Keeping your office organized and managing your writing business effectively will help you become a more productive writer. Rather than wasting time digging for that bit of research you misplaced or looking up the contact information for the editor who asked you to submit a manuscript, you will be happily plugging away at your word count. More writing time can lead to more sales, so it’s to your advantage to spend a little time up front developing some organizational systems and habits that will keep your writing career on track.

Cherish Three-Ring Binders

I’ve found no better way to organize my character sketches, plot ideas, research, and timelines than to stash them all together in a three-ring binder. I type them into a Word file on my computer as well, but I appreciate the easy access to character info or research notes that a three-ring binder affords at a moment’s notice. I buy inexpensive dividers to separate the information into categories, such as Research, Characters, and Plotting for neat and convenient organization of all my novel ideas. The binder is easily portable so I can take it with me when I travel. You never need to go searching for that elusive piece of paper again.

Develop a Tracking System

Early in my writing career, it didn’t even occur to me to track my submissions. After all, I had just one or two WIPS (Works in Progress) and had only submitted a query or two for each. I could easily keep that much straight in my head. However, as the number of WIPS grew and the number of editors I’d approached increased, I realized I was going to need a system to help me remember who’d seen what and when.

There are several ways to keep a record of your manuscript marketing efforts. The method you choose will depend on your needs and organizational style. Find a method that works for you and keep track of what you’ve sent, to whom, the date, and their response. Even if you receive a rejection in response to your submission, the information can be valuable later on.

* Index cards – Write the name of your WIP at the top and note each time you send out information on this project. Don’t forget to record dates, editor names, and contact info. When you make a sale, write down the amount of the compensation and when you can expect payment. Categorize your cards into sections such as Out on Submission, To Resell, and Waiting for Payment. These categories will vary depending on the genre you write and markets you write for.

* Paper log sheet – When writing nonfiction articles, I found it most convenient to keep a log sheet along with research notes and a draft of article in a file folder labeled with the article name. Articles out on submission were filed on one side of the file drawer while those that hadn’t sold or were eligible for reprints were kept on the other. A spiral notebook or three-ring binder with your log can work also. Use one sheet of paper per article and journal every step of the submission process.

* Spreadsheet – If you prefer digital files to paper, a spreadsheet is a great way to keep track of the projects you have out on submission. The Sort feature of Excel is a convenient way to reorganize your submissions by date, markets, or subject.

* Tracking software – Software programs are available to help you keep track of submissions. Manuscript Tracker is my personal favorite. The program allows you to enter the names of your manuscripts along with pertinent information, such as word count and genre. Fields for Markets allow you to record contact information on editors you solicit, and Events classifies your submissions by categories, such as Query, Proposal, or Sale. Best of all, this program is free. Here’s a link to the free download:

www.sandbaggers.8m.com

Catalogue Your Resources

A smart writer builds a business network and works with the same markets again and again. Novelists may only submit every few months, however, should you branch out into articles or devotionals, you may submit a dozen or more queries a month. To conserve time and energy, keep copious records of the contact information for various editors and publishing houses you intend to submit to often. If you have that information neatly recorded in a file, you don’t have to look it up on the Internet or dig through paper files each time you want to send something to that editor. I recommend a spreadsheet for this purpose.

Along that same line, it is wise to keep records of marketing contacts to help with promotions after a sale. Create a list of local media (newspapers, radio, and television stations), local and regional bookstores, Internet press release services, a reader mailing list, and other marketing venues you will want to contact when it’s time to promote your book. Taking time to create these records once saves hundreds of hours in the long run as you use this info over and over again.

Share Work with a Partner

“Two get a better return for their labor.” Two people working together are more efficient and effective than one working alone. Find a writing buddy and share market news, information on new agents or changes in editors, writing tips, and article links. A group like the ACFW provides an even broader network for the asking and sharing of information. Take advantage of the bountiful information available on the Web site. Our members have shared their expertise in the form of articles, workshops, and interviews. You will also find an Experts List, in which members have provided the group with information concerning their areas of interest, education, or expertise.

Back up Your Files

I was just hours away from completing a biography-for-hire project when my computer hard drive crashed. Frantically, I tried to restart the computer but my gigabytes had bit the dust. When I had accepted the demise of my computer, I scrambled to find my backup disk. How long has it been since I backed up? I wondered as I shoved the disk into my husband’s computer. One month, I discovered, my stomach sinking. I’d been working feverishly to complete this book, and a month’s worth of time and effort had been lost. This disheartening situation could have been avoided if I’d backed up my files on a regular basis.

Schedule a time at least once a week to update your backup disks. Once every quarter, give your backup disk to a friend for safekeeping at their house in case fire or a natural disaster at your home should ruin both your computer and your backup disk. Keeping hard copies of your latest draft, even if you’ve scribbled all over it, is also a good idea. Better to have a marked up draft that you can retype if necessary than a fizzled hard drive that has swallowed your manuscript forever.