Contracting with indexers

Jump to: [ Locating Indexers || Choosing Indexers || Questions to Ask Indexers ]

Locating Indexers

While searching the web is one way to do it (you may have done that to find this site), I think there are two better approaches:

1. Referrals from other indexers or colleagues. Ask your usual indexer or any indexer acquaintances for referrals. Legitimate professionals are more than willing to refer you to indexers with the appropriate expertise. In fact, most indexers will offer to refer you to other indexers if you contact them about projects for which they're not available. Also talk to your colleagues - they will probably be happy to tell you who they've worked with in the past and who has or hasn't worked out. Starting a list of indexers to avoid is just as important as starting a list of indexers to consider.
2. Directories of indexers. Browse through directories like those listed below. Remember, though, that most of these are fee-based so they only include indexers who've paid for inclusion.
   • Publishers' Guide to Indexers in the Pacific Northwest (print and online) Online version is browsable by subject area or name. Listings are of members of this chapter of ASI who pay to be included.
   • Indexers Unlimited Clearinghouse (online). Listings are available to any indexer who pays to be included and who provides proof of background.
   • Indexer Locator (print and online) Online version is searchable by subject area. Listings are of ASI members who pay to be included.
   • Martin Tulic's "Other Indexers" pages (online) searchable by geographic region, subject, or name. Listings are available to anyone.

Choosing Indexers

While it's tempting to contract with the first available or cheapest indexer you contact, an open schedule or low fee shouldn't be your first priority. You have the same concerns when looking for proofreaders or illustrators, but you don't allow low fees to be your highest priority. These are certainly important issues, but consider:

Why is this indexer's schedule so open? Did you just get lucky and call when she's between projects or is she chronically available?

Why are her quotes significantly lower than others you've received? Is there some reason for her to charge fees that are lower than industry standard? Perhaps she works so fast that she can fit 3 indexes into the time it takes other indexers to write 1 index. (Which might introduce questions about quality.)

Availability and price are important, but rather than writing a contract with the first available indexer you call, it might be wise to find 3 or 4 indexers who are available and whose fees are in your price range, and then ask a few important questions. In just a few minutes of questioning on the phone, you can have enough useful information about an indexer to make a choice about whether or not you want to work with her.

Questions to Ask Indexers

The main goal of asking indexers questions is to determine:

That they have some practical experience with indexing. Having read a book about indexing doesn't mean someone can write useful indexes any more than reading a book about how to write fiction makes you into a marketable author. Sure, you can sit in front of a computer and write a story, but is it something others would find value in?

That they are interested in indexing. Someone who sees indexing as a way to make an extra buck will probably provide a very different product than someone who really cares about providing a useful tool for information access.

So, what kinds of questions will provide you with information that will help you decide between the 3 available indexers?

Questions about credentials, like:

• Where did they learn indexing? The most common responses you'll hear are either the correspondence course offered through the USDA's Graduate School, courses offered by local indexers, one- and two-day workshops, and courses offered through local colleges and universities. Remember that indexing, as a form of writing, isn't something that can be learned simply by reading about how to do it or by listening to a lecture about how to do it. Can you imagine taking a one-day class in graphic design and then walking away with all the skills it takes to design professionally? You expect more from your designers, editors, writers, and proofreaders, shouldn't you expect the same from your indexers? Indexing requires skills that must be learned, internalized, practiced, evaluated by a working professional, and practiced again. There's no need to avoid new indexers, but do ask about what practice indexes and what feedback they have from their instructors. When learning indexing, feedback on practice indexes is absolutely vital.
• How long have they been indexing? New indexers have a lot to offer, so you don't need to necessarily shy away from them. If they've been working with mentors, doing pro-bono indexes, or subcontracting with other indexers you know they are dedicated to this career. Their seriousness can also be revealed in their participation in conferences, meetings, indexing organizations, and in other professional development opportunities (seminars, workshops, etc).
• If you're looking for indexers with subject expertise, ask about their backgrounds in that subject area. Do they have work experience, personal experience, or degrees in that discipline? Is a background in information science (the study of how information is produced, organized, and used) important to you?

Questions about product and quality of work, like:

• Ask for references. Even if you don't have time to contact those references, getting this information will be useful to you. Who's on their list: clients, other indexers, former instructors? If you have time, query their references about whether they finish indexes on time, follow required style guides, have professional attitudes, and have a personality that will be easy to work with.
• If you have time to evaluate their work, ask for samples.

Questions about other important issues, like:

• If you're looking for people actively involved in their profession, ask about recent publications, presentations, or other professional activities either in the indexing community or in their area of specialization.
• One very important quality that tends to be overlooked is personality. Make sure you will be working with someone who is professional and friendly. Granted, you won't be working with this person day-in and day-out, but you do want to feel open to communicate with this person, especially if you have a question about the final product. Would you feel comfortable asking this indexer why she treated a subject a certain way in the index?

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