Organizing Your Book Files

There is nothing that will make an author cry faster than not being able to find the most recent version of a manuscript. I really dislike not being able to find things when I need them, so this is the method that works for me.

The Writing Files

1. I use Microsoft Word, so I create folders for each of my books.

2. There is one main file. At the end of each writing session, I make a backup of that to my cloud files. (I talked to a writer recently who saves each update in a new file with the date in the name. She mentioned that it took her a long time to find which changes she was looking for. My writing time is limited. I don’t want to spend hours looking for a file.)

3. When I get edits (because each publisher has its own file naming convention), I put my original manuscript in a subfolder (e.g. Original Files) and save the edits in the editor’s format. When other edits happen, I do the same thing. There is always one main book file that gets backed up.

4. If I have chapters or paragraphs that I’m removing, I make a copy of them and create a file in the “Original Files” folder for unused material. Make sure the file name describes what it is because you don’t want to have to open a bunch of files if it’s called something generic. Are you going to remember what “old chapter four” is several months later?

5. I create a character spreadsheet for each series. When there is a new manuscript, I make a copy of it and save it to the new book’s folder. Then I add a column for this book. I note which reoccurring characters appear in the new book and add the new folks. This file has what recipes I used, key information on the characters, and location information that I don’t want to lose between books. I also add names of people I want to recognize in my author notes, so I don’t forget anyone.

6. I have a Word document with my current biography, social media link, and book links. This helps when I need to create a post or provide this information. This document gets updated every time something changes.

Graphics and Book Covers

1. When I get the graphics of the final book cover, it goes in my master file on my laptop (and gets backed up.) This way, I can find all the book covers in one place.

2. I make a subfolder for each series/book for different promotional graphics for the book.

3. When I make a new image or a video, I put it in its folder.

4. I use BookBrush to create the book with different backgrounds and in different formats (e.g. ebook, audio, paperback, hardback). I use Canva to create my graphics.

How to Organize Your Marketing and Book Events

I have a day-gig, so most of my life is scheduled. I’ve tried a lot of different planners and programs over the years, and this is the method that works for me.

1. I have a monthly, four-year calendar (old school). It’s small enough to fit in my purse or laptop bag. But I can see each week and the entire month at one time.

2. When I know important dates (e.g. holidays, days off, deadlines, and publication dates), they go on the calendar.

3. When I apply or am planning an event, it goes on the calendar along with the location, contact, and time.

4. When an event is confirmed, I update it. (I also add the person’s email to my contact list in MS Outlook, and I save the correspondence in my email folder.)

5. If an event is cancelled or rescheduled, I change the date immediately to make sure I don’t double-book myself.

6. When I have publication dates, I reach out to my favorite book bloggers and super reviewers to see if they are interested in getting an ARC when they’re available. I make a list with their preferences, so when it’s time to plan the marketing, I have my list of early reviewers and blurb writers.

7. I also reach out to my favorite book tour organizers to get on their calendars for the book’s release.

8. I reach out to my favorite mystery Facebook group administrators to schedule book take-overs to coincide with my book launch celebrations.

9. Three to six months before publication date, I reach out to my favorite bookstores to schedule talks or book signings.

10. I have to be faithful and keep my calendar current so it’s useful.

What techniques and tools work for you?

It's That Time of Year Again...

Every December, I get in my Marie Kondo mode. Out with the old and in with the new. I always dread the cleanup, but it feels good to start the new year with a clean desk (even if it’s only temporary). Here are some of my organizational to-dos that help me get ready for the new year.

• I clean up my desk. It’s not as bad as the picture, but it’s cluttered. I always end up with tons of sticky notes all over the place.

• I put all the contacts in my database and all the appointments on my calendar.

• My photo collection always needs attention. I archive all of the current year’s photos to my external hard drive.

• It’s also time to clean up the email files and my saved documents. Don’t forget to clean out the Sent and Trash, too. The old stuff takes up space.

• And it’s tax time. I always procrastinate on the task of pulling all the tax information together. I set up files for the current year and close out the old one.

And if I’m still in an organizing mode, I might get around to the closets. (Or maybe not)

Happy New Year. I hope you have a safe and productive year.

What are you planning to do to get ready for 2024?

Daunting Tasks - Tips for Writers

We all have tasks that cause us to procrastinate. For me, editing is the hardest writing task. I have to figure out ways to keep myself motivated and focused. It never fails. I’m supposed to be updating a manuscript with edits, and then I’m off watching llama or cute dog videos. Here are some ideas when for those pesky, daunting tasks.

• Break huge, hairy tasks into smaller chunks. That way, you can see progress when you finish the smaller milestones.

• Reward yourself when you finish. I take a social media break after five chapters of editing. I get to switch gears for a minute, but I know that I’m also working on what I’m supposed to.

• Make lists and prioritize items that need to be done first. That way, you can schedule things that don’t have to be done right away. It doesn’t feel as daunting when you realize everything doesn’t have to be done right away.

• When I’m doing my not-so-favorite tasks, I make sure that I’m super comfy…warm socks, favorite pen, awesome playlist, and my favorite drink.

• If I don’t pay attention, paper, sticky notes, and copies of things pile up on my desk. I try to keep the loose paper under control weekly. If I don’t, then there’s a mountain of clutter which becomes its own challenge.

• Try to make a schedule for things you need to do on a routine basis (e.g. updating your website, checking your social media sites, answering emails, etc.) If you know you have a timeslot for that work, it becomes part of your normal routine. And like the mounds of paper, it’s much easier to tackle a little at a time.

Spring Cleaning! Tips for Authors

We’re having our upstairs painted this week, and we spent a lot of time moving things, pulling down pictures, and getting rid of stuff we don’t use any more. Since it’s that time of year, we may need to do some spring cleaning or purging in our offices and files. Here are some places to start…

1. Clean your work space on your desk. I found so much junk that was no longer needed (and about 50 sticky notes that were outdated).

2. Look at your bookcases. I cleaned out two shelves of old style guides and dictionaries. I sent a bunch of writing prompt books to the Friends of the Library.

3. Make sure that you’re backing up your files regularly. Your work is too valuable to lose.

4. Go through your graphics, pictures, and videos. Archive or delete what’s no longer needed. These take up a lot of storage space.

5. Remove duplicate files.

6. Go through your email contacts and purge any you don’t need.

7. Look through your favorites on your web browser and delete outdated ones or broken links.

8. Read through your author biography and update it.

9. Then check your website and social media sites. Update your photo and biography.

Getting it Together - Organizational Tips for Writers

How do you keep your writing projects organized? When you don't tame the details, chaos takes over (and I end up with way too many sticky notes stuck to my desk).

Writing/Book Details

1. I keep a Word table for each series I write. The first column contains all the characters and locations. Then the other columns represent books in the series. This helps me keep the details about each organized. I can also see if I overuse character names. And I can track which books characters appear in.

2. I create a Word document with blurb, synopsis, book links, and author biography for each book or anthology that I'm a part of. I make sure my website, press kit, and social media sites are updated with the new information. This document becomes my reference when someone wants the ISBN, number of pages, etc. 

3. I also keep a spreadsheet of ideas (e.g. character names, crimes, or cool locations). I can sort by the columns. And I know I have one place to go when I want to look up something. (Before, there were hundreds of sticky notes.)

Emails and Contacts

1. I create a subfolder in my email software for events, promotion, and business. I keep all critical emails in these folders for reference. I also make sure that receipts go immediately to the tax folder.

2. When I get someone's contact information, I write down when and where I met them. I try to transfer phone or business card contacts to my email contact list when I get them. 

3. Back up your email and phone contacts regularly. I'd be lost if I couldn't access them.

Social Media

1. My social media feeds are clogged with all kinds of posts, and I don't always see what I'm interested in. I make friend lists in Facebook and lists in Twitter. This help me to see a customized newsfeed of what I'm looking for.

Prizes and Book Swag

1. I have a section in my storage area for give-aways and swag. You never know when you need a prize or a gift. I can put together a nice swag bag in a matter of minutes.

2. I have notecards with my book covers on one side. I use these when I write thank you notes.

3. I keep a bag packed with pens, bookmarks, and books. It's all ready. I just need to grab it for the next event.

What else would you add to my list?

Making a List - Keeping Your Social Media Feeds Organized

After a while, your newsfeeds in Facebook and Twitter become jam-packed with updates from friends, pages you've liked, and promotions. And the social media sites are always tweaking their algorithms to adjust what you see.

There are groups of people that I like to keep up with so, I create lists in Facebook and Twitter to organize my newsfeeds. I like to see what members in my writing groups, critique groups, and anthologies are talking about. I group them in lists, and when I select to view it, I get all their latest posts in one place. My instructions for creating lists are from the web version of each of the social media sites. If you're using the application version, the links may be in different places.

For Facebook, open your personal site.  Look on the far left list of links and locate "Explore." Move down the list and click on Friend Lists. Click the Create List button. When the dialog box appears, name your list and add people. Save your list. The new list will appear under your "Friend Lists." Click it to see a newsfeed filled with posts from people you added.

To create a list in Twitter, click your photo in the upper right corner. When the drop-down appears, click Lists. The Lists page appears with all the lists that you're a part of. Click Create New List in the top right corner. Name your list and provide a description. Save it. You can add people to your list. Note, if you add someone to a list in Twitter, it appears on their updates page.

Twitter lists are fun. Others have added me to quite a few lists. I'm in one for redheads. Someone else created a Twitter list of "Heathers." It's neat to see what's out there. You do have the option to remove yourself from a list if you choose.

This is one way that I organize my social media time, so I can see the items that I'm looking for instead of wading through lots of other posts. Let's connect on Facebook, Twitter, or other social media sites. Drop me a line or add me to a list. I look forward to hearing from you.

Taming the Email Box

Email has been around for a while, but it seems to take over my life from time to time. I get about 400 emails a day among all my personal and work accounts. If I don't stay on top of them, they expand exponentially. Here are some ideas I use to control the chaos.

1. I have one home email address that I use when a company or website asks for an email address. I skim that inbox and delete the junk quickly.

2. I have one email that I use for my writing, publishing, and book promotion. I also have one that is for personal things like hair and doctor's appointment reminders. This helps me keep my life organized.

3. I create folders in my email program for emails I want to keep for reference. I have LOTS of folders (e.g. book events, book marketing, critique group, etc.). I make subfolders if needed. This helps me keep contacts with book events and reporters with news articles.

4. Only things that are not addressed stay in my inbox. Emails either gets deleted or filed.

5. If I receive a new contact, I add it immediately to my contact list - before it's lost.

6. I update my calendar immediately when things change.

7. If I need to keep my reply for some reason, I move a copy to its folder. When I'm booking events, this helps me remember details of proposals, recommendations, and confirmations.

8. I make sure to keep a copy of all contracts, royalty reports, and any other important documents.

9. I read and delete emails throughout the day on my phone. If there is something I need to address, I leave it in my inbox as a reminder. 

10. I also print all receipts for tax purposes when they arrive. This makes it easier at tax time.

What else would you add to the list?