How to Use Zoom to Get the Most Out of Your Meeting with Your Editor

In 2024, I had numerous Zoom meetings with writers across various genres—fiction, nonfiction, and academic writing. During these sessions, I've seen a lot of different approaches, and I want to review some key takeaways to help you get the most out of your meetings with your editor in 2025. Recently, one writer made the mistake of not taking any notes during a brainstorming session, and by the end of our meeting, she was upset to realize that she hadn't written anything down after all the valuable discussion. While I had taken a few notes, it was clear that she would have benefitted from doing the same.

Another common issue is not checking technology beforehand. As I charge by the hour, it's a pity when technology issues arise that could have been avoided. Don't get me wrong, I don't mind helping out or answering emails while the client troubleshoots, but it's ultimately a waste of their time. The same goes for not sending me the materials to review before the meeting or failing to have the correct piece of writing ready for discussion.

Also, with clients across various time zones, I love the global reach of Zoom, but I always try to be sensitive to the fact that, while it might be the end of my day, my client might just be waking up. Giving them a little break before the meeting to grab a drink, snack, or take a moment to settle in can make a big difference. A simple tip: Before scheduling, check if it's morning or evening where your client is. If it's early, maybe offer a few extra minutes at the start for them to get comfortable.

So, here's a list to help you make the most of your editor meetups in 2025.

1. Prepare Your Agenda Ahead of Time

One of the most important steps to getting the most out of a Zoom meeting is preparation. Before you meet with your editor, take some time to outline your goals for the session. What specific questions or issues do you want to address? Do you need feedback on character development, pacing, or specific scenes?

Tip: Create an agenda or bullet points for the meeting. Share this agenda with your editor in advance, so they know what to expect and can come prepared to discuss those specific areas. This can help keep the meeting on track and ensure you cover all necessary topics.

Technical issues can derail even the most well-planned meeting, so it's important to test your equipment ahead of time. This includes checking your internet connection, microphone, camera, and Zoom settings. Make sure your audio is clear, and your video is positioned to show you clearly, not just the top of your head or a blurry image.

Tip: Schedule a quick "tech check" at least 10-15 minutes before the meeting. Test the sound and visuals, especially if you're going to be sharing your screen to review your manuscript or other documents. This simple step can save you from delays or frustrations during the actual meeting.

If you plan to discuss specific chapters, sections, or a list of notes, share those documents with your editor beforehand. This allows them time to review your work and come to the meeting prepared with feedback. In addition to your manuscript, you can share any outlines, character sketches, or lists of questions you may have.

Tip: Upload documents to a shared drive (Google Docs, Dropbox, etc.) or email them in advance. For even more clarity, highlight specific sections you want to focus on during the meeting, so your editor knows where to concentrate their feedback.

Zoom meetings are more productive when both parties feel comfortable. This doesn't just mean being in a quiet space (though that's important), but also creating a relaxed, open environment where you can engage freely. Avoid distractions, and let your editor know if you need breaks or if there's a specific area where you feel vulnerable and need extra support.

Tip: Choose a calm, quiet location with minimal background noise. If possible, have a comfortable chair and take care of any distractions (turn off your phone, close unrelated tabs on your computer). A peaceful space will help you stay focused and engaged in the discussion.

During your meeting, focus on actively listening to your editor's feedback. This is your opportunity to clarify any doubts, gain insight into your work, and absorb constructive criticism. Take notes during the meeting, especially if your editor offers specific suggestions or highlights areas that need work.

Tip: Keep a pen and paper handy or have a document open to take notes during the meeting. If you feel uncertain about something, don't hesitate to ask for clarification, or ask your editor to repeat or elaborate on a point.

While it can be challenging to hear feedback on your work, remember that your editor is there to help you make your manuscript the best it can be. Approach the conversation with an open mind and a willingness to engage with criticism. If your editor suggests major revisions, ask for examples and explanations to better understand their perspective.

Tip: If you feel overwhelmed or defensive, take a deep breath. It's okay to ask for time to process their feedback. You might say something like, "I need to think this over, but I appreciate the suggestions," before diving into any revisions.

If your editor offers feedback that isn't entirely clear, don't hesitate to ask follow-up questions. Whether it's about specific edits or general advice on the direction of your manuscript, getting clarification ensures that you fully understand their feedback and are on the same page.

Tip: Have a few key questions ready for your editor at the end of the meeting. These could be about story structure, pacing, character arcs, or even about stylistic choices. Don't hesitate to dig deeper into areas where you feel uncertain.

Before the meeting ends, be sure to discuss timelines for revisions and the next steps in your collaboration. What are the deadlines for your revisions, and when should you schedule your next meeting or check-in? Make sure you and your editor are clear on expectations moving forward.

Tip: Take a moment at the end of the meeting to summarize the action points and deadlines. This will ensure you're both on the same page and give you a clear roadmap for what needs to be done next.

Once the meeting concludes, take some time to review your notes and reflect on the feedback. If necessary, follow up with a thank-you email that reiterates the key takeaways and confirms any next steps. This shows professionalism and keeps the lines of communication open.

Tip: A quick email summarizing your meeting can be helpful for both you and your editor. You might include any adjustments or clarifications that came to mind after the meeting and confirm your next action items.

Zoom is a powerful tool for connecting with your editor, but to truly make the most of your meetings, preparation and active engagement are key. By testing your technology, setting clear goals, sharing documents, and being open to feedback, you can ensure that your Zoom meetings are productive and contribute to the success of your writing project. With the right mindset and approach, your Zoom meetings with your editor can become an invaluable part of your creative process.