Indexing

This was formerly “New Indexer Resources”

What are the qualities and characteristics of a successful indexer?

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In the early 2000s, indexer Martha Osgood posted a series of popular articles in the “Novice Notes” section of her website, Backwordsindexing.com. Here is an extract from one of her articles.

It is said that successful indexers:

  • Have good pattern recognition skills
  • Read carefully and quickly
  • Are good “listeners” who can hear what the author intends to say
  • Have good concentration skills
  • Are self-motivated
  • Have common sense and perseverance
  • Are imaginative enough to identify what other readers will want to find
  • Are general information addicts
  • Enjoy working crossword puzzles (optional)
  • Enjoy thinking of one-word synonyms (not optional)
  • Dislike marketing their skills, but do it anyway
  • Can type quickly and accurately
  • Have good spelling and grammar
  • Are self-motivated and work well alone
  • Are computer-literate, email-literate
  • Are detail-oriented, and can make accurate use of indexing conventions
  • Are confident enough to make decisions and defend them
  • Are respectful of deadlines
  • Are good at networking
  • Have good language synthesis and/or writing skills
  • Are self-motivated and disciplined
  • Read mystery books (optional)
  • Do detailed needlework (optional)
  • Alphabetize things (CDs, books, spices)
  • Are self-motivated and like their own company
  • Have a tendency toward neatness
  • Like to organize things by category (contents of drawers, refrigerators, cupboards, closets, bookcases, spices, life)

In addition, subject expertise is helpful. Indexing coursework with a LOT of feedback is helpful, and Peer Reviews are VERY helpful.

A 2000 survey of ASI members shows that 12% hold doctorates, 50% have earned Masters Degrees, 14% have some postgraduate study, and 20% have a Bachelor’s degree. Only 29% hold library degrees. 90% are freelance, back of the book indexers, and 60% of those work part-time. But if you don’t have a degree, don’t let that limit you. A degree means you have had the time/$ to make yourself noticed to a certain part of the world; the lack thereof does NOT mean you can’t do the work.

DID I MENTION THAT SUCCESSFUL INDEXERS ARE SELF-MOTIVATED?

Related Question

Is freelance indexing for me?

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In the early 2000s, indexer Martha Osgood posted a series of popular articles in the “Novice Notes” section of her website, Backwordsindexing.com. Here is an extract from one of her articles.

The first thing to recognize is that YOU are in charge.

Freelance income is dependent upon the number of books contracted, hours worked per week, speed and experience levels. It takes marketing (it’s a numbers game), experience (speed, accuracy), repeat business (quality work), and time (2-5 years) to build up to the good income levels .

This is honest, skilled work, not a scheme to get rich quick.

The second thing is that there is a lot more to indexing than meets the eye. Following all the rules is easy (with a lot of practice and feedback); it is the art of indexing that is hard. Don’t forget this as you read on.

And the third thing is to re-read the second thing and think about it. I had to learn, through 6-8 in depth indexes and peer reviews, how to pay attention at that level, and I STILL find in reviews the IndexPeers do for me that I can improve. The level of detail was a real surprise to me.

Now consider your own personality and your ideal work-day:

  • Does working in isolation mean solitude, or loneliness?
  • Do you like to work without much guidance?
  • Would it frustrate you that the reader (and your editor!) is eternally invisible?
  • How would you feel about the repetition (double postings and cross references)?
  • Can you tolerate the minutiae of editing your index?
  • Can you cope with the concentration and human memory requirements?
  • Will the agony of deciding on the exactly right word or phrase with the proper keyword—over and over again—wear you down, or satisfy your obsessions?
  • Can you happily balance the user-friendly aspects of the index against the deadline and space limitation an editor may place on you?
  • Do you prefer working 8 to 5, or would life be easier with mid-day naps and taking your elderly aunt to a two-hour lunch?
  • Do you love the idea of baking a cake and doing laundry while you work?
  • Do office politics drive you nuts or is it fun?
  • Can your budget tolerate an irregular income?
  • Can you take vacations when the opportunity arises, or do you prefer to plan ahead?
  • When you can’t sleep at night, do you like to be productive or do you prefer to watch TV?

Will this work drive you batty-bonkers sooner rather than later—or do you dream of putting everything in its proper slot in a big roll-top desk?

As Do Mi Stauber has said on Index-L, “Are you confused-frustrated or confused-excited? The difference matters.”

Related questions

How does one become an indexer?

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To become an indexer, start with these three actions:

Take formal training

Formal coursework is highly recommended. The Education and Training page lists several distance-learning programs as well as in-person courses offered in Canada.

In choosing a course, indexer Martha Osgood says, “What you want to look for in a course should be: a LOT of practice indexes with heavy feedback and as much discussion with others as possible.”

We also suggest asking other indexers for their recommendations.

Join a society of indexers

While membership in a society is not a professional requirement, joining one will give your career a huge boost, even before you start your training. For it is here that you will

  • Meet other indexers who can help you get started
  • Access more resources to build your skills and your business
  • List your services on the find-an-indexer page of your society’s website when you are ready to take on clients.

Use professional indexing software

In most of the training programs, you will be creating your indexes using the demo versions of the specialized software programs. However, you can download these demo versions at any time.

Functionally, they all do the same thing: take your entries, sort them alphabetically or by page number, manipulate them with a click or a keystroke, filter them for ease of editing, and produce an index to the publisher’s specifications in the format demanded by the book designer.

Each interface, however, is different. Try creating small indexes in each program to find the interface that best suits you.

Resources

How can I make a good impression with a client so that I can secure repeat jobs?

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Establishing and maintaining positive relationships with clients is a long term investment that can yield high rewards. If you can cultivate a few solid relationships with editors and prolific authors, you’re more likely to have reliable, regular work coming in, which will reduce the amount of time you need to put into marketing. Plus, it’s nice to not have to start every new job getting to know the client. There’s comfort in working with clients whose needs you’re already familiar with.

So, how can you make a good impression and make sure clients want to work with you again?

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Make the editor’s job easy

Make it your goal that the editor has as few changes to make to the completed index as possible. Edit well in order to present a professional finished product. Pay close attention to the editor’s requests, and make sure you’re clear on them, as well as on the press’s style guidelines1.

Attend to the little things

If the editor asks you to include an invoice along with the finished index, do so; if they have specified they want the introduction indexed but not the preface, do exactly that. If you’re not clear, ask, or do your research to make sure you have it right. Make a checklist and confirm that you’ve addressed all of these things before sending off the index.

Anticipate needs

When attempting to secure new clients, anticipate what they may want to see. Rather than ending your marketing emails with “I can send you samples,” include a link to your website page where samples are located so that they don’t need to ask. And if you offer to provide additional samples, or more information (such as a résumé), be prepared to send it off right away if asked for it.

Communicate clearly and promptly

Clients are taking a chance when they hire new indexers. Given that they’re already under pressure with a deadline, working with someone new can make them even more anxious.

Good, open communication puts the client at ease, and it shows you’re taking the project seriously1. Be prompt in answering emails, and confirm that you understand what’s expected of you. Effectively communicating your expectations as an indexer also helps to prevent problems.

Established indexer Pierke Bosschieter discussed her approach to healthy client relationships in her ISC/SCI conference presentation Pre-emptive Preliminaries2.

Think “customer service”

Remember that editors and authors are paying for a service just like any other, and there is a customer service aspect to what we do as indexers. Be flexible and accommodating whenever you can. This might mean occasionally having to work a little harder in order to accommodate an unexpected change in a press’s production schedule, or taking the time to include a list of the typographical errors you come across in the text. It may seem like more work at the time, but going the extra mile reflects professionalism. It could help you stand out from the crowd the next time the client needs to hire an indexer.

Be personable

Lastly, be friendly! We all remember pleasant customer service interactions, and if all else is equal, why wouldn’t we return to someone we really enjoyed working with?

Related resources

Hopefully this has gotten you off to a good start. Here are two resources that may also help:

  1. For further reading on client relationships, see Chapter 9 (“Keeping Editors Happy”, by Sylvia Coates) of Marketing Your Indexing Services, edited by Anne Leach. This title is available in both print and digital format from the American Society for Indexing: www.asindexing.org/publications/asi-books.
  2.  A recording of Pierke’s presentation is available to conference registrants until June 2022: indexers.ca/annual-conference/conference-2021-congres-2021.

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What is the best way to set up my home office?

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Given the number of hours you will spend at your desk, this is an important consideration! Minor adjustments can make a big difference in allowing you to stay healthy and productive so that you can have a sustainable career.

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Taking time to adjust your work station and work habits will help you mitigate the impacts of spending hours at your computer, deeply engrossed in your work! A few targeted purchases can also be helpful although they are not always necessary.

Seating and work area

Proper body alignment involves finding the right seating and keyboard positioning (height and depth), along with the style of the monitor and its distance from your eyes. You may also want to experiment with the style of computer mouse that you use (see Equipment below). You may decide to alternate sitting with standing at a desk.

The way that you work will impact your decisions. Do you need physical space for a hard copy manuscript or do you work from a PDF on screen…or both? This will impact how you set up your work space. Is your work surface clear enough (reference books out of the way) to allow healthy work habits?

Equipment

A great resource for equipment recommendations is indexing listserv conversations. From time to time, an indexer will seek advice about keyboards or computer monitors and an excellent conversation will ensue. You are likely to find a useful tip to bring to your home office.

Here are some tips shared in recent listserv conversations:

  • An extra-large computer monitor, or two monitors side by side, can be a worthwhile investment. Some styles will turn to be vertical as well as horizontal which may better align to your work style. More moderately priced than a second computer, this may be a worthwhile investment for you.
  • There are several styles of ergonomic keyboards, including split keyboards, tilted keyboards, and those with a separate number pad to decrease the reach arch to your mouse. It can take time to get used to the new layout. Consider visiting a retail location where you can get the feel of the device before purchasing, and ask about the return policy.
  • If you are considering a keyboard tray, be sure it has enough clearance and width to fit your keyboard and mouse. Some models are simple to clip onto your desk, but make sure that it will fit there.
  • Some indexers use two or three different computer mice to change their hand positioning at regular intervals. This is an inexpensive adjustment with potentially great rewards.
  • Some indexers purchase a dedicated pair of glasses for their time at the computer, or work with an eye specialist to be sure their regular eyeglasses are optimized for their style of work.

Work habits

Here are more tips found on the indexers’ listserv:

  • Some indexers time their work sessions with intermittent short breaks, which ultimately helps them work a longer day. Apps such as Pomodoro are designed for this.
  • It’s common for indexers to work a five to six hour day, due to the mental work required, rather than eight or ten hours. Create a schedule that works for you. Maybe a mid-day walk outside is just the thing you need before a productive afternoon.
  • Consider keeping your resource reference books just far enough away that you have to get up and walk a few steps to get them!

Maintaining your health

Along with equipment and alignment considerations, don’t forget to develop a routine that promotes your physical health. This can be as simple as looking up across the room to briefly change your eye focus. Many indexers keep an exercise mat nearby to do a quick stretching or yoga routine every few hours. There are many online resources for routines like 7 minute workouts. Paying particular attention to your hands and shoulders (and lower back and everything else!), will help to assure a more pleasant day and long term resilience. A few quick small stretches can have big benefits.

Your medical professional is an important resource in maintaining your physical health. Be sure to consult them whenever you feel you have concerns that go beyond trading good tips with other indexers. A physical therapist or other professional can suggest stretches and exercises to target your particular needs.

Where to start

So, get out that measuring stick and be sure to adjust your workstation to promote your comfort. With all the mental work involved in indexing, you want your office to support your physical health. 

There are tons of articles and websites that offer tips for setting up your office, often selling items at a variety of prices which you may or may not need. However, you are likely to find helpful diagrams on recommended positioning of your chair, keyboard, monitors and such. A quick online search will lead you to a resource that works best for you. Here are a few ideas to get you started.

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