Organizing for Success

You’re in the midst of a project and you need some information that you know you have in a file from a previous article. But try as you might, you just can’t put your hands on that file. After an hour or more looking for it, you become frustrated and give up. By now, the motivation you had to continue writing has passed, so you do something else. Annoying as this situation may be, it’s an all-to-common occurrence among writers. If you were better organized, perhaps this wouldn’t happen.

Even in today’s seemingly paperless world, writers usually amass a huge volume of paper files and books. Most like to have information at their fingertips. And while you can easily search for anything on the Internet, there are some offline sources that you’ve gathered that you prefer to use.

So how can you organize your writing office for the most efficiency which will eventually lead to more writing jobs. Having information at hand means that you can complete jobs faster and in the end increase your income.

To get organized, it’s best to start out with a plan. Think like a journalist. The key is the five W’s—who, what , when, where, and why—plus how. Answer these concretely to know what to keep and what to discard.

Naturally, you’ll want to keep a file on each article and story your write and several, if not a whole file box full, for each book. All those files will take up valuable space. If you don’t allow for them in your overall plan for your office, then you will be undermined later on.

Photos of home offices in magazines and on the Internet show perhaps one or two filing cabinets. That’s just unrealistic. While they may contain frequently used files, all the rest of the files must be hidden. In fact, you should consider a second storage area in your home for your archived files. These are all the ones from finished writing projects. While you may be lucky to have a basement, attic, or garage in which to store them, others living in smaller spaces may have to resort to offsite self-storage, which over time can be expensive.
                                       
You need to get organized from the start to increase productivity, but it’s never too late to start. Don’t try to do it all at once. Organize one part of your office at a time----books, files, research notes, photos, etc.

Let’s begin with files, both computer and paper. Start by finding the right containers. Filing cabinets work for files used often while cardboard filing boxes, sold at office-supply stores, work well for archived files. In the beginning, you’ll probably combine subjects in one box, but later on, you’ll need to divide boxes up by subject. Keep your system logical to make it easy to find what you want. Alphabetizing always helps.

Do the same with your computer files. Don’t follow Window’s or MAC’s plan and put all your files in one folder. Think of the folders in your computer the same way you think of those in your filing cabinets and boxes. In fact, you may want to create dividers for your paper files that match the names of the folders in your computer that contain related files.

A good way to ensure that you don’t lose any of your work is put install a second hard drive—or  have someone else do it for you. Another alternative is to use an external hard drive that connects to our computer via a USB cable. Either way, your files will be safe if your computer crashes. Unless your second hard drive, dedicated to your data, fails, your files will be safe because when a computer crashes, it’s the main drive that does so.

Next week, we’ll look at continuing the process, but before then, create a plan of organization and make an Organizing To-Do List.

The Keys to My Success

When I’m at a dinner party or other gathering, inevitably someone will ask me what I do for a living. I tell them I’m a writer and immediately they think of Stephen King or some other celebrity writer. No, I’m not one of those, but I have made a living at freelancing for over 26 years, so I must be doing something right.

There are a dozen keys to my success. Any beginning writer, with a little hard work, can achieve what I’ve done by following them.

1. First and foremost, I meet deadlines. It’s become second nature to me after this long. Editors appreciate a writer who works with them and doesn’t cause them to get behind.

2. I write something new every day.  Perhaps its one of my blogs, a book review, an article for a publication, or an article or two for one of my four Web sites. It’s sometimes hard to make enough time to write since I now have to exercise about an hour and a half a day after recent coronary surgery, plus teach writing classes in the evenings.

3. I read as much as I can. The more I read, the better writer I become because I’m influenced by the thoughts and techniques of other writers. But I don’t just read as a reader, I read as a writer, analyzing the text as if I had written it and seeing how I might improve on it.

4. As a writer, I’m constantly making notes. In fact, my desk is flooded with them. Often, I’ve made so many, I lose track. I make To-Do Lists almost daily. If I don’t, I may forget what needs to be done on what piece.

5. Over the years, I’ve learned to mentally record conversations, visual details, sensory stimuli,  facts—lots of facts. I also record these facts in copious notes that I prepare for each article and book. Notes for the latter often fill an entire file box.

6. To keep myself organized, I’ve learned to clip and file vital information so I can retrieve it later.  This has increased my productivity over the years.

7. Even in this day of e-books and the Internet, I still use my public library from time to time. Some information just hasn’t been digitized. However, I find myself using my local library less and less as technology marches on.

8. And though I love words and their origins, I’m careful not to add vague words, that my readers won’t understand, to my vocabulary.  (See my previous blog on $20 words).

9. I love books and my house shows it. There are books in just about every room. As my writing career has advanced, I’ve amassed a small library of perhaps 500 books on both writing, and the subjects I specialize in—Mexico, travel, and antiques.

10. In order to sell my work consistently, I study the markets for it.  However, today, it has become a challenge to keep up with writing markets. It used to be easy to spot a trend, but things have changed so much and so fast, that today it’s difficult. And while it’s always my goal to be at the right place at the right time, I don’t always hit the mark.

11. Since I began writing books, I’ve had to learn as much as I could about editing, publishing, and marketing. Being more knowledgeable about all facets of my business, I’m a more effective business person.

12. I take my writing seriously and have made an effort to make my family and friends do likewise. It isn’t just a pastime or a passing fancy. I communicate with my readers and now, through social networking, many of them communicate with me.

These keys are what have made me successful, but they won’t necessarily work for every writer.
And while my name may not be a household word, I’m still successful at what I do.