Book Editing Workflow for Beginners: Requests, Proofs, and Print Submission in One Board

Project & Development

Book Editing Workflow for Beginners: Requests, Proofs, and Print Submission in One Board

First-time book editors, and anyone handling a company history or self-published book, use this book editing workflow template for beginners to track chapters from manuscript to print on one board. The four-page whiteboard opens with key terms and book basics, maps the 5 stages and milestone dates, flags chapters at risk, and sets handoff rules and your schedule through submission. The task board has 4 columns - not started, in progress, waiting on reply, and done - with 4 parent tasks and 3 subtasks each (16 total), from the manuscript request to the final submission check. Even first-timers learn to build a schedule counted back from the publication date and spot delays early by filling in notes on proofs, sign-off, and submission. Share the chapter-status board with the author and designer using the public link. Do not put manuscript text or unannounced titles on the public board. This template does not cover copyright or publishing contract decisions.

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book editing editorial workflow proofreading print submission publishing schedule
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① Writing order ② What are the first and second proofs ③ What is final sign-off ④ What is print submission ⑤ Book basics (start here) ⑥ People table (who receives what, wh... ⑦ The 5 production stages (based on t... ⑨ Stage handoff table (who hands off ... ⑩ Chapter status table (where each ch... ⑪ Sorting chapters at risk (place cha... Small delay × big impact Big delay × big impact Small delay × small impact Big delay × small impact ⑫ How to send the manuscript (start w... ⑬ How to mark redlines ⑭ Deadline to send it back ⑮ Your own schedule table (3 to-dos p... Book Editing Work... How to use (4 pag... Goals and milesto... Rules and handoffs Delays and snags Term explanations... 1/4 Grasp the big pic... Ctrl+F / ⌘F : 2/4... → 2/4 2/4 Map the productio... ↙ 3/4 First check the key terms in ②–④ e.g. Next, fill in the book basics on ⑤, starting from the publication date goal Finally fill in the people on ⑥, then move to page 2 First proof = 1st proof copy, second proof = 2nd proof copy A proof copy is a trial print used to find errors before printing: edit marks are called redlines e.g. Check that fixes from the first proof were made in the second proof Ending proofing on the condition that the printer checks the remaining fixes No new proof copy is made, so use it only when fixes are few e.g. If the second proof has only 3 fixes, sign it off as final Handing the print-ready files over to the printer Submit both the body text files and the cover file e.g. Before submitting, always count the pages and check the order Working title (a placeholder is fine)e.g. "My First Vegetable Garden" (working title)*Keep unannounced titles off the public board Page count estimate and number of chapterse.g. 192 body pages, 6 chapters total(about 30 pages per chapter) Publication date goale.g. Publication date: __/__All milestones count back from this date What they receive What they send Contact point Author e.g. Request letter, first proof, second proof e.g. Manuscript, redlined proof copy e.g. Email (contact: ____) Designer e.g. Manuscript, combined redline copy e.g. Typeset files, first proof, second proof e.g. Chat (contact: ____) Proofreader e.g. First and second proof copies e.g. Proof marked with errors e.g. Email (contact: ____) Printer e.g. Print files, signed-off final proof e.g. Sample copy, printed book e.g. Phone and email (sales contact) ManuscriptWritten by the author, read by the editorCheck: chapter length and missing partse.g. Chapter 2 is only half the planned length First proofFind errors in the 1st proof copyCheck: typos and figure placemente.g. The author and proofreader mark redlines separately Second proofConfirm fixes in the 2nd proof copyCheck: first-proof redlines were fixede.g. Keep new changes to a minimum Final sign-offLeave the remaining fixes to the printer and finishCheck: few remaining fixese.g. If many fixes remain, order a 3rd proof Print submissionHand the print-ready files to the printerCheck: page count and ordere.g. Submit the cover file the same day ⑧ Timeline (write... Start e.g. Ask the author 150 days before publication Manuscript due e.g. All chapters in by 120 days before publication First proof back e.g. 80 days before publication Second proof back e.g. 55 days before publication Print submission e.g. 40 days before publication Sample check e.g. Sample arrives 10 days before publication From To Days needed (est.) Manuscript e.g. Author e.g. Editor e.g. 30 days to write First proof e.g. Designer e.g. Author / proofreader e.g. 10 days to typeset + 14 days to return Second proof e.g. Designer e.g. Author / proofreader e.g. 10 days to return Final sign-off e.g. Editor e.g. Printer e.g. 3 days to check Print submission e.g. Designer e.g. Printer e.g. 2 days to check files 3/4 Spot delays by ch... → 4/4 4/4 Hand off to print Manuscript First proof Second proof Final sign-off Chapter 1 e.g. Done e.g. Done e.g. Waiting to return e.g. Not yet Chapter 2 e.g. Done e.g. Waiting on redlines from author e.g. Not yet e.g. Not yet Chapter 3 e.g. Manuscript pending, check with author this Friday e.g. Not yet e.g. Not yet e.g. Not yet Chapter 4 e.g. Done e.g. Done e.g. Done e.g. 3 fixes left, sign-off expected Chapter 5 e.g. Done e.g. Waiting on figure replacement e.g. Not yet e.g. Not yet Chapter 6 e.g. 5 days past the due date e.g. Not yet e.g. Not yet e.g. Not yet 縦軸: Impact on lat... e.g. Chapter 5, with many figures. Confirm dates with them now to keep the delay small. e.g. Chapter 3, waiting on the manuscript. Act on this first - contact the author today and reset the due date. e.g. Chapter 1. Keep going as planned; just update the status at the next check. e.g. Chapter 6, the appendix. Push its proofing order back and move other chapters forward first. e.g. Send the manuscript as one file per chapter e.g. Name files "chapter number_date" e.g. Keep figures and photos in a separate folder e.g. For Chapter 3 in ⑪, have them send finished sections first Redlines are correction marks written on a proof copy e.g. Mark fixes in red and questions in blue e.g. Note the reason for each fix in the margin, briefly Keep the same style across the author, proofreader, and editor e.g. Return the first proof by the "first proof back" date in ⑧ (about 14 days, per ⑨) e.g. Return the second proof by the "second proof back" date in ⑧ (about 10 days, per ⑨) Tell the author and proofreader the deadline as an actual date e.g. Ask them to flag any delay at least 3 days ahead To-do 1 To-do 2 To-do 3 Plan and outline e.g. Check the table of contents with the author e.g. Review whether it fits the page count from ⑤ e.g. Standardize how headings are styled Request and colle... e.g. Send the request letter e.g. Tell them the due date e.g. Read the manuscript on arrival Proofing and fixes e.g. Send the proof to the author and proofreader e.g. Merge redlines into one copy e.g. Rewrite the status in ⑩ Submission and sa... e.g. Count pages and check the order e.g. Hand off the files to the printer e.g. Check the sample for missing or misordered pages Sharing with the ... e.g. Send the public link to the status board e.g. Skip the manuscript text e.g. Update the status every Friday → 2/4 Map the productio... ↙ 3/4 Spot delays by ch... → 4/4 Hand off to print
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Task board contents

Not started 16 items

Get the big picture
Map the workflow
Spot delays early
Hand off to print
Check the key terms
Plan the outline
List the people
Detail the 5 stages
Set the milestones
Request manuscript
Log chapter status
Sort delay risks
Chase late chapters
Set handoff rules
Write your own plan
Submit and check

In progress 0 items

Waiting on reply 0 items

Done 0 items

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