Commissioning editors often review dozens of portfolios for each project. Developing efficient shortlisting processes saves time while ensuring the best candidates are not overlooked. Here is how experienced editors approach this challenge.

Start With Clear Criteria

Before reviewing any portfolios, effective editors define exactly what they need. This might include specific style requirements, experience with particular age groups, or technical capabilities like digital versus traditional media. Having clear criteria prevents the common trap of reviewing portfolios aimlessly. Our curated illustrator directory is organised to support efficient searching.

These criteria should be written down and shared with anyone else involved in the selection process. When multiple people review portfolios, consistent criteria ensure everyone evaluates candidates against the same standards.

The Two-Pass Review

Many editors use a two-pass system. The first pass is quick - perhaps thirty seconds per portfolio - looking only for obvious matches or mismatches with the project requirements. Portfolios that clearly do not fit are set aside; those with potential move to the second pass.

The second pass involves more careful review of the remaining candidates. Editors examine multiple pieces, assess consistency, and consider how each illustrator's strengths align with the specific manuscript. This focused attention is only worthwhile for portfolios that passed the initial screening. Understanding the commissioning process helps illustrators present their work effectively.

Using Curated Resources

Experienced editors maintain databases of illustrators they have encountered, organised by style, medium, and project type. These personal databases accelerate future searches by providing a pre-vetted starting point. Rather than searching broadly, editors can begin with illustrators they already know meet basic professional standards.

Curated directories and collectives serve a similar function. By presenting only illustrators who meet certain quality thresholds, these resources eliminate the need to filter out unsuitable candidates. Editors can trust that everyone listed has been professionally assessed. Browse our featured illustrators to see this curation in action.

Practical Considerations Early

There is no point falling in love with an illustrator's work only to discover they are unavailable for eighteen months or their rates exceed the project budget. Efficient editors check practical factors early in the process, eliminating candidates who cannot meet project requirements regardless of artistic merit.

This does not mean leading with budget discussions - that can feel transactional and off-putting. But a quick check of availability and general rate expectations before detailed portfolio review saves time for everyone. Our pre-production services include guidance on these practical considerations.

Involving Others Strategically

While one person should lead the shortlisting process, involving colleagues at the right moment adds valuable perspective. Showing a shortlist of five candidates to an art director or sales colleague takes less of their time than asking them to review twenty portfolios.

The key is involving others after initial filtering but before final decisions. Their input on the shortlist can highlight considerations the lead editor might have missed, while respecting everyone's limited time. Learn about our editorial support services for additional guidance.

Documentation for Future Reference

Even illustrators who do not make the final shortlist may be perfect for future projects. Efficient editors take brief notes on everyone they review, recording what they liked, what did not fit this project, and what types of projects might suit each illustrator.

This documentation transforms each search into an investment in future efficiency. Over time, editors build comprehensive knowledge of available talent, making subsequent searches faster and more targeted. Explore our illustration services to understand the full range of available options.