In this series, editors share their experiences, insights, and tips on the practical aspects of working as an editor. In our previous “Editors Advise” instalment, nine editors shared their thoughts on a range of topics, including the financial viability of freelancing and the importance of social media. For this edition, five editors were asked if they are compensated for all the non-editing tasks they do.
How much time per day (or per week) do you spend on non-editing tasks for your business? Do you get paid for those hours by working that time into your editing rate, or how do you adjust for that?
Alicia Chantal, copy editor, proofreader, and owner of Fresh Look Editing
The answer to that varies depending on the week! When I have a lighter project load, I deliberately spend more time on administrative tasks for my business (with the hope of staying on top of those important duties when I’m deep into editing). I work part-time hours, so if I spend an average of 10 hours per week on non-editing tasks, including invoicing, reading/answering emails, professional development, and marketing, that’s probably a good week for me. I’ve started scheduling at least two “admin weeks” during the year when I’m at my desk but don’t take on any project work; this helps me focus solely on tackling larger non-editing tasks and get caught up on anything that helps me maintain and grow my business effectively.
When I set my rates, I take all of my business duties, editing and otherwise, into account. The “unpaid” tasks all contribute to my success as an editor, so I think it’s important we think like business owners in this regard. Do I have a perfect formula? No, but I try to remind myself that the non-editing things we do from day-to-day build a sustainable profession, and I do my best to ensure my rates account for that.
Allister Thompson, freelance editor
I don’t add the time spent doing things like quoting on jobs or initial conversations with authors into fees. Personally, I think that would do more to drive people away than to attract them. Of course, you can’t spend too much time on those initial negotiations, either; there’s a reasonable limit. I spend very little time on things like accounting and drumming up business. I’d say 90 percent of my time is spent on reading/editing/report-writing, and 10 percent on communications and keeping track of various financial aspects of the business. I definitely don’t think it’s a good idea to try to work the time spent on business administration into the fees of individual projects. Some tasks are just the price of being in business.
Małgosia Halliop (she/her), freelance writer and editor
I don’t track non-billable time very well. Even with billable projects, I often work on them in my head when I’m not at my desk, so the edges of billable and non-billable time can get blurry.
I occasionally track non-billable business tasks with Toggl as well, but I never stick with it for long, whereas, when I’m sitting at my desk doing billable work, I am strict about time tracking, whether or not I’m billing hourly. I’d like to be more consistent about tracking non-billable time.
Natalia Iwanek, freelance copy editor, stylistic editor, and proofreader
It really depends. On the weeks when I am less busy, I update my website and blog (including SEO and accessibility, such as alt text, checking colour contrast, etc.), catch up on emails, and organize paperwork. I also try to do a bit of professional development each month/bi-monthly, which includes attending Editors Toronto and Editors Canada webinars, taking editing-related courses, reading BoldFace and The Editors’ Weekly, and networking with colleagues. I consider these hours to be the cost of being a freelancer; I do not get paid for these through my editing rate. My rate is simply editing, and all other freelance-related tasks are what I consider investments into my own lifelong learning, my business, and my future. In my mind, the professional development and the website updates—although I very much enjoy both—help make me a better and more marketable editor, which, in the long run, will result in clients who I enjoy collaborating with and vice versa.
Raya P. Morrison, freelance editor and editor-in-chief of Blood & Bourbon
I spend an hour or so on Sunday mornings planning out the week ahead while I have my coffee. That gives me enough time to tie up any loose ends from the week and mentally prepare for next week. I also schedule two hours on Wednesdays for emails or any promotional work (e.g., updating my profiles or website), but, to be honest, I only use those hours when I see that I don’t have work lined up. At the same time, if there is a bit of a lull, I’ll spend more hours on updating something or I’ll take a course to refresh my knowledge or update my skills.
I don’t really think about being paid for these hours, as I work at a rate that I’m comfortable with. It goes back to budgeting and client management. I have a number for the yearly income I want to hit, and I know the minimum amount I need to make each month to feel comfortable. On the other hand, I know that corporate clients can usually afford to pay more than independent authors. I work out the rate for each client based on these factors, but it never goes below a certain number. Figure out what that number is for you (be realistic about your monthly expenses), and setting your rates or saying no to low-paying jobs will become much easier.
This article was copy edited by Emily Faubert (she/they), a freelance editor and graduate student at Lakehead University in Thunder Bay.
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