Communicating with Authors

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.

1. 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, 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 Links to an external site. as a guide for conversation.

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

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

2. 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. You can ensure that only openly licensed content is being used, for example, and get a sneak peek to see what kind of editing may be required.

3. 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 adapted from Scribe, a publishing services provider. Their author communication email templates Links to an external site.  are likely more extensive that what you need, but reveal what is involved in some book production workflows.

  • Set a time to regularly check in with the author. This is a time when you can keep one another informed about the project. 
  • Phone calls may work better than an 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.
  • Always explain your reasoning during production and focus on how it benefits the author and their work.
  • Make note of the author’s concerns and make sure they are addressed at the earliest stage possible.
  • If design is part of your project scope, a conversation between the project manager, designer, and author is necessary.