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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.