled Igniting the Internet, which to me sounds like it could be about viral social media posts or celebrities online. Instead, as the subtitle tells us, it was about Youth and Activism in Postauthoritarian South Korea. There are times that indexing requires us to read further or read between the lines to understand what the text is about.

There is the concern of taking this translation too far and of introducing too much new terminology. We do not want an index that is divorced from the text. This is where cross-references play a role, to link and point towards preferred terms. We also need to make sure that any terminology we introduce will make sense to the audience, rather than introducing terms that make sense to us. For one book I googled sales terminology for a sales book that employed a highly descriptive writing style. It was not terminology I would ordinarily use, but the terminology fit the book.

So when indexing, pay attention to the language used. Match the book if possible, and do not be afraid to do some translating if need be. The reader will only be able to find information if they can first understand the index.

Article
July 10, 2019
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by Stephen

Editing the Index on the Go Redux

Last week I tried to puzzle my way through the concept of editing the index while the entries are being created, as opposed to saving most of the editing for the end of the indexing process. As I wrote, some indexers say that they save a lot of time by working like this, which I accept in principle while finding that it can be difficult to implement. 

Coincidentally (I promise I hadn’t recently checked the conference line-up), the first speaker at the Indexing Society of Canada’s conference in Ottawa last week was Anne Fifer, with a presentation titled “Edit Your Index Without Pain.” I did find Anne’s talk helpful for clearing up some of my questions and misconceptions, so I am going to revisit the topic with some of Anne’s insights. I thought you might find it helpful too.

First, to set expectations, editing is still required at the end of the indexing process. It is not possible to eliminate editing entirely, but the amount can be reduced. Anne said that often she just needs a day for the final edit. 

Anne’s approach seems to be two-fold. The first part is to use the full capabilities of her indexing software to streamline indexing. Specifically, extensively using labels to highlight entries that need different sorts of editing or extra attention, so that these are easy to find later on. Anne also discussed custom dictionaries for accurate spell check, which I can see to be helpful if one is working on a lot of medical indexes like Anne does, but I don’t really see the benefit for books that lack such specialized terminology. I don’t see myself making custom dictionaries for the books I typically index.

The second part to Anne’s approach is to lay the necessary groundwork for the index at the start. Part of this is making sure that all necessary resources are in easy reach, which is a good reminder that the details of our work environment can make a difference. The largest component is to establish the index structure from the start, which Fred Leise discussed in more detail in his talk (Fred also has an article in The Indexer 34(4)and has presented a webinar with ASI on his approach to structure, if you want to learn more). The benefit of this is that once established, the structure does not need much editing later on, if at all. It also provides the framework to slot entries within as one works through the text. Thinking through the structure upfront was my biggest takeaway from the conference, and something I will be adding to my indexing practice going forward.

Anne also discussed editing in small increments. Part of this is doing a small edit at the end of each day for a specific list of common issues that she looks for. Part of this is also isolating and editing in batches the previously labeled entries. This means that a lot of spelling, formatting, or other common issues are already dealt with by the time Anne reaches the final edit. As I wrote last week, I find it difficult to focus on editing at the end of the day, but I like the idea of being self-aware of issues I commonly need to fix and of proactively fixing them in batches. This could also be done at the start of the day, for example, if I don’t want to do it at the end.

All told, I think Anne has some practical tips to make editing easier. I hoped you learned something too, and are able to become more efficient in your indexing.

Article
July 3, 2019
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by Stephen

Editing the Index on the Go

With our income as indexers often proportional to the amount of work we can complete, efficiency is key. I want to consider today a practice that I know some indexers use, which is editing as the index entries are created. In theory—and I have heard some indexers say they manage this in practice—by the time you reach the end of the book, very little editing remains to be done. 

I have to admit that while I try to do this, I still tend to split indexing into two distinct phases. There are aspects of the editing-in-the-go approach that I struggle with. So this is more of a self-reflection than a how-to. Maybe you will get some ideas for what works for you. 

There are definitely a couple of advantages to editing as you go, which I try to keep in mind as encouragement. The main one for me is that the content is dealt with while it remains fresh in my mind, which means less going back and double-checking later in the indexing process. This should save time during the final edit, as most of the issues in the index will have already been dealt with. 

Still, I find there can be some barriers to putting this approach into practice. I often find that creating the entries and editing the index requires me to think in different ways, and it can be hard to switch back and forth between entry mode and editing mode. After several hours of entering entries, having to go back and edit can also seem too taxing for my tired mind. And sometimes, especially for more complicated texts, I find I don’t really understand the text until I’ve had a second look at a later date. In this instance, editing is very much part of my process for understanding the text. I also suspect that editing on the go requires a clear sense of what the final index should look like and what constitutes a good final draft.

When I find editing-as-you-go most helpful is for books that are organized into discrete chapters or sections. If I know that armadillos are primarily discussed on pages 34-63, then a quick edit of that one entry, before moving on to the next section, does save time later on. Unfortunately, not all books are this well organized, and a quick edit is still needed at the end to make sure the entry still holds together. Also, something I should do more of, and to avoid the excuse of tiredness, is to do a quick edit after every chapter, to clean up any obvious errors or redundancies. 

Another form of editing which can be done early in the indexing process is to establish consistent wording, particularly for elements like glosses. I may not always know what I want to use right away, but once I do, it can be worth taking a moment to go back and fix, and then be consistent going forward. This can also be done to consolidate subheadings, if I decide partway through to change the wording or how I am gathering locators.  

Otherwise, I have to admit that if I am not certain about a particular entry, I tend to just keep going. I will put in my best guess or use some sort of placeholder wording, and I may write a separate note for myself about the issue, and then I will come back later during the editing phase. There are elements of indexing on the go that I use and can better incorporate, but I do like the editing phase. I find that I view the index differently while editing, which is valuable in its own right. 

How do you index? Do you edit as you create the index entries? Why do you do it, and what works best? Let me know, if you have a moment. I am curious to know what works for you.

Article
May 28, 2019
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by Stephen

ISC/SCI Ottawa 2019 Indexing Conference Recap

I am home from the Indexing Society of Canada/Société canadienne d’indexation’s conference in Ottawa, back to working on an index that is due ASAP while also trying to recover from a few packed days at the conference and a late flight home Sunday night. I do enjoy the conferences—one of the best ways to gain a sense of community, in my opinion—and the conferences are exhausting, for this rather shy person. More so this year, perhaps, due to a busy couple of weeks in the lead up. For the first time ever, I skipped out on a session for some alone time. 

Still, I thought I’d jot down a few highlights while the conference is still fresh in my mind.

  • One of my key takeaways was to better learn how to vet books (to use Enid Zafran’s term) prior to indexing, and to get a much better handle on the index structure at the beginning of the indexing process, as per Fred Leise’s excellent presentation. This feels like a natural next step in improving how I index.
  • I also have much food for thought on how to run my business from Pierre Joyal’s presentation on incorporation, as well as from conversations with another more experienced indexer. I feel like I have to be very careful in how I grow my business, as I don’t want to focus on growth to the exclusion of writing. If anything, I want to index less so that I can write more. At the same time, I expect that I will index for many years to come, so I do need to pay attention to the business side of things. I think what I need is a business that grows in such a way to support the work and life that I want, rather than growth at any cost. 
  • I am very thankful to have attended Enid Zafran’s all-day workshop on indexing names, especially as Enid announced that she is slowing down and that this might be her last workshop. She is a masterful teacher and indexer, and I definitely learned a few things about names that I did not know before. 
  • Kate Mertes is also an excellent presenter, and her talk on index locorums was illuminating. That said, outside of Biblical citations, I don’t feel at all qualified to take on an index locorum. Kate definitely has a unique set of skills.
  • This conference felt like the beginnings of a generational turnover. There are a number of indexers in both the Canadian and American societies who have decades of experience, and who have done so much to teach and mentor. It seems like more of them are starting to either slow down or retire. I am glad that they are still with us, but this conference did seem to be a reminder that a new generation will need to step up in the next few years. 
  • I am no longer a coordinator for the Mary Newberry Mentorship Program. That responsibility is now passed on to Linda Christian and Alexandrea Jory. I think they will do an excellent job, and after two years of putting the program together, I am ready to pass it on. Still, letting go is bittersweet. 
  • For a door prize I picked up a hard copy of the manual for the new Cindex 4.0. I guess this means I better upgrade. 
  • The biggest surprise of the conference was being given the Tamarack Award, which is for volunteer service “above and beyond the call of duty.” In my case, so I was told, largely for putting together the mentorship program. I was also told that my face turned several shades of red while receiving the award. Many thanks to all present for your kind words and acknowledgement. If you are interested in knowing what the award looks like, here it is perched on one of the bookshelves in my living room.
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May 22, 2019
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by Stephen

On Rewriting the Book in the Index

I was recently talking with a new indexer who was struggling with how much detail to pick up and include in the index. The issues were, how granular the index should be and how much of the author’s argument should be revealed in the index. This discussion got me thinking about the common advice of, “Don’t rewrite the book.”

At face value, this is good advice. It speaks to the index’s role in directing readers to information, and an index that is too large will take up more space (what a publisher probably does not want) and more importantly, will likely be more difficult for the reader to use. An effective index should provide just enough information.

In practice, however, just enough can be difficult to gauge. What constitutes rewriting the text can also provoke clashing opinions. So I want to consider these questions and see if some rules of thumb can be derived. 

On the sparse, no-rewriting end of the spectrum, simply directing readers to information without explication is usually sound advice. There may be a damning political scandal behind the entry for SNC-Lavalin, but the reader can discover that on their own. If all entries are like this, however, I think it can be difficult for readers to understand how terms are connected to each other. Such an index lacks context. I believe that readers should be able to receive a rough sense of the book’s argument and contents from the index, so there is space for some light description.

The main place for this are the larger entries, by way of subheadings. Breaking down long strings of locators is helpful for the reader, and by definition will require telling the reader something about the contents of the book. I think it can also be helpful to signal to the reader which are the more important topics by means of a few subheadings or cross-references. This does not have to be extensive, and I see it as part of guiding the reader through the contents of the book. 

Clarity should also be a guiding principle when wording main headings and subheadings. The significance of each term does not need to be spelled out, but will the reader at least understand what the term means? The temptation, to avoid rewriting, is to be brief, even to the point of being cryptic. While brevity is ideal, I think it is fine to add a few more words if that is what is needed for clarity. 

The last consideration is the audience and the purpose of the book. For books that are intended for reference, where the index will be the first point of entry, an extremely detailed index, to the point of almost rewriting, is probably ideal. Whereas books that the reader is likely to actually read first are probably fine with a lighter index. 

As with any advice, “Don’t rewrite the book” needs to be contextualized to the specific project. What constitutes too much detail will vary. And regardless of how much detail is enough, the index entries need to be clear. Lack of clarity will derail any index, detailed or not.