An important part of project management includes author communications throughout the life of the project. These communications can be divided broadly between the 1) preparation phase, 2) writing phase and the 3) production, editing and design phase.

Communications During Preparation Phase

Consider this early time a match-making period. Are you compatible?

This communication phase is broadly defined as anything that takes place before the actual writing has begun. It starts with your call for proposals, or other early conversation about a project. It is an opportunity to set the tone, and define your role as partner, for example, or service provider, or experimental collaborator.

This phase is also when you can clearly communicate your expectations about deliverables, style guides, timelines, payment and anything else that is important to your initiative. In what shape do you expect authors to deliver their manuscripts? Defining as much as you can up front will be helpful, so that authors can self-select based on a clear understanding of what's expected. This phase may include written communications, as well as an in-person workshop for interested grant applicants. Answer as many questions as you can early on!

Preparation Phase Checklist Template

You can use the questions on this Author Consultation checklist as a guide for conversation.

Related, Shane Nackerud at University of Minnesota Libraries Publishing recommends preparing answers to the following:

What is an open textbook? What is Creative Commons? How do they fit together?
Can I quote or reuse content from other published works?
Where can I find openly licensed multimedia, such as openly licensed images?
Do you provide any graphic design support? Can you design a website/graph/icon for me?
Do you provide editing services?

Communications During Writing Phase

While authors are writing, it's useful to check in periodically and see how the project is moving forward. You can inquire about whether the project is on time or falling behind, and offer assistance when needed. It's also very helpful to ask to see what's been written so far.

Request a chapter sample to verify you and the author share an understanding of open textbook structure and licensing!

Checking in early on, after the first or second chapter has been written, will be very helpful in clarifying any confusion about what's expected. This is true in ensuring that only openly licensed content is being used, for example, and to potentially get a sneak peek and see what kind of editing may be required.

Communications During Production Phase

Two primary goals for author communication during this time are to 1) manage expectations and 2) move the project forward. The following is a set of guidelines and templates that Scribe has found aids with making communication clear and effective:

Set a time to regularly check in with the author to keep them informed of the progress of the project. Ideally the author doesn't have to ask what the status of their project is.
Phone calls are often preferable to email. But keep notes about what was discussed! You may want to send those notes in a followup email, as an opportunity for additional clarification.
If an author’s request is within reason, accommodate him or her.
When you have to go against what the author prefers, always explain your reasoning and how it benefits the author and their work.
Make note of the author’s concerns and make sure they are addressed at the earliest stages possible.
When creating a design, a conversation between the project manager, designer, and author is necessary.

Production Phase Email Templates

Scribe has shared the email templates they use for their process and workflow. You're welcome to adapt them for your local workflow. Be sure the author feels that you are communicating directly with them, rather than sending boilerplate, impersonal e-mails.