Communicate Like a Pro Collaborating with Your Publishing Team
Publishing is a team sport – even if you’re self-publishing, you’ll work with people (editors, designers, promoters, beta readers) who want your book to succeed. At Kravitz & Sons, hybrid publishing is explicitly treated as a partnership: authors get professional editing, design, and publicity support beyond just printing the book. Whether you’re going solo or partnering with a press, open, timely communication and mutual respect will keep the process smooth and fun. Here’s how to build great working relationships at every step.
EDITORS & PROOFREADERS
TRUST AND TEAMWORK
Imagine handing your manuscript to an editor. It can feel vulnerable – but remember, they love making your story shine. As one editor puts it, “Editors and proofreaders share their time, expertise, and passion with you…We’re thrilled to be part of your journey”. They want to see your writing at its best, not tear it down.
- Trust their expertise. Ask questions if you need to, but don’t doubt every change. Good editors are collaborators, not enemies – they want your voice to come through.
- Be responsive. Answer questions and confirm receipt of edits promptly. If you’re traveling or busy, drop a quick note (e.g. “Got your email, will respond on Friday”) so they’re not left hanging. Timely replies show respect for their schedule and keep the project moving.
- Clarify scope early. Stick to what was agreed. If mid-project you decide you need more (say a line edit instead of a copyedit), ask politely and be ready to negotiate new terms. Don’t spring unexpected work on them for free – it only stresses everyone.
- Use agreed tools. If your editor sent a Word doc with tracked changes, don’t rewrite in a different program. Keep edits in the same file and format you agreed on – it saves confusion.
- Handle feedback with grace. It’s easy to take red ink personally, but remember their goal is to make your writing pop, not erase your voice. If a comment feels off, ask for clarification instead of reacting defensively. Most editors expect a few missed typos – perfection is impossible. In the long run, their notes are a gift: treating them as collaborative (not personal criticism) helps you learn and grow.
Pro tip:
Editors are people too! A little kindness goes a long way. A simple thank-you or compliment (“Wow, you caught that – thank you!”) can make their day. As one editor notes, “every interaction can be improved with a show of kindness”. Kindness and respect now can turn a one-time editor into a long-term ally.
COVER DESIGNERS & FORMATTERS
CREATIVE COLLABORATION
Your book’s look is a team effort. The writer and designer each bring ideas. As cover artist Scarlett Rugers advises, communication is everything: “the most important thing about working together is communication”. Approach cover (and interior layout) design as a conversation, not a battle.
- Talk it out early. Share your ideas (mood boards, similar covers you like) but also ask the designer for input. Be open to suggestions – they’re usually based on experience with what sells. Remember, “this design belongs to both of us, it is just as important to me as it is to you”. Think of design as a two-way street.
- Ask for clarity. If a suggestion confuses you (e.g. a layout you don’t understand), it’s okay to ask “can you explain that?” Designers expect questions – their job is to help you, not baffle you.
- Stay flexible. Sometimes the best idea comes from a crazy brainstorm. Rugers says to be “open to change…outside of our comfort zones”. If you initially balk at a bold font or color, give it a try; it might be exactly the eye-catcher you need.
- Clarify formatting early. If you’re working with a formatter (for print/PDF or eBook), make sure they have everything: your final manuscript files, any images, preferred fonts, and page size. Communicate your expectations (e.g. one or two columns, chapter headings style). The formatter should send you proofs – respond promptly with any tweaks.
- Find the right balance of input. It’s your book, but the designer/formatter is the expert in visual presentation. Give your feedback, but also trust their craft. As Rugers notes, she will “always listen to your feedback and try it out,” but she also values your trust in her lead.
STORY
One author insisted on a whimsical font that made her manuscript hard to read. After a calm discussion (and a designer mock-up), she saw how a cleaner font looked more professional – and sales picked up. By listening and testing ideas, everyone was happy with the final cover.
YOUR PUBLISHER
(TRADITIONAL & HYBRID PARTNERS)
Whether you’re self-publishing with a hybrid partner like Kravitz & Sons or going with a traditional press, clarity is key. A recent guide emphasizes: “Review contracts, timelines, and project documents carefully. Clarify roles, responsibilities, and decision points early”. In practice, that means:
- Understand roles. Know who’s doing what: usually the publisher handles editing coordination, design, production, and distribution, while you (the author) provide the manuscript, creative vision, and timely feedback. Ask if anything is unclear. This prevents duplication or missed steps down the road.
- Read everything. Carefully go over your contract, schedule, style guides, and any templates the publisher gives you. These docs spell out deadlines (for edits, cover approvals, etc.) and how the process works. If a timeline or requirement seems odd, ask questions. Better to clarify in writing than assume.
- Communicate professionally. When you get notes or a request, respond thoughtfully. Atmosphere Press reminds authors that “how information is shared can make or break a project”. For example, if an editor’s note confuses you, write something like: “Thanks for the notes! Just to double-check, are you suggesting a change to pacing here?”. Framing questions constructively keeps the focus on solutions, not blame.
- Treat feedback as teamwork. If the publisher (or editor) sends feedback, remember it’s about making the book better. Atmosphere Press emphasizes, “feedback…should be treated as a collaborative tool, not a personal critique”. Respond with respect and an open mind. If you disagree on something, explain your reasoning calmly, or ask if there might be a compromise.
- Be responsive and flexible. Even large publishers run on schedules. Kravitz & Sons stresses that authors should be prepared with final files and open to timelines. If you need extra time, give notice. Conversely, if the press asks for quick input (say, a last-minute cover tweak), try to reply promptly or suggest an alternative solution. The key is polite, timely updates.
- Keep the big picture in focus. Publishing can be stressful, but everyone’s aiming for the same goal: a great book. Atmosphere Press reminds us: “everyone is working toward the same outcome: a strong, successful book!”. When confusion or setbacks happen, loop back to that common goal and find a way forward together.
MARKETING & PUBLICITY TEAMS
When your manuscript is nearly done, you’ll meet the marketing/publicity crew (even with some self-publishers). These folks are champions for your book, but they need your help too. Think of them as partners in spreading the word: they bring strategy and contacts, you bring your personal story and audience knowledge.
Treat marketing meetings like a conversation, not an interrogation. Be prepared: brainstorm potential contacts (colleagues, journalists, influencers) and have a list of your past media appearances or speaking gigs. Penguin Random House suggests starting “six to nine months before publication,” so the more info you provide early, the more creative options they have. Also audit your platforms – let them know your strong social networks (Instagram? Twitter?) and weak spots, so they can help shoring those up.
When you talk logistics, honesty is crucial. As PRH advises, “Think through your bandwidth and be ready to communicate what you are and are not able to do”. If you’re up for a virtual book tour, great; if you have a day job and can’t do daytime interviews on certain days, say so. They will never force you to do something you’re uncomfortable with, but they will plan around your limits if you’re clear. For instance, if your work schedule suddenly changes, drop them a quick note to update your availability.
Finally, stay open-minded. You know your book best, and you’ll have ideas too – that’s wonderful! The marketing team will also bring ideas you might not have considered (new platforms, audience angles, promo gimmicks). PRH emphasizes keeping an open ear: they’ll want your input, but they also ask authors to try out suggestions. You can always say no if something truly won’t work for you, but give new ideas a fair chance. Together, your vision + their expertise = the best possible campaign.
BETA READERS & EARLY REVIEWERS
Beta readers are volunteers from your target audience who help test your book before it’s finished. Working with them is very collaborative – they’re on your team helping you catch plot holes and gauge reader reaction. A few best practices:
- Set clear expectations. Tell your beta readers exactly what kind of feedback you want: overall impression, plot pacing, character input, copyediting, etc.. And give them a firm deadline. Lulu advises setting a cutoff (“I won’t accept feedback after X date”), so readers know they can commit and you get timely results.
- Be organized. Provide what they need in the format they prefer – some may like a PDF, others a Word doc with comments, even a paperback proof. Let them know how to mark changes (e.g. use Track Changes or comments) so you can easily review their notes. The clearer you are upfront, the smoother the process.
- Check in gently. If a beta reader goes silent and misses the deadline, shoot a polite reminder. Life happens! But avoid the frustration of a lost reader by confirming commitments in advance.
- Show gratitude. Beta readers usually don’t get paid, so thank them generously. Mention them in your acknowledgements, give a shout-out on social media, or send a free copy of the finished book once published. Many beta readers will even swap with other writers, so you can always return the favor. This keeps the writing community supportive and can build lasting relationships.
TIP
Treat beta feedback as fuel, not criticism. Beta readers want your book to be amazing – their tough love is a gift. Listen for common threads in their comments and address those; if only one person had an issue and it conflicts with your vision, weigh it but don’t feel obligated to change everything.
TOP TIPS FOR TEAMWORK
- Be professional and prompt. Respond to emails (or messaging) within a reasonable time and always in a courteous tone. Clear, respectful messages build trust.
- Communicate clearly. Ask direct questions when unsure, and provide context when reporting issues (“The wrong file was uploaded, here’s the correct one…”). Keep discussions on actions and solutions.
- Manage disagreements constructively. If you and a collaborator see things differently, focus on the goal of a better book. Atmosphere Press suggests focusing on next steps, not blame. A little flexibility and compromise go a long way.
- Respect boundaries. Everyone has limits – budgets, schedules, and comfort zones vary. Speak up early if something isn’t possible for you, and likewise respect the pros’ time and processes. Authors and service providers are equals in this partnership.
- Build long-term relationships. The publishing world is small. Editors and designers remember your attitude. As Moore Attuned points out, a healthy editor–author relationship means they’ll be eager to work with you again and recommend you to others. Treat people well, and you’ll gain collaborators (and even friends) for future books.
In the end, publishing is about teamwork. Every contributor – editor, designer, publisher, marketer, beta reader – is invested in making your book a success. Be open, be clear, and be kind, and you’ll turn each professional interaction into a positive step toward your shared goal: a terrific book and a proud author.
Happy publishing, and may your collaborations be as great as your writing!