In this article we'll consider
What an ARC team is
Where to find ARC readers
Distributing ARCs to your team
Managing your ARC team
Receiving feedback and analyzing results
A PDF of the ARC process works
Download to read later:
When you publish traditionally, your publisher is responsible for sending out advance review copies (ARCs) of your book in order to garner soundbites of feedback that can be used in promotional materials ahead of your book's release.
When you self-publish, however, this task falls on your shoulders alone, but the results can be invaluable to a successful book launch. Your ARC readers help to build early buzz, post reviews on retailer and reader platforms, and generally spread the word about your upcoming book release.
But how do you find these readers and then manage such a team effectively?
1. Understanding what an ARC team is
An ARC team consists of readers who have agreed to receive a free, pre-publication copy of your book in exchange for an honest review. They’re often called a Street Team because they help with grassroots marketing efforts. These teams not only provide crucial reviews on platforms like Amazon and Goodreads, but also amplify your book's reach by sharing it within their networks.
The ARC process can be incorporated into your book launch strategy, featuring prominently in your pre-publication, publication, and post-publication schedule. It begins in the weeks or months prior to your book's release date, and can continue until several weeks after the official publication date.
2. Building your ARC team
a. Identify your ideal readers
The most successful ARC teams are composed of readers who enjoy your genre and are likely to become passionate advocates for your work. Start by tapping into your existing author email list, social media followers, or book club groups, sending out an email or posting a notice that you are looking to recruit readers to your ARC team.
Make it clear you're looking for members who are committed to reading and reviewing on time, and also explain the benefits of their involvement, such as early access to new releases, being part of an exclusive community, and contributing to your books and their success.
b. Create an application process
To attract quality readers, consider implementing a simple application process. This helps you ensure that team members are engaged and serious. Ask potential members about:
Their preferred genres;
Past experience with reviewing books;
Social media presence or blog details (if applicable).
This step also fosters a sense of commitment from participants, and makes them feel more involved as you get to know them better.
c. Use reader platforms and groups
If you don't yet have an email list, consider joining reader-focused platforms and author groups where you can announce your ARC team recruitment. To build interest but also filter enquiries, clearly state what your books are about, the books they're similar to, the kinds of readers they might suit, and also on which retail platforms your books will be available for sale.
3. Setting expectations clearly
Once you've assembled your team, set clear expectations to create a smooth process. This includes:
Timeline: Let your team know when they’ll receive the ARC, the deadline for reviews, and/or when you'll be in touch next.
Review guidelines: While reviews MUST be honest, guiding your team to leave meaningful, constructive feedback helps ensure their reviews are beneficial to other readers and also to you as a writer. You may even provide a short list of elements they could comment on, such as: characterization, plot, things they did and didn't like, what other authors' work it's similar to, etc.
But remember to clarify these are pointers only. Your readers must feel free to comment as much or little as they are comfortable with.
Communication channels: Decide whether you'll communicate via email, a private Facebook group, or another platform, and make this clear to your team - for instance, if you've recruited members via a public Goodreads group, but thereafter will communicate with them by email.
4. Distributing ARCs efficiently and safely
To prevent piracy and track distribution, use tools like BookFunnel or StoryOrigin to deliver your ARCs. These platforms offer features that can ensure only approved readers receive your book, and they make the process of book delivery and tracking extremely easy.
Personally, I've used BookFunnel for many years (as author TL Dyer), and have found it to be an extremely easy-to-use book delivery platform that provides its own technical assistance should readers require it. I use BookFunnel in conjunction with email delivery platform, MailerLite, and the process is entirely automated. At the bottom of this article is a PDF download of my ARC process, for you to use as an example or template.
5. Maintaining engagement and motivation
Keeping your ARC team motivated will improve the odds of their engagement with your book and its success. Consider:
Regular check-ins: Send friendly reminder emails as deadlines approach, with links and guidelines to where and how they can leave their reviews. Use positive language, be mindful of their time, and always express gratitude.
Exclusive content: Provide team members with exclusive behind-the-scenes insights, deleted scenes, or author Q&A sessions, in thanks for their time and efforts.
Pre-prepared promotional materials: Provide your team with easy-to-use promotional images or other materials they can use to promote your book on their social media platforms or elsewhere, if they so choose.
Incentives: While authors cannot and should not pay for reviews in any way, simple rewards like early access to future books, a mention in the acknowledgements, or exclusive team badges or memorabilia as a thank you, can foster loyalty and future participation.
Bonus Tip: If this sounds like a lot of work, do as I do and get ahead of the curve. Pre-prepare a series of emails that you can then schedule to send to your team (automatically or manually) over a period of weeks or months. While this requires an initial investment of your time, you'll be glad of it later when you're busy with other tasks prior to book launch. When you have a solid system in place, you'll then be able to replicate it - with tweaks - for every subsequent new book release.
6. Navigating feedback and reviews
When the reviews start rolling in, even from loyal readers, it can feel daunting. Remember:
Accept constructive criticism gracefully: Not every review will be glowing, and that’s okay. You may have given them a free book, but that doesn't mean they owe you anything in return - they are sacrificing their personal time to read and review for you, so thank them regardless of how you feel about their feedback. Plus, where appropriate, constructive feedback may help you to improve future work.
Engagement after the review: Thank your team members personally, or send a general appreciation message acknowledging their effort and letting them know how the book is doing now it's been released. This can be part of your scheduled ARC reader emails that you pre-prepare and adjust with the relevant details later.
7. Analyzing results
Once your ARC campaign concludes, assess its success. This is crucial for lots of reasons, not least for identifying those readers in your team who always download your ARCs but never engage by leaving a review or emailing you directly. Observe:
Review volume: How many of your team downloaded your book, and of those, how many reviews were generated and when? You may feel strongly about receiving the reviews in time for the book's release, in which case you'll be guiding readers towards this goal. Or you may, like me, be more flexible - making it clear when the release date is, but letting them know a review even after this date would be greatly appreciated.
Engagement metrics: Did your team members share your book on social media or participate in discussions? Or did they even just simply email you with their thoughts as well as leaving a public review? Here you'll be guided by the metrics that matter most to you. I always get a warm glow from the personal emails - there's nothing like hearing a reader's feedback directly without any other agenda other than to tell you how much they enjoyed your book (this isn't a commercial mindset, but it is a balm for the soul).
Feedback quality: Evaluate the feedback for common themes or valuable insights for future writing projects. This doesn't just relate to things they didn't like about your book, but it's also useful for gauging those elements that your readers did enjoy. When you know what they love, you're onto a winner.
Bonus Tip: Bear in mind, not all members of your team will be able to participate on every book, so don't remove them from your team unless they are consistently disengaged. You may even drop regular non-participants a friendly email to see if they still wish to be included in the team.
8. Keeping the momentum going
After your launch, maintain the relationship with your ARC team. Give them an update on the book's progress (for example, if it's being released in paperback or audio; or simply if the launch was successful), notify them about current and upcoming projects, let them know when they can expect to hear from you next, and offer them opportunities to stay involved.
A nurtured team can become a cornerstone of your future marketing efforts. But not only that. Writing is a lonely business, and knowing you have a team of enthusiastic readers, waiting with bated breath for your next release just so they can cheer you on, makes every moment of it all the more worthwhile.
Finally...
An ARC team is more than a group of readers - it’s a community of supporters who can help boost your motivation as well as your visibility and success. Building and managing such a team requires effort, particularly in the beginning, but the results can provide a powerful launchpad for your book and assist you tremendously in your marketing efforts.
When you manage your ARC team with clarity, openness and gratitude, you transform the daunting task of self-publishing and marketing into an exciting, community-driven adventure, building associations that can last throughout your career and beyond.
Download an example of the ARC process from start to finish:
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Tina Williams of Fiction Yogi is a copyeditor and proofreader who works with writers at all stages, giving them the tools to improve their manuscript and level up their writing so they can meet their publishing goals.
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