How to Build an Encyclopedia

Cordelia Candelaria says that creating an encyclopedia is much like preparing a holiday feast. “You know it will all come together and everyone will be delighted in the end,” says the executive editor of The Encyclopedia of Latina and Latino Popular Culture.

But—much like a dinner party—the making of an encyclopedia requires a great deal of pre-planning, strategy, and teamwork. “You may get tired along the way, but you’re doing it because you want to,” Candelaria says.

Once the need for a Latino culture reference tool was clearly articulated and accepted by Greenwood Publishing Group, the team of ASU scholars faced a formidable task. They had to create an inclusive multi-volume encyclopedia with limited pages, hundreds of contributors, and a tight deadline.

How they did:
Planning: The team took inventory of the tools, people, time, and financial assets needed to begin the project. When they determined that the proper resources were available, they assessed the publisher’s proposal, and narrowed the project’s scope to fit the audience.

Choosing Participants: A board of distinguished advisors with expertise in Latino culture was selected from around the world. Their cultural knowledge proved invaluable in reviewing content, writing regional entries, and fact-checking. A call for entries was targeted to scholars across the globe. Students who participated in two Chicana/o Studies studio workshop courses also served as writers and editors. They all earned publication credit.

Guidelines and Standards: Although it was tempting to include every culturally-relevant entry imaginable, daily team meetings were scheduled to discuss the who, what, and why of entries. The writing and editing of the volumes required a regimented series of checks and balances to ensure accuracy. Once entries were assigned, each section editor reviewed submissions, then forwarded them along to the other editors for final approval.

Building the Book: With thousands of submissions, multiple drafts, and staggered deadlines, the project required strict attention to detail. Editors used Excel spreadsheets to track all entries in-progress, their due dates, and categories.—Melissa Crytzer Fry