Project Meeting Agendas

We include a number of standard project meetings in our project schedules. The following are template meeting agendas which can be modified for each project.

Standard Meetings

Project Kick Off

Meeting Lead: Managing Editor; Assistant Managing Editor backup

When it Meets: After author signing and project startup, but before Initial Delivery Date

Who’s Involved: Managing Editor, Assistant Managing Editor

Purpose: Celebrate project startup, especially if we didn’t have a meeting with the author before contract signing; make sure we’re all on the same page about the project, communications/collaboration, and next steps

Agenda

  • Project Goals
    • Author goals for book, how it fits into wider goals
    • Potential audiences
    • Final formats (incl. audiobook narration)
  • Existing Content Review
    • Initial feedback and any structural changes (as needed)
    • What documents exist/ what we need from them
    • How author feels about existing content
    • Review content organizer (if needed)
  • Project Communications and Collaboration
    • Slack channel / email
    • Shared Dropbox folder
    • Smartsheet
    • Meetings + Calendly
    • Communication preferences
  • Phases and Timeline Overview
    • Our milestones
    • Deadlines for author(s)
    • Reviews period (early reviewers and trade)
    • Anticipated launch month
  • Marketing
    • Our approach
    • Author involvement
    • Questionnaire and marketing surveys
  • Challenges and Opportunities
    • Any potential challenges or roadblocks?
  • Next Steps
    • Author Questionnaire and photos
    • Initial Delivery Date

Structure/Developmental Edits Review

Meeting Lead: Managing Editor

When it Meets: After developmental edits are sent to author

Who’s Involved: Managing Editor, Assistant Managing Editor

Purpose: If needed, to review developmental edits; in lieu of or in addition to Project Kick Off meeting

Agenda

  • Developmental Edits Review
    • Feedback and any structural changes (as needed)
    • How they feel about suggested edits
    • Any new content identified that we need from them
    • Any content identified to compress or remove
  • Project Goals (if no kick off meeting to review)
    • Author goals for book, how it fits into wider goals
    • Potential audiences
    • Final formats (incl. audiobook narration)
  • Project Communications and Collaboration (if no kick off meeting to review)
    • Slack channel / email
    • Shared Dropbox folder
    • Smartsheet
    • Meetings + Calendly
    • Communication preferences
  • Phases and Timeline Overview (if no kick off meeting to review)
    • Our milestones
    • Deadlines for author(s)
    • Reviews period (early reviewers and trade)
    • Anticipated launch month
  • Marketing (if no kick off meeting to review)
    • Our approach
    • Author involvement
    • Questionnaire and marketing surveys
  • Challenges and Opportunities
    • Any potential challenges or roadblocks?
  • Next Steps
    • Deadline for new content and edits

Pre-Launch Marketing Meeting

Meeting Lead: Marketing, Sales, and Distribution lead; Managing Editor backup

When it Meets: After sending Marketing Plan V.B to author

Who’s Involved:Managing Editor, Assistant Managing Editor

Purpose: Review marketing plans in development; discover any additional author ideas not covered in Author Questionnaire or Marketing Surveys; ensure author understands their responsibilities in marketing the book

Agenda

  • Review Marketing Plan V.B and Get Feedback
    • Communication and messaging (audience, suggested social content)
    • Early reviewers program and trade review submissions
    • Potential products and downloads
    • Potential offers
    • Potential events
  • Brainstorm Additional Opportunities
    • Review opportunities
    • Potential marketing partners
    • Author pitching opportunities
  • Existing Opportunities
    • Connections and events
    • Potential event or marketing collateral needed
  • Next Steps
    • White Deer Publishing will update Marketing Plan per meeting
    • White Deer Publishing will continue research and brainstorming
    • Author can let us know any opportunities or new ideas
    • Next marketing meeting will focus on early reviewers and Advance Reviewer Copy (ARC)

Digital Proof and Marketing Plan Meeting

Meeting Lead: Marketing, Sales, and Distribution lead; Managing Editor backup

When it Meets: Before we send the author their digital proof and Approval for Publication Docusign

Who’s Involved: Marketing, Sales, and Distribution Manager, Managing Editor, Production Editor, Assistant Managing Editor

Purpose: Discuss any initial feedback on digital proof; review next steps in production/approval; review early reviewer plans and marketing plan execution

Agenda

  • Digital Proof (to be sent with meeting agenda or just after meeting)
    • Digital proof shows what book will look like when printed; only change will be adding review blurbs to first pages (where ARC note is currently)
    • Author should review cover and each interior page
    • Last opportunity to request changes (but preferably should not be any that need to be made at this point)
    • If proof is sent after meeting, we can include a preview by screen sharing
  • Approval for Publication
    • Sent within a day of digital proof
    • After reviewing proof, author completes the form to confirm they approve the digital proof for publication
  • ARC
    • Sent to early reviewers author identified
    • Submitted to trade publications for review consideration; reviews not guaranteed
  • Early Reviewers
    • Confirm author preference: they can contact early reviewers, or we can
    • Early reviewers will be sent instructions for review and a link to download the digital ARC
    • We’d like all review blurbs submitted by: [DEADLINE]
  • Marketing Plan
    • Next steps and plan execution
    • Event plans
    • How to get author copies (now and in future)
  • Next Steps
    • Review proof and let us know any feedback
    • Complete Approval for Publication Docusign
    • Send ARC link and instructions to early reviewers
    • We’ll share any trade reviews we receive; author should also share across their platforms

Post-Publication Marketing Meeting

Meeting Lead: Marketing, Sales, and Distribution lead; Managing Editor backup

When it Meets: About a month after book has been published

Who’s Involved: Marketing, Sales, and Distribution Manager, Managing Editor, Assistant Managing Editor

Purpose: Review how marketing has gone thus far and discuss ideas and opportunities for continued marketing

Agenda

  • Marketing Plan
    • What did we plan?
    • What did we do?
    • How did it go?
  • Current Sales Numbers
    • Pre-orders vs. post-launch
    • Any peaks and how they could be connected to our efforts?
  • Reviews
    • Early reviewers; check in with anyone who didn’t submit a review
    • Additional reviews we’ve received
    • Opportunities for review submissions and promotional copies to send
  • Challenges and Opportunities
  • Next Steps
    • Author ideas
    • White Deer Publishing tasks

Audiobook Process Meeting

Meeting Lead: Managing Editor

When it Meets: After author has reviewed Guide to Audiobooks and before starting to record

Who’s Involved: Managing Editor, Assistant Managing Editor

Purpose: Review audiobook process and any questions the author has

Agenda

  • Audiobook Process Overview
    • Digital book reading copy (purpose, when to expect)
    • General steps
    • Author responsibilities
    • Review questions from Audiobook Guide
  • Review
    • Audio sample
    • First portion of book
  •  Edits/Mastering
    • How White Deer Publishing can help
    • Author can hire someone (check Upwork or Fiverr)
  • Next Steps
    • Deadlines
    • Help during process