Kathryn Porter was kind enough to answer my questions on getting organized as a writer. For more on her book, visit http://www.clutterwise.com
How do you organize your own writing?
The best thing that helps me stay organized as a writer is keeping an updated business plan. I have a mission statement and certain values that I emphasize. I also create long-term and short term goals which I review quarterly. Here’s how it helps me stay on task:
· My personal mission statement guides my career path. It helps me focus with a laser like precision on the area in which I can excel so I don’t pursue multiple areas of mediocrity.
· I focus on specific goals and frequently measure progress. If a writing opportunity does not align with my objectives, I turn it down.
I work by my values. One of the values high on my list is family so I coordinate my schedule around family, not family around work.
Do you have a dedicated place to write?
My favorite place to write is nestled on the couch under a blanket with some light background music. Because I usually write everything in longhand first, my office is the dedicated place to transcribe my work onto the computer.
I encourage everyone to make the home office an attractive room where it’s easy to work. Keep ergonomics in mind when determining the positioning of furniture and style of equipment. Choose colors you love. If you consider writing a full-time job, make your office your own by not sharing it with other household members.
If you live in a small home like I do where the office needs to be accessible to other family members, set boundaries on the times you need to work. Even if you’re not on the computer, that is still your time. Protect it. Upgrade to Windows XP or higher so everyone can have their personal logon and desktop screen. Design the office in such a way that it feels like your room. If your spouse adds too many personal touches that don’t reflect you, it’s not going to feel like your work area.
Where do you keep your work?
When I was writing Too Much Stuff, I kept every chapter in a manilla folder and filed it in my filing cabinet. I’m currently re-working my filing system as I devote large chunks of time to marketing and public speaking. Currently, most of my writing is filed in a folder system on my desktop with hard copy backups for important stuff. My next de-cluttering project will be clearing out my hard drive. While the clutter in my home has decreased, I have way too many computer files that I don’t need anymore.
Many freelance writers keep portfolios created in a basic three-ring binder. This is something I plan to put together this year as I’ve been doing more articles since my book release. In fact, I suggest keeping a main portfolio with everything along with a “show” portfolio that features only your best work. The main portfolio acts more like a scrapbook so you can see how you’ve improved in your writing and chronicle your progress to better, higher paying publications. This is where to keep original copies. In the show portfolio, put in photocopies of the clips for which you don’t have extra originals. I also recommend keeping a section in your portfolios labelled “media.” Place any articles written about you in this section. If you ever pitch a book or a column to an editor, you will look sharp showing off your media prowess.
What do you do about backups?
I keep a hard copy of almost everything. I used to be big about keeping a backup disc as well, but I don’t do that anymore. I ended up with too many discs that cluttered my home. Now, if I had a big project in front of me, I’d probably do that again, except this time use a USB flash drive which can hold a lot more information than a floppy or CD.
How do you keep track of your work, submissions, rejections, work in progress, etc?
I try to keep things simple. I track most everything by email, organizing it all by creating folders and subfolders. I don’t really deal with rejections because I typically write articles only when invited by a publication. Occasionally, I’ll contact an editor about a story idea if it serves a specific audience I’d like to reach.
I also have an accountability partner for goal tracking. We started out meeting on a weekly basis to share our professional goals that we would work on for the week and give progress reports on the previous week’s goals. We currently meet bi-weekly because of our schedules, but weekly is the way to go if you can swing it. I use a lined journal to track my goals along with those of my accountability partner. I keep it in an easily accessible spot so that I can refer to it during the week.
Do you have a system or piece of software you use?
I know that other writers use special software to manage their projects, but I don’t. An old fashioned day planner works best for me. I want to highlight that what works for one person may not work for another. We need to consider things like time, money, and the learning curve involved with new software. I’ve been using a day planner for years. It does the job for me in terms of tracking speaking engagement, deadlines, and other important dates. As my schedule intensifies, perhaps I’ll consider other alternatives, but I like having a calendar that’s convenient for travelling. Even if I eventually move to software for managing writing projects, I’ll probably keep it basic with something as simple as an Excel spread sheet.
Do you have a writing schedule?
At this time, I don’t have a formal writing schedule. I try to work about two hours a day, but it’s not uncommon for me to put in eight-hour days. As a stay-at-home mom, I constantly get interrupted from my work which means having to spend more time working. Once I lose my flow, it takes a while to get my focus back so I try to do computer work when my son is napping. I don’t mind when he interrupts me because that’s why I work from home. I want to be available for him. Whenever I can squeeze in time to work, I do it. When my son draws in his notebook, I will often have my notebook in hand and we will “work” together.
What is your writing process like and how does being organized play into that?
The more organized I am, the less time I need to spend at work. It’s about working smarter, not harder. I’m on top of my game when things are organized. I have more energy. I feel more creative.
In terms of the writing process itself, I carry a notebook with me wherever I go. Sometimes I write out of passion and momentum, but other times it’s out of discipline. I may have several projects going on at one time, but keep one as the primary project and work on the others as I feel like it.
The most crucial part of the writing process for me has been being part of a critique group. I feel this a must for any writer actively pursuing publication. Getting feedback from other writers is like iron sharpening iron. As a professional writer, you want your work to be sharp for publication. Plus, there’s built in accountability along with a natural learning of how to organize the flow of words on paper. For the disorganized writer, this a great forum to learn what works for others and implement those strategies to become an organized writer.
