Blythe Gifford - Before the Word doc? An Excel spreadsheet!

In my past (pre-writer!) life, I was considered an organized person, but the process of writing a book taps deeply into the right (illogical) brain and that seems to have oozed throughout my whole life.  Still, I cling to some vestiges of organization that help me through the writing process.  My master spreadsheet is one of them.

For every book, I open an Excel workbook and give it some fanciful name.  This inevitably has nothing to do with the actual title of the book, which is generally one of the last things that’s decided.  For the Brunson Clan trilogy, I called it “Reiver Record.”  I’ll also select an interesting typeface and color for headers.  It’s all part of putting myself into the mindset of the story.  This document is opened every single day and offers me a central location to do the following:

Track hours and word count.  I track my hours, word count goal and progress, every day.  (Some people set it up by chapters, but this is what works for me.) I also make little notes on how I feel or what I did.  (Quick notes like “love scene – needs work” or “beginning to catch fire.”)  This is VERY helpful when I’m in the middle of the next book and everything is awful.  I can look back to where I was at the same point in the previous book and remember all looked dark then, too and it had a happy ending!  Here’s a sample of how it looked at the very beginning of a new project.  You can see the manic-depressive fluctuations I go through.

Create and remember the backstory.  On another tab, I list the years since my characters were born, with a column for their ages (hero/heroine), a column for real, historical events that occurred that year, and a column where I can record key life events for my characters.  It was particularly helpful when I had to juggle childhood recollections for three Brunson siblings!  That made it easy to check when Johnnie Brunson went to court or when Bessie Brunson was first kissed.  

This also is invaluable for creating character backstory when I need it.  I simply glance at the chart and I can see that the country was at war/peace/famine or whatever when my character was a certain age.  

Create the remember the timeline.  I do a similar chart for the chronology of the story itself so I have a record of when the various events happened, easy to forget halfway through the story.

Remember character names/appearance.  Another tab keeps track of my character names and titles, along with eye and hair color.  This can be sorted, to make it easy to catch if you have too many characters with names beginning with “J.”

Save tidbits of information.  Whenever I have something I want to capture, for example, the distance between two points and how long it would take the characters to travel there, I just add a tab and make a note.  

Some may prefer to do this in OneNote or another program.  For me, Excel is simple and flexible.  I back up every day by sending this spreadsheet, along with the work-in-progress, to my Yahoo email and stick it in a folder so I will never risk losing it.  I would mourn the loss of this master almost as much as if I lost my manuscript!

Blythe Gifford has been known for medieval romances featuring characters born on the wrong side of the royal blanket. Now, she’s written a trilogy set on the turbulent Scottish Borders of the early Tudor era, starting with RETURN OF THE BORDER WARRIOR, November 2012, Harlequin Historical.  CAPTIVE OF THE BORDER LORD will follow in January 2013, and TAKEN BY THE BORDER REBEL in March 2013.  The Chicago Tribune has called her work "the perfect balance between history and romance."  Visit her at www.blythegifford.com, www.facebook.com/BlytheGifford, or on Twitter @BlytheGifford. 

Author photo by Jennifer Girard.  Cover Art Copyright © 2013 by Harlequin Enterprises Limited.  Cover art used by arrangement with Harlequin Enterprises Limited. All rights reserved. ® and ™ are trademarks owned by Harlequin Enterprises Limited or its affiliated companies, used under license.

The Essentials of a Writer’s Office

Writer Wednesday

In order to be productive, you need the correct tools to perform your job.  This is no different for writers.  An ideal office environment includes the tools authors need to research, write, submit and market their books.  Here are some items every writer should have on hand:

·         Notebooks and pens for writing down ideas, reminders and tasks.  Ideally, you should use a different notebook for each of these.

·         Laptop and/or desktop.  Laptops are convenient for taking with you when you travel or want to work elsewhere in the house.  Desktops are not portable, but the monitors can be much larger.

·         A printer.  Because most of what you print will be manuscript pages, look for a printer whose page output is high, rather than photo quality being good.

·         A desk.  Purchase one large enough for your electronics, but small enough to fit into your space.

·         An ergonomic desk chair to provide support during the hours that you are sitting in it.

·         A file cabinet or drawers for storing research, ideas, finances, organizations, etc.

·         A good internet connection.  While your writing is done offline, your email, research and newsletters all require an internet connection.  Make sure it is fast enough to handle loading graphics and pages to make the best use of your time.

·         Word processing software.  Most common is Microsoft Word, but any software that provides the same functions would be suitable.

·         A notebook or software for tracking submissions and royalties.

·         Bulletin board or whiteboard for posting notes and ideas.

·         A red pen for editing.

·         Notecards, stationery and envelopes for writing thank you notes, cover letters and mailing promo materials.

·         Writer’s Resource books.  Select a variety of books, including characterization, plotting, marketing, etc.  For a list of suggestions, click here.

Contact Management program.  This can be used for setting up business contacts and a fan newsletter

Staying Focused and the Power of Multi-Tasking

by Hope White

 As a writer, mother and cat herder, I often find myself pressed for time.  That’s why I’ve developed two important practices:  staying focused and multi-tasking, and I don’t just mean cooking dinner while talking on the phone.   I’ve challenged myself to come up with other ways to maximize my time so I can effectively meet deadlines.

 The Magical Timer

You’d be shocked by how much you can get done if you hit a timer for 60 minutes.  I don’t know about you, but if I give myself three hours to complete a task, it can take four. But if I set a time limit by gosh I’m going to finish that project no matter what!  That’s just me. 

 Merry Maid

Cleaning the house has never been one of my favorite chores, so I decided to pair that productive task with something fun:  listening to music, or workshops.  Music energizes me, and if I listen to great music while cleaning the house, I end up feeling charged up and ready to take on my next project, especially a writing project.  I also download podcasts and workshops about writing and the movie business (I’m a novelist and screenwriter) so I’m learning as I dust under the sofa for pet hair.

 
Ivy Therapy

Things grow like crazy in the Pacific Northwest thanks to the rain.  I didn’t realize how determined ivy could be until it had practically taken over the driveway!  It’s no fun to get into a battle with ivy because most of the time you feel like you pull and tug and somehow the roots grow deeper.  So I created Ivy Therapy.  For me, it’s a great way to get fresh air, exercise, and catch up with old friends!  I bought a high quality earpiece for my cell phone and chat with friends and family while ripping and tugging.  I practice “talking and tasking” all the time.  In other words, if I’m talking on the phone I’ll also be completing a task (dusting, cleaning bathrooms, scooping cat litter). 

Sneaking in Exercise

I’m not a huge fan of exercise (read:  I hate to exercise!), but I can appreciate how good it is for my body.  Like a spoonful of sugar helping the medicine go down, I pair exercise with other activities I enjoy: walking outside and talking to a best friend on my cell phone; walking while listening to music; reading an engaging book while riding the exercycle.   Maybe it seems obvious, but it’s not easy getting me on the stationary bike, and if I can tempt myself with a fabulous read I stand a better chance of clocking much-needed minutes.

In essence, I like to combine the “have to’s” with the “want to’s.”  That way I get a lot accomplished, but I’m still having a good time.  And that’s what I strive to do -- appreciate every moment as much as possible.

Do you multi-task on a regular basis?  If so, what kinds of activities do you combine for maximum productivity?

Thanks to Michelle at Prima by Design for hosting me today on her blog.  I’ve learned so much about organizing and productivity from reading her words of wisdom. 

Take care!

Hope White

Hope writes romantic fiction for Love Inspired Suspense.  Her fourth book, “Small Town Protector” will hit shelves July 1.   It received a 4-star review from RT Bookclub Magazine.  (www.hopewhiteauthor.com)

Interweaving the Writer and the Web

You've heard it before--every serious writer should have a web site. You've thought about it already--the set-up, the design process, the maintenance. And it all seems too overwhelming. This article will help dispel some of the fears and myths associated with creating your own site.

The first belief you must carry with you is that every writer should have a web site, no matter what stage of career you are in. Whether just starting out, or multi-published, the internet is a powerful marketing tool from which all writers can benefit.

As soon as you start writing, you should investigate and register your domain name. Use the name you will be writing under (pen name) as your domain name. If you have a common name which is already taken, consider adding a suffix like: JaneDoeBooks.com or JaneDoeAuthor.com. If you aren't sure which name you will be using, purchase several domain names. They can be bought for as little as $7.95/year if you lock in for several years.  Don't renew the names you won't use.  Your ownership will be automatically cancelled. 

Once you have a domain name, start investigating hosting sites. Prices range from free, to upwards of $35/month, depending on how much space you want, and what services you need, such as e-mail accounts and e-mail forwarding. The more you pay, the more space and services you receive. Free sites such as 000webhost.com will usually have banner ads that pop up for every visitor to your site. The price may be right, but do you want your visitors dealing with pop-up ads? You may also be limited to use of their templates, with little customization options.

After setting up your server, you can start the design process. You can design your page by using templates (usually available through free hosting services), learning to write HTML code yourself, or purchasing software which writes the code for you, such as Microsoft Expressions or Adobe's Dreamweaver. 

The first step in design is to define the purpose of your site. The purpose will define the content. Here are several purposes, and the basic content for those sites:

• Promote novels and other published works--For established authors, this will include pages for your books, a bio, writing tips, news, and links as a start.
• Promote non-fiction--For authors published in non-fiction only, this site would be more subject-oriented, with articles and links on your area of expertise, and contact info.
• Educate Readers--For the unpublished author, this site could include a bio, monthly column, offers for speaking engagements, etc.
• Educate Writers--For the author who wants to help other writers with their careers, this site would include writing tips, bibliography, links, etc.

A basic site should include a simple home page with links to other pages. The Table of Contents on your home page should have links to top-level pages only, for ease of navigation. Include a photo and brief welcome note on your home page, and move more detailed information to other pages to avoid clutter. Your home page is your first impression, so keep it as simple and clean as possible.

Keep subsequent layers to a minimum, and when designing these additional pages, stay within a theme which reflects your writing. Again, keep the design simple. Dark backgrounds are hard on the eyes, and small, fancy text is difficult to read, no matter how pretty it is. Use tables to align graphics and text within any borders you may choose. Keep graphics small so they upload quickly for the viewer. Finally, always include a copyright notice on your pages.

Once your pages are designed, they need to be uploaded to the internet using FTP software. But don't think for a minute that your job is done once your pages are uploaded. If you have a web page, you need to make a commitment to your visitors to keep your pages up to date and well maintained. Keep content current, fix broken links, and bring new information up front as it develops.

You also need to publicize your site. You can do this by submitting your site to search engines, joining listserves, using your domain name on your stationary and in your signature tag, requesting links on other relevant sites and even starting your own listserve.

Feeling overwhelmed after reading this?  Contact Michelle Prima at: literaryliaisons@aol.com for help on designing your web site.

Post Conference Notes

Writer Wednesday

As I mentioned last week, I attended the Chicago-North Spring Fling Conference over the weekend.  I went prepared, and had a wonderful time.  The best part was re-connecting with old friends, and being with some I hadn't seen in two years. 

But now that conference is over, there are lists to write and tasks to do.  I plan to look through all the goodies I received and sort them into piles. 

There are books I want to read, and some to pass along to other readers if I've already read them.  I'm keeping a sampling of bookmarks, especially those new trading card-sized ones.  I'd never seen them before the weekend.  That's how long it's been since I've been to a conference.  I thought the idea behind them was very creative.  Authors design one for every book or character, and readers try to collect them all.  Trading cards for books!  How cool is that? 

I took all my notes in one notebook.   I want to review everything and follow up with web sites, speaker's recommendations, and marketing ideas.  I'm off to Facebook to "Like" some new author pages, and to incorporate some ideas into my pages.

How about you?  Did you have an appointment with an editor or agent?  While at conference, the agents informed us that they only receive about 30% of the manuscripts or partials they request from authors.  Thirty percent?  That number astounded me.  Getting published isn't easy.  So it's critical that you take advantage of every opportunity you get to put your work in front of a publishing house. 

I came home excited and inspired.  The stories I heard reminded me why I started writing so many years ago.  And why I want to go back.  So how coincidental is it that my fortune cookies that evening were "Allow your mind to absorb new knowledge" and "Bring something up from the back burner."  It's a sign!  And I taped them to my keyboard as a reminder. 

What did you come away with from conference?

Preparing for a Conference

Once you are active in the writing and submitting process, you will be networking more and more.  You know the importance of getting your name out to the public before you publish, so when you do publish, your name will be recognized.  By now, you've probably connected with writer's groups in your area.  But how about local conferences?  It's a great place to start meeting other writers and connect with editors and agents on a more personal level than at national writer's conferences. 

Later this week, I will be attending the Chicago-North Spring Fling conference.  I already know some of the people who will be attending.  But I'll meet many more.  In order to make the most of the conference, I will go prepared. 

First, as with all conferences, I will confirm the dates and times of the conference, arrange any necessary travel (taxi, airplane, etc.) and confirm my hotel reservations if staying overnight.  If driving, I'll print out driving directions, even though I have a GPS, because it's not always accurate.  I write the phone number of the conference site or hotel on the directions in case I get lost or traffic has me delayed. 

Before I pack, I check the dress code, and select outfits accordingly.  I always bring an extra set of clothes just in case there is a wardrobe malfunction or other emergency.  I pack outfits that coordinate with each other to keep shoes and accessories to a minimum.  And I always pack a sweater or shawl, even in the middle of summer because conference rooms are usually cold.  Bottled water is a must to keep me hydrated.

Once I'm taken care of, I collect all the business-type items I will need, like notebooks and pens, and a bag or tote to carry everything.  Even though the hotel or conference sometimes supplies these items, I don't want to take the chance, so I come prepared.  If I'm presenting, I'll need my laptop, or at least my presentation on a flash drive, my notes, a newsletter sign-up sheet, and any giveaways or handouts I'll have for the audience.  I always check with the coordinator to see what guidelines they have for promotion/advertising.  I also like to bring my name tag, just in case there is an error with the conference tag.  My camera is optional, as I can use my phone for that also.   

Most important, I'll bring plenty of business cards.  This is vital when meeting someone.  It gives both of us a way to connect after conference.  When first meeting someone, I ask for the other person's card first before offering my own.  After accepting their card, I take the time to make a notation on the back, identifying where I met the person, what they write, and any other interesting facts about them.  For example, if I meet another historical writer who has been to London recently and talked about the wonderful book stores there, I'll write that on the card.  When I'm planning my own trip, I can look through my cards for the "London book stores" note, then drop the person an e-mail and ask them for the names of the stores.

I'll probably meet agents and editors at conference.  If he/she hands me their card, and mentions they like Victorian romances, I'll write "Victorian" on the card. Then, when I'm ready to submit, I'll try them first, since I know they like the time period about which I write.

I maintain a professional image at all times while at conference.  I never talk about anyone in the industry (unless it's good) in the elevator or at gatherings.  I don't know who knows whom, and might take it back to that person.  The writing industry is small and I don't want to give bad impressions to anyone.

Finally, conference doesn't end when I walk out the door.  If an agent or editor asks for a submission, I send it out as soon as possible.  I also drop a note to those persons whose cards I collected and thank them for their time.  This is a good time to invite them to visit my web page, "LIKE" me on Facebook, sign up for my newsletter, or follow my blog.   I don't ask for this all at once, though!  I'll usually invite them to visit my web site, then add links to the rest in my email signature. 

Writing is fun, and competitive!  Being prepared can make the difference between failure and success.

Don't Interrupt Me Unless You're Bleeding, Or How to Balance Family and Writing

Writer Wednesday

One of the greatest benefits of being a writer, is the flexibility it gives you with your family’s schedule. You can work around school events, play dates, family parties, etc. You can put in a six-hour day while the kids are at school, but still be there when they get home. Or you can take a Friday off for a long weekend away with the spouse.

But the benefit is also the down side. Working from home can give family members the impression that you are available at a moment’s notice to take care of their needs. That you can drop anything and drive them around on their schedule.

This is where the problems begin. The more you say yes at the beginning, the more they will ask. The more you give over time, the more they will take, until you are doing more for others than you are yourself. Consequently, the writing suffers because you don’t have enough time to devote to it.

Here are some techniques to help you to work from home, and create a good balance of work and family.

Value Your Time—Your time is a precious commodity. Therefore, you should place a value on it. What would you charge per word if freelancing, and how many words can you write in an hour? Keep this figure in mind when someone asks you for a favor, or when there is work to be done around the house. Is it worth your hourly rate to do this chore or errand yourself? Or would you be better off hiring someone?

Prioritize—Plan ahead and see what absolutely has to get done that day, week, month. Prioritize your tasks accordingly. For example, you have a workshop presentation coming up on the 15th of the month. Start preparing weeks ahead—create an outline, write the workshop, practice, prepare handouts, etc. If you wait until the 14th to start preparing for a large project, it won’t be done to the best of your ability. Also, create a Command Center for the family. Have a calendar out in the open for all to see and use. For yourself, use a planner with both family and business so you don’t double-book. Look at your planner and calendar on a regular basis, so you can prioritize your tasks for each day.

Delegate—Get the cooperation of everyone in your family. Assign age-appropriate chores—even the youngest can help out. Hire out what can’t be done by family members. For example, is it worth it to have a weekly lawn maintenance service, or would you rather spend several hours a week mowing the lawn? Can you hire someone to pick up after your dog in the yard, or should you continue to do it?

Eliminate Interruptions—When you are home and have set aside time to work, don’t answer the phone (except in an emergency). Don’t reply to e-mails as they pop up. Save and reply to them all at once. Place a “Do Not Disturb” sign on your door, and make sure your spouse and children respect your wishes. Have them understand that they can’t interrupt you unless they are bleeding.

Make the Most of Your Time—Make lists so you don’t forget anything. In meetings, have an agenda and follow it. Go to only one store instead of shopping three different ones for sales. The time and money you save in gas will be worth the extra you spend in groceries. Also, if you are having a repairman over to fix the plumbing, schedule the furniture delivery or furnace check the same day. Don’t take two days away from your work.

Work Wisely—Don’t over-schedule yourself. Don’t be a perfectionist all the time. Learn to delegate. Don’t procrastinate. And concentrate on the task at hand. Multi-task only if it doesn’t compromise the outcome. For example, phone calls from the car can be distracting if you are trying to write down phone numbers or check your calendar. But phone calls while cooking or watching soccer practice can be beneficial.

Play Wisely—Schedule in fun time with the family and date time with the spouse. Make it clear to family members that if everyone helps, everyone wins.

The Business Side of Writing

Writing is a solitary profession. We sit at home in front of our computers, write our articles or manuscripts, then send them off in an email to an editor or agent. Unless we attend conferences or meetings, we rarely come face to face with others in the world of writing. But when we do, whether it's publishers or fans, it's imperative that we make a good impression.

Manners can make or break a relationship. Being considerate and respectful of others, shows sincerity in wishing them well. Making others feel good will make you feel good.

Here are a few tips for maintaining professionalism in a business setting.

Nametags--that innocuous little addition to your carefully planned wardrobe that becomes suddenly garish on your silk blouse. But they have a purpose, and can better serve that purpose if handled correctly. First of all, print your name clearly. Do not use script. A printed name is easier to read. If you want to be referred to by your first name, print it larger than your last. If you want others to refer to you by your title, include it on the nametag. Always wear the nametag on your right shoulder or lapel. It is easier to read when shaking hands with someone.

Meeting Colleagues--First opinions are instant, therefore you must be poised and gracious, your speech and actions confirming a favorable opinion. How do you do this? Make the other party feel as if he or she the most important person in the room. Look them in the eye and stand still. Don't rock back and forth on your heels no matter how nervous you are. Speak clearly and in complete sentences. Shake a hand if it is offered. In the work force, the highest-ranking person would initiate the handshake. That may be you, so feel free to do so.

Introductions--It is a common business practice to introduce oneself with first and last name only, although persons who have worked hard for their titles sometimes use them. Rank plays a role in introductions, but customers rank over everyone except dignitaries when it comes to business. The lower-ranking person is introduced to the higher-ranking person. The subordinate to the boss, the colleague to a customer. Verbalize the highest-ranking person's name first. For example, if Sue is the colleague and Mary is the customer, the introduction is as follows: "Mary, I'd like to introduce Sue to you. Sue, this is Mary."

Err on the conservative side when addressing a new colleague. Use their title (Mr., Ms., etc.) until they give you permission to address them by their first name. Never take the liberty of using a nickname unless it is offered. Be sure to repeat a name in greeting and during ensuing conversations. Not only will the person appreciate it, but saying it helps you remember the name for the future.

After the initial introduction, move on to small talk. Ask how they are, then add a compliment or other statement. In the business world, this should not be personal, that is, relating to clothes, family or the like. Also, in a group of people, never single out a person and compliment them. If you must compliment someone, compliment the group as a whole.

Conversations--A good rule of thumb is 'Think before you speak.' Listen to what others are saying before you jump in. Stay away from negative comments. Be generous with praise and careful of criticism. Be considerate of other's feelings. Avoid slang, and don't dominate the conversation. And by all means, be discreet. Confidences are just that--confidential.

Deadlines--Not only should you be on time to work or for appointments, you should meet any deadlines and keep any promises you make. Emergencies sometimes creep up, but if you have a reputation for reliability, you will more likely be granted that extension you need.

Dress--While acceptable attire varies from business to business, there are some general guidelines to help choose the wardrobe right for you. Look at what your boss or supervisor is wearing and dress similarly. Keep as conservative as possible. Shorts don't belong in the office setting, nor do gaudy nails or glitter and sequins. Skirts should not be higher than just above the knee, or fall below mid-calf. Shoes should be well kept, with heels no taller than two to three inches. And that perfume you love so much? Wear it for your enjoyment only.

So the next time that editor meets you at a conference, smile, shake hands and say hello. Make them feel as important as they are. You will be remembered not only for your manuscript, but also for your manners. Make that lasting impression a favorable one. Once back in your hotel room or home, you can kick back, relax, throw on the jeans and have that chewing gum again.

Get Rid of the Crap

This article arrived in my Inbox today, and I thought to myself—how appropriate. It is from Mark Henson at Spark Space, and I just had to share. It is geared toward an outside workplace, but is also applicable to your writing space at home. If you have a dog, you can identify with this analogy.

Get Rid of the Crap

Every workplace has crap. Every life has crap. It's inescapable. The problem is that we try to plow ahead with our projects, our deliverables, our day-to-day work, and we keep stepping in it. Our messes slow us down, create unnecessary chaos, and end up contributing to work that stinks.

To make powerful progress, you have to clean up the crap first.

So what does crap look like in the workplace? It can no doubt show up a million different ways, but here are three of the most common, ranked in order from easiest to hardest to clean up:

1. A MESSY SPACE. Never, ever underestimate how much a messy space slows you down. If your office, desk, storage, etc. is always in disarray, you are losing countless hours in productivity every day. That could mean hundreds or thousands of hours of lost productivity every year.

Also, never, ever underestimate the mental and emotional stress that a messy space causes. You might not think it does, but it does and here's the proof: clean up your space and THEN see how you feel. You will feel like a weight has been lifted, I promise.

The Fix: Do I really have to say it? Clean up your space! Even if you have to stop all work for a whole day or two to really deep clean and organize. Your energy, positivity, and productivity will explode once you've given it a clean space to play! This is always, always, always time well spent.

2. BROKEN STUFF. It might be something physically broken, like the filing cabinet drawer that you have to jiggle seven times and say a short prayer to get it to open. It might also be a system or process that's broken. This can take a bit longer to figure out and to fix. Is your invoicing system too cumbersome? Do you get consistent complaints about a particular feature of your product or service? Are there too many layers of permission required before a team member can move a project forward?

The Fix: This fix takes two steps: 1) Recognize what's broken. This might take a formal review of systems, physical space, etc. to really identify things that could be fixed or improved. 2) Fix it. As soon as possible.

3. POOR COMMUNICATION In most workplaces, this is the biggest, stinkiest, most ignored pile of crap of all. Poor communication can be caused by broken systems, conflicting personal agendas, and people who hoard information. But more often than not, it's caused by a lack of clarity about what good communication looks like in your organization, combined with an unwillingness to hold every team member accountable for practicing it.

The Fix: There are entire libraries of books written on the subject, but a great place to start is by having a candid conversation with your team to define what great communication should look like. Identify some specific areas of improvement and work on them one at a time. If you need some help, one of the best books on the subject is Crucial Conversations.

The most successful people, teams, and companies take the time to clean up their crap on a regular basis. They don't overlook it or sweep it under the rug. They proactively and methodically clean their "back yard" before they play in it.

One last thought, and it may be the most important thought in this entire article:

Realize that sometimes -- many times -- the crap you have to clean up is not your own.

In my backyard, I'm cleaning up the mess left behind by my two adorable golden retrievers. In your workplace, you might have to clean up space, fix some stuff, and improve communication problems caused by some of your adorable co-workers. This does not mean you shouldn't hold people accountable for their own messes. You should absolutely do that. But sometimes -- many times -- to move forward effectively, to create your best work, to impact the world in the positive, powerful way you know you can, you'll have to clean up someone else's mess first.

Organizing Research—Electronic Files

When I first began writing, all research I did was at the library. Now with the internet, I find myself turning there first. When I find a reliable site with valuable information, I save it.

Knowing that not all internet sites are reliable, I still use books, too. I like to keep paper to a minimum, though, so scanning articles or saving them to a file are great green options.

How do you save all this research and still be able to find it when you need it? First, there is the old standby—My Favorites on Internet Explorer. Create folders and sub-folders as you need them to separate by subject. Keep the folder structure parallel to the structure in your computer files. Export your Favorites file on a regular basis to back it up.

You can also save your bookmarks to online sites. There are social bookmark sites like Digg.com and Delicio.us, which share your bookmarks with others. Or there are sites like Mybookmarks.com, which saves your favorites on the internet so you can access them anywhere from any computer.

When you come across a site with information you'd like to save, just add it to your Favorites folder.

Knowing how the internet keeps changing, and sites disappear, I like to create a backup of my pages. I copy and paste the content into a word document and save the document on my computer using the same folder structure as my Favorites. Then when the page disappears, I still have the information.

If you are the type who likes to keep paper to a minimum, then I suggest scanning any articles or book content you want to save. Rather than keeping a hard copy of the article in a file, scan it and save it. You can always print it out later if necessary. If the source is not obvious on the page, be sure to note it somewhere in the document.

You can save your research by project, or by subject. Sometimes information is needed across projects, especially if you are writing a series. These articles should be saved to a general folder. Then articles specific to a project can be saved with that project.

What are some of your favorite research sites?

Product Recommendations for Managing Projects

Starting a project is exciting. It can also create anxiety. How will you keep track of all the tasks that are part of the project? How will you store all the paper generated by the project? How will you schedule your time to see that the project is completed on time?

In this post, we're going to look at storing the paper generated by a project. We'll look at products for small and large projects, and also the portability factor.

The first aspect to determine is the estimated size of the project. Will you be writing an article for a magazine? Then you probably won't have too many papers to collect. Will you be coordinating a contest for your writer's group? You will have a fair amount of paper. Are you starting a novel? If so, you will have a lot of papers by the end of the project.

Knowing the size of the project will help you determine the size of your storage. For a novel, you will want something large, like a portable file box.
This will hold all your hanging file folders , one for each aspect of your novel—research, contests, submissions, hard copies of chapters, marketing efforts, etc. They are large, sturdy and portable. And once the book is published, the box can be stored away securely, and remain dust-free.

Another way to store a large project is a desktop file. These also hold hanging file folders, but are open on the top. They provide easy access to the files, which remain visible at all times. They are portable, but not as easy to tote around. And while they hold a lot, they are not good for permanent storage. Therefore, these would be good for projects in process, then could be emptied and reused once you begin a new project.

If you have a filing cabinet for storage, a hanging accordion file would work well. This would also work well if you don't like your desk cluttered with files. You can place it in a drawer and it's out of sight. It can also be moved to another file cabinet for deep storage at a later date. This product would not work well for portability.

For medium-sized projects, a traditional accordion file works well. These come in a variety of sizes, with anywhere from five to thirty-one individual pockets. Some come pre-labeled. Others have blank tabs for creating your own subjects. You can find them with or without a cover flap. A cover will prevent the contents from spilling out, but an open file will provide east accessibility.

Finally, there are a number of different products for small projects. My favorite of these is the Smead Project Folder. I have one of these for every client. I custom label the tabs—web site, contests, blog tours, etc. I can write account information in the Notes section on each pocket (User Names and Passwords). I record contact information on the inside cover, and other information such as mileage.
This can easily be used for a small project like a blog tour for a book. You can use a pocket for each blog, or a pocket for different aspects of the tour, such as a master list, guidelines, contact information, contest winners, mailing receipts, etc.
Other options for small projects are pockets. These can be plastic or paper (cardboard). They come all one color in a set, or different colors. A variety of colors is best for identifying contents at a glance. Some are pre-punched with three holes for use in a binder. Others are simple pockets. The pockets can be clipped together or placed in a larger expanding pocket.

This is just a sampling of all the possibilities. There are many colors and varieties. But this gives you an idea of how to manage the paperwork associated with a project. You will know what best suits your needs. And you needs will change between projects, so you may find one of these good for one project, but another better for a second project.

What systems have you used to contain your paperwork for a project?

Organizing Your Research--The Written Word

When I first began writing, all research I did was at the library. I looked at microfiche or checked out books. I took copious notes, which I kept organized in binders by subject. I also copied pages from books and kept those with my notes.

Now, I also use the internet. But even with the internet, the most reliable sources are still books. So I still use them. I'm sure you do, too. And like always, keeping track of this research is challenging. Keeping it organized is necessary.

You have several options for organizing your research. One is to keep the hard copies of everything—your handwritten notes, pages you copy, or articles you remove from magazines. These should be kept in a binder or file box, depending on the size of the project.

Another option is to scan in all your notes and keep them on your computer. You can discard your hard copies, which reduces the amount of paperwork in your office.

Or, you can do a combination of the two. Keep some notes in hard copy, and scan pages from books. Only you know what you are comfortable with.

Let's look at hard copies first. You'll need a binder or file box to house the notes for the current project. Within the binder, insert dividers for each subject. For an historical, these might be fashion, transportation, society, architecture, etc. For a thriller, these might be weapons, self-defense, or police procedure.

Whenever you take notes or copy anything, make a notation of the source on the pages. You may need to find it again in the future, or prove your source to an editor. To save yourself time, create a master list of your sources. Assign each source a number, then write that number on the pages instead of the title, author, call number, etc. Also keep track of where you found your sources (library, friend, etc.) in case you need to borrow it again.

When done with a page, place it behind the corresponding divider. You can further divide within each subject. For example, fashion can be subdivided into Men, Women and Children. Whatever your needs, keep adding in sections. There will be some similarities between books. Others will be specific to your project.

If you scan any of your notes, keep the subject files in your computer corresponding to the subject headings in your binder. Consistency is key.

As you write, and find you need to do some fact-finding, you'll be able to find what you need in just a few seconds.

So how much of your research is still done in the library, and how much online?

Organizing Contest Submissions

There are many contests available for writers, both published and unpublished. For the unpublished, it is a good way to get your work in front of editors and agents in a competitive market. Contest wins also look good when submitting to an agent or editor. For the published, contest wins and finaling are ways to show your readers that others have enjoyed the book. They will attract a new audience that might not have tried you without those badges of honor.

Because there are so many contests, you can easily lose track of which books you've submitted to which contests. So let's talk about how to organize this information. You will need to keep track of things that need to be done, and tasks you have completed. Each step will require tracking in both areas.

1. First, decide the best vehicle for keeping track of your submissions. This might be a spread sheet, a database file, or an old-fashioned notebook. Everyone is different. Some may prefer electronic records that they can access from a variety of devices, while others prefer a hard copy that is portable and easily accessed.
2. Second, create a master template for recording the information. For each contest entered, record the name of the contest, the material submitted, the contest fee, the contact name/email, the date submissions are due, the date you submitted your materials, postage paid (if sent via snail mail), the dates the finalists and winners are announced, how you fared in each contest, and the date you thanked the judges. Keep a separate spread sheet for each work or work in progress.
3. Record information into the spread sheet as it occurs--dates you sent in submissions, dates you heard back, etc..
4. If you are sending a submission via the post, pre-print your SAS postcards with "Your submission, (Title of Book), was received by (Name of Contest) on (Blank line for date). Then place a label with your name and address on the stamped side.
5. For tasks that require action, write yourself reminders in your calendar, or in an electronic notebook such as Evernote (evernote.com) or Springpad (springpad.com). Both these services are free.
6. Set a reminder for yourself in your calendar for every finalist/winner announcement date. If the date goes by without hearing anything, check with the contest coordinator as to the status of your entry.
7. After a contest entry is returned, carefully review the entries for feedback. Look at the scores and comments. As Harlequin Historical author Blythe Gifford suggests, "Take what is useful and discard the rest." Incorporate any useful feedback into your project.
8. Send thank-you notes to the judges for volunteering their time. This should be done regardless of whether you agree with the comments.
9. Keep all expense reports (postage, copying, etc.) for tax purposes.
10. Review your data once your book has made the rounds with these contests. Was the result worth the investment? Did you receive back helpful comments? Would you enter this contest again? Make a note of it for your next book.