One of the key stages is planning, make sure to give yourself enough time to plan your schedule well. This will help you in the long-run as you juggle incoming chapters, copyright forms and submission deadlines.
The first thing to do is to set out the various steps involved. As there is a great deal of diversity in the way volumes are assembled, it is not possible to be prescriptive here, but merely to state general principles.
The first thing to do is to break the overall task down into its various stages. Below is one example, which assumes that the editor screens the proposals initially, before making a selection and then sending out a first draft for external peer review:
The next part of the process is to add timelines to the stages, which is an estimate of how long you think each stage will take. There is one golden rule here:
Include time for slippage!
We recommend not giving the same dates to the author that you give the publisher: for example, if you are contracted to deliver to your publisher by the end of November, tell the author that you need his or her manuscript by September. You can build a schedule using this guide which details how long they expect each task to take:
|Choose and contact contributors||1 month|
|Contributors submit proposals, including abstracts||1 month|
|Review and select proposals||1 month|
|Brief and commission contributors||1 month|
|First draft complete||4 months|
|Send first draft for peer review||6 weeks|
|Receive and feed back peer review comments||2 weeks|
|Second draft complete||4 months|
|Edit and send queries to author||2 weeks|
|Final draft to publisher||1 month|
|Proofs to authors||1 week|
In creating the schedule, it's important to consider not only how long each stage will take, but also times when you will have a heavy workload. Will 20 final manuscripts be landing on your desk the week you are going on holiday or have to mark exam scripts? Such times need to be taken into account. It also helps if you can stagger the authors' deadlines somewhat, so that you will have manuscripts coming in batches.
It is important that you keep the schedule as a living document, referring back to it often and if needing to remind authors of upcoming deadlines. There are project management programs such as Microsoft Project which allow you to see the result of slippage on the end date or you can simply record the data on an Excel spreadsheet.
You will need to keep a record of information for each chapter. This should include title, authors, e-mail addresses and affiliations (which will be useful in compiling a contents list and providing information to the publisher). When preparing the volume for production, the assistant commissioning editors at Emerald will compile chapter information, including the above, and also details of word count, tables and diagrams (see an example of a manuscript breakdown template).There are a number of different ways of monitoring the process: this example of a book series schedule (used for Advances in Austrian Economics, Volume 11) is only one of them. The first workbook sheet lists the chapter titles, authors, and their affiliations. You could list the e-mail addresses under the author's name; for obvious reasons, we have not done so here. The second sheet provides a schedule; the third lists the reviewers and provides a separate schedule for review..
Upon receipt of manuscripts you will need to ensure that each manuscript conforms to the requirements of the Author Guidelines. In particular you will need to check:
As volume editor, you will also have some legal obligations at the delivery stage, which will be set out in the schedule which accompanies your contract. As well as delivering manuscripts by a certain time and to a certain length, you will need to:
Providing complete information – as stipulated in the contract – will make both the publisher's life, and yours, much easier as you won't have to keep answering queries.
Being a volume editor is challenging, but it is also not without its rewards, presenting a chance for the scholar to develop him or herself in a new direction. Editing a single volume is a step towards being a book series editor or a journal editor; it is not dissimilar to being the editor of a journal special issue. It's a chance to sit on the other side of the table from being a writer of articles and contributor to a scholarly journal, and to develop skills of selecting, shaping and reviewing which are all important in the scholarly world.