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The freelance editor’s toolkit

1 March 2021 | March 2021

The freelance editor’s toolkit

Peter Riches

The freelance editor’s toolkit

by Paul Anderson

Peter Riches explained the main software apps and digital tools he uses to run his business, Red Pony Communications, at the Editors NSW speaker meeting on 2 February 2021.

The content was platform-agnostic, included apps for PC and Mac, and cloud-based tools that run on both. Tools featured were arranged in three project stages.

Pre-project

  • Daylite is a customer-relationship management (CRM) tool (Mac only). It is an opportunities register and contains pipelines of tasks. Peter has refined how he uses it over many years. 
  • AnyCount is a specialist word-count application (PC only). It works across a range of file types, including PDF, PowerPoint and Excel. 
  • StyleWriter is editing software that identifies improvements to text (PC only). Peter uses it to quantitatively evaluate documents before doing a sample edit. It uses measures such as sentence length to score documents and predict the level of modification required.
  • Peter has built his own ‘quote engine’ in Excel. He uses it as a baseline to quote for proofreading and editing projects. It takes input from AnyCount and StyleWriter, and uses other factors such as number of references, to give an overall estimate of hours. 
  • Quotes are prepared using a Word template. Mail is merged from Daylite to populate the quote with client details. It takes about one hour to generate a quote for a standard project.

Project execution

  • PerfectIt runs a series of tests for consistency, such as punctuation of lists. It is usually run at the end as a final check. Now a cloud version can be used on Mac or PC.
  • A tool can be as simple as an unformatted text file with reusable information. TextEdit is the Mac equivalent of Notepad on a PC. It copies and pastes standard editing comments. (Confluence is now being used; it’s easier to share.) 
  • Daylite tracks a project and is a checklist to avoid forgetting steps when rushing for a deadline.
  • Confluence is a cloud wiki application used for style sheets, and can be worked on by large project teams and updated in real time.
  • Basecamp, used mainly when working on tenders, is the preferred tool to exchange files because it is easy to do a two-way exchange with clients.

Post-project

  • Dropbox is a file server. Some clients have filters that block attachments and sometimes a file is too big. A document can be transferred by sending a link rather than an email attachment. 
  • Harvest generates an invoice and is used to track actual versus billable time for fixed-cost and jobs charged by the hour. It automatically follows up with reminder emails if an invoice has not been paid. Harvest integrates with Xero, the accounting system.
  • Excel is used to record information for every project and is used for internal purposes only. The metrics help in future quotes, particularly for the same client.
  • Confluence is used to export a style sheet to Word and send it to the client. It is broadly useful in maintaining quality of work.

Peter concluded with five tips for choosing tools.

  1. Use the least number of tools possible. Every new tool adds another layer of complexity (tools talking to other tools). Daylite is his main tool.
  2. Allow time to evaluate with real data.
  3. You do not have to use every feature. He uses AnyCount for word count only.
  4. Prepare for the possibility that some (specialist) tools will become obsolete.
  5. Sometimes DIY is a better option. His Excel tool is now up to ‘Quote Engine 2.0’.