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)

Time Management for the Overworked and Overstressed

As our days get busier, time seems to slip by more quickly. We stress more over the little things, and wonder why there aren’t enough hours in the day. Yet, have you ever looked at how you spend your days?

You may be surprised that you have the time after all, if you would organize your days better, and if you were more selective in how you spent your time. The key is to make the most of your efforts by concentrating on the tasks that give you the highest pay-off. Here are a few tips on how to analyze your schedule, and how to make the most of your waking hours.

THE STUDY

The first step is to see where your time goes. Select a typical week in your schedule. Then set up a chart to track the following:

· Time the activity started

· The activity

· The activity category

· Time spent on the activity

· Value or priority of the activity

THE ANALYSIS

Look at your log with a critical eye. How do you answer the following questions:

· Where did I spend the most time?

· Did I spend the most time on high-priority tasks or trivial items?

· Did I have a good balance of work and family in my time?

· Did I work late into the night on high-priority tasks after spending the day on trivial tasks?

· Did my tasks achieve my goals for the week, or did I still find unfinished business at the end?

· Did I spend any time on tasks I enjoyed?

· What are my strengths? What can I accomplish quickly?

THE FIX

Once you have analyzed your time and addressed problem areas, you can come up with solutions. Setting up an action plan and scheduling your time accordingly will help you on your way.

The Action Plan

· Set goals for the week

· Prioritize your goals (High, Medium, Low) or (A,B,C)

· Write down the steps needed to achieve those goals

· Work these tasks into your scheduling

Scheduling

· Enter your ‘fixed’ events into your calendar such as appointments, work schedule, etc.

· Look at the High or ‘A’ priority goals on your list

· Schedule time in your week to accomplish those tasks

· Look at the Medium or ‘B’ priority goals—can any of these fit into your schedule without losing family or work time?

· Do the same with the Low or ‘C’ priority goals—Don’t stress if you can’t fit everything in, especially these unimportant tasks.

Scheduling Tips

· Tackle the most challenging chores on your list first. 

· Don’t schedule more than you know you’ll have time for.

· Preserve contingency time to handle the unexpected.

· Allow for time between events and tasks.

· Verify appointments 1-2 days beforehand.

· Take phone numbers and directions with you.

Goal-setting is not just a week-to-week task as this example implies. You should always have your eye on the big picture.

Do regular reviews of your goals. What were your goals for the week or month? Did you accomplish what you wanted? Did you find your tasks took up more time than you thought? Less time?

Also look ahead. What are your goals for the next month? Will you accomplish them by finishing the tasks on your weekly lists based on past experience? What are your goals for the coming year? What are your goals in life? Do your daily and weekly tasks work toward your larger goals, or against them?

A well thought out plan will help you accomplish your goals and help you work toward what you want out of life. Remember, you are in ultimate control of your destiny.

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.

Congratulations!

Thank you everyone for your participation in my guest appearance on the Acme Authors Link blog today.

Congratulations to Stephen and Rebecca, who were the winners of my booklet, "101 Organizing Tips for Writers."

I hope to see you all in cyberspace again soon.

Michelle

Find Me On Acme Authors Link Today!

I'm a guest blogger on Acme Authors Link today. Click here
http://tinyurl.com/7jg5su9
to read an article about time management for writers.

Comment for a chance to win a copy of my booklet, "101 Organizing Tips for Writers."

Thanks for visiting!

Michelle

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.

Coordinating a Blog Tour

Part of writing a book is marketing it when it is published. In the past, it was all about magazine ads and book tours. Today with the internet, there are many different avenues for talking up your book, and most of them are free!

Among these is a tour of writing-related blogs. This consists of contributing an article or answering interview questions on others' blogs, having other guests comment, following these conversations, and perhaps giving away a copy of the book as a thank-you for participating.

While this is great marketing for your book, it is also very time-consuming. Not only do you have to contact the owners of all the blogs, you have to write all the content, visit the blog and reply to comments, then follow up with the winner of your contest. You have to be organized to keep track of all these dates.

The first thing you should do is create these documents for collecting the information.

1. A spread sheet with all the blogs you want to visit. Include the name and email address of the primary contact person or owner of the blog. Add columns for progress (dates contacted, confirmed), notes (content each blog requires) and the post date.
2. A calendar for the dates encompassing your tour.
3. A spread sheet to record the dates you need to complete each of the tasks associated with the blog.
The first step is emailing blog owners. Always send your emails with a delivery and read receipt so you know they received/read it. Every time you contact a blog owner, record the date in your log. Move these emails to a folder in your Inbox for easy tracking. Follow up if you don't hear from them within two weeks. As you confirm live dates, enter those dates in the Posting Date column. Enter the guidelines in the Notes column. Also enter the name of the blog in your calendar on the day you are posting for that blog.

The spread sheet for your tasks should include columns for the blog name, content confirmation with blog owner, draft composition, material submission, posting, thank you, winner notification, and sending out the prize.

Each of these columns will have a date. Starting with the live date, calculate backwards the submission date (usually one week before the live date), draft date (the number of days you need to complete the submission), and confirmation date (usually about two weeks before the live date.) Going forward, calculate the thank-you date (the day after live date), winner notification date (the day after the live date) and the date you will send out the prize (2-3 days after the winner was notified.)

Sorting this sheet by draft or submission date will give you a visual of what needs to be done first. Once you are in the midst of the tour, you will be doing several of these tasks on the same day for different blogs. For example, you may be composing the draft for your next blog the same day you are thanking your previous host. Changing the color of these dates as you complete them will help you keep track of what needs to be done.

If you are under contract and writing your next book, finding the time to do all this is difficult. At Prima By Design, we can help you coordinate your tour. We can find blogs for you to visit, or work from your current list. We contact the owners, confirm the dates, ask for guidelines, then put it all in a spread sheet for you. We can also send out the prizes to the winners.

We give you back what you need most--the time to write! Contact us at michelle@primabydesign.com for more information.

Welcome to The Organized Writer

When I started writing in my teens, it was for fun. I loved just putting ideas down on paper, but knew nothing about characterization or plotting. I recognized different points of view, but couldn't define them. I stopped writing in college because I didn't have time. (A mistake I now realize.)

After I had children, the writing was calling me again. So I went back to writing, but this time, seriously. I joined a local writer's group, and attended conferences and took correspondence classes for writing. I was on my way to being published!

As I wrote more, I had more projects, more research books, and more copies of articles. Computers were basically for word processing. Nothing more. So I had to keep all this material organized, in case I needed to find it again some day. I bought binders, and recorded and stored everything.

Then life changed. The internet came along, I no longer had time for writing, and I had to go back to work, with a new career. After much consideration, I hung out my shingle as a Professional Organizer. It was a natural choice for me, since I had been organized my whole life. The challenge was being able to transfer my skills to others.

Fast forward a few years, and I realized that with my past skills of writing and organizing my own projects, I could help other writers do the same. Thus, The Organized Writer was born. First with hands on work, and now in a blog.

I have helped writers organize their office space, enter contests, create forms for recording tasks and coordinate blog tours. I realized I loved this aspect of my business.

And so, here I am, writing a blog about how I can help other writers be organized. This blog will give advice on keeping track of submissions, keeping track of research, time management, and more.

I welcome comments, suggestions for topics, questions and visits from writers. I can't wait to start this new journey with you!