Why Collaborators Need a Style Guide - Advice for Writers

Years ago, I hired a technical writer at my day gig, and we quickly realized we needed a style guide to define how we do certain things. We had a division called Multifamily, and the title appeared as "Multifamily," "MultiFamily," "Multi-family," and "multi-family" in our technical manuals. Consistency was important, so we created some definitions of how things were going to be used. 

I use the Chicago Manual of Style as my reference guide, but others prefer the AP or the MLA guides. 

If you're creating a collaborative work such as an anthology or collection of stories, a style guide will save a lot of time and headaches during editing. It will also stop a lot of arguments about who is right and who isn't. And it's also a good idea if you give the contributors the guide during the writing phase.

Here are examples of things you should include:

• Specify how you want the submissions formatted (e.g. spacing, font type, font size, etc.)
• Decide how you want paragraphs indented. Some folks use the tab key, while others use the margin/first line indent feature on their word processor.
• How are you going to define story or scene breaks? Do you want the author to use symbols (e.g. ###) centered on a line?
• How do you feel about the Oxford or serial comma? (e.g I'm bringing apples, peaches, and grapes to the picnic.) I'm #TeamOxfordComma.
• Define how the dialogue tags or attributes appear. Example:
  • "Go away!" said Fred.
  • "Go away!" Fred said (preferred)
• Italicize names of movies, TV shows, magazines, and books.
• Are you going to use the American or British spelling of words? (e.g. canceled or cancelled)
• Is it T-shirt, t-shirt, tshirt? What about Ok, OK, or Okay? TV, t.v., or tv?
• Use All Right and A Lot. Both are two words.

Start with some standard guidelines and then add ones that are important to the group. Remember that many publishers and editors have their own style guides, so more changes could come in the final editing stages.

I keep a style guide for myself too when I'm writing my novels, so that I am consistent between the books in a series. 

What else would you include in your style guide?

It's Okay to be Choosy!

When I had my first short stories published, I was excited to be a part of every writing and book event that came along. For the first two anthologies, our group did about fifty events a year to promote the books. Some of these events were wildly successful, and others were less than stellar. As I go along my writing journey, I've found it's okay to be selective about the events you attend. Here's what I've learned...

1. Your time is valuable. You need to guard your writing time and ensure that you are writing the next book. 

2. Look at the event. Is it inside or outside? (I sunburn easily!) Look at the logistics. Do you have to bring your own tent and table? Look at the schedule. When do you have to be there and how long are you expected to stay?

3. Is this the first time for the event? It's exciting to be a part of an inaugural event. Just make sure the host publicizes the event. It's fun to be on the cutting edge, but keep in mind that there my be some snags since this is the first time for everyone.

4. Is there a cost to participate? Make sure that the spend can be covered by your sales. I've split a table with other authors before. We shared the cost and the schedules. Book sales are unpredictable. Sometimes, you sell 50 books, and other times, you'll sell 2. The latter is more disappointing if you invested a lot of money in the entrance fee.

5. What is your purpose for attending the event? If it is only to sell books, then you need to evaluate your return on your investment of time and money. If you're there to support the library or to network, then sales may not be your first concern. I've given away hundreds of bookmarks at events, and many of those interactions turn into online book sales.

6. Consider the travel, meals, and overnight stays when you budget for an event. 

7. I keep a calendar, so I can look at what I did last year and also see what's on the horizon. I have a little paper one that I carry around with me. And I record everything -- in person events as well as social media ones.

8. It is okay to say no. If you're lucky, you'll be approached to participate in a lot of events. If you have a conflict (and you're interested), ask the organizers to keep you on the list for next year. Your time is valuable, and you need to consider how much time will be needed to prepare for a panel, workshop, or class.

9. How are books sold at the event? Is there a book seller, or are you responsible for sales? I have some author friends who don't do events where they have to sell books.  Make sure you know the logistics ahead of time. Also if the books are sold on consignment, make sure you know how/when you'll be paid. (And even if there is a book seller, I always have a stack of books in my car. I've been to events where there were book mix ups.)

Don't feel guilty that you turn down events? You need to make the best decision for you, and if you're stressed or too busy, then you're not writing your next book. What else would you add to my list?

How Do You Get Recharged? Tips for Writers

Everybody hits a slump or a block from time to time. Sometimes, there's an awful feeling of being overwhelmed. The key is not stay there or wallow in doubt, despair, or fear. Here are some ideas to get you recharged and back on your writing projects.

1. I go to my monthly critique group meetings. Having a deadline for submitting work to be reviewed helps me keep on track. Plus, I love interacting with talented and creative people. I learn as much from others' critiques as I do from those of my work.

2. I also attend writers' group meetings and events. Many of these have a learning component, and experiencing new things always recharges me. It's also a great way to interact with other writers. I can't say enough about how valuable my writing network is to me. I get ideas, critiques, and support from people who have the same experiences.

3. If it's not feasible to join a group in your area, there are plenty online. I receive a digest of the threads each day. Even though I don't have the time to read and respond to every thread, I do check out interesting topics and keep up with new projects. And it's nice to know that you're not alone in your writing cave.

4. Take some time off and do something interesting or fun. Usually, the break is all I need to get back into writing mode. 

5. Volunteer some of your time. There are so many  groups that appreciate the help. Time away helps you clear your thoughts and get focused.

6. Exercise. Get those endorphins pumping. You'll feel better. (I recently got a stand-up desk at my day gig. It is wonderful. I feel so much better at the end of the day.)

7. I get overwhelmed when I have too many projects going at once, even if they're in different stages. I need to prioritize and focus on the critical tasks. That helps me quell the anxiety and stress.

8. Learn how to say "no" nicely (but firmly). It's hard. There are so many people making requests of you, and you can't do it all. It takes a lot of effort to balance your writing with the rest of your life. I would love to participate in every author or volunteer event that comes along, but sometimes, it's not feasible. Your time is valuable. Guard your writing time.

9. If you don't have a writers group, invite a couple of writers to lunch or coffee. Make time to network and share ideas. Peer groups are important.

How do you recharge? What would you add to my list?

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?

ROI Can Mean More Than Book Sales

It would really be nice if I could trace all of my author and book activities to book sales. Sometimes, it's very clear that you did a marketing event and had a certain number of sales. But then there are other times that you'll do events and promotions, and it's hard to tell if they had any impact at all. I'd like to suggest that sometimes book marketing can have different types of returns on your investments. I would challenge you as an author to think of your investments of time and money in a broader sense. And here are some examples...

1. I have attended book events where I didn't sell many books, but I made contacts that led to other collaborations, interviews, or paid speaking engagements.

2. Networking is key for writers, and there is value in participating in events where you get to talk to readers and other writers. And if feels good to know that you're not alone in your writing journey.

3. I give everyone I talk to a bookmark or whatever promotional give-away I have (e.g. pens, pencils, etc.). I have seen my ebook sales spike after events. I may not have sold a book when I talked to them face to face, but they bought one later in a format they prefer.

4. I attend library events and speak to school groups to support libraries, teachers, readers, and future writers. I know that at a lot of these events I won't sell books. But sometimes, I'm surprised. I spoke to a high school group once about mysteries, and many of the students brought their copies of the book for me to sign. 

5. The time I spend on social media doesn't transfer to book sales. But I do meet people, share ideas, and build relationships. Your activity on your social media sites also helps with where you appear in search engine results. The more active you and your sites are; the more you appear at the top of searches.

Your time and money are valuable. And it's important to balance your writing life with the other things you have going on. But I challenge you to look for other benefits as you plan your event calendar and your marketing promotions. If you plan everything in terms of how many books you'll sell, you may miss out on some other benefits.

Moderating a Panel 101

Wait. What? I'm the panel moderator? Don't let it strike fear or cause your knees to knock. It's an honor to be asked to moderate a panel or group talk. Here are some tips I've learned over the years to help it go smoothly.

Before

1. Know how to pronounce everyone's name. Write it out phonetically if you have to.
2. Get a short biography from everyone for your introduction. 
3. If possible, try to read a story or book by each panelist, so you're familiar with his/her work.
4. Provide the questions to your panelists ahead of time, so they can prepare. Nobody likes surprises or to feel stumped by a question.
5. Communicate to your panel ahead of time about the expected time length for answers or readings. Let them know that you'll have a signal (e.g. a knock, a wave, a hand gesture) for them to wrap up their answer.
6. Decide whether you plan to ask every panelist the same set of questions or whether you plan to customize them.
7. Promote your event and authors on your social media channels.

During

1. Set the stage of the discussion for your audience. If there are announcements or book signings afterwards, make sure to let everyone know.
2. You're in charge of the flow of the event and the discussion.
3. You're also responsible for ensuring that everyone has equal time to speak. You may have to signal or even interrupt if someone is a microphone hog.
4. Many conferences have a room monitor to set up the space, check the microphones, and watch the clock for the moderator. If there's no room monitor, you'll need to be in charge of managing the clock.
5. Many moderators don't like to stand at the lectern. If you're going to move about the room, make sure that you don't walk in front of your panel or turn your back to your panel or the audience.
6. Save at least ten minutes at the end for questions from the audience.
7. Get someone to take a picture of you with your panelists. 

After

1. Thank your panelists for their great discussion.
2. Make sure to thank your audience.
3. Send a follow up email to your panel to recap the event and to thank them again.
4. Share your group photo on social media and tag everyone.
5. Send a thank you to the hosts or organizers.

Panel 101 for Authors

If you're fortunate, you'll be asked to participate on many book discussion panels. The facilitator or moderator should provide you with the logistics (e.g. time, date, topic, questions, etc.).  Here are some lessons I've learned throughout the years.

1. If your moderator provides you with questions, review them and make sure you're comfortable with the topic. Some ask the same question to all panelists, and some have specific questions for each speaker.

2. If you've got a microphone, make sure to test the equipment before you start. if it's a portable microphone, make sure you turn it off when you're chatting or taking a break. The audience can hear you. I went to a conference once, and the speaker wore a lapel mic. He didn't turn it off when he was in the restroom. Embarrassing!

3. If you have a hand-held mic, make sure you hold it close to your mouth. It needs to be close enough to pick up your voice, but not close enough for the breathing.

4. Be present and use good listening skills while the other panelists are speaking. Making faces or tapping toes is distracting.

5. You're in full view of the audience. If the table is not skirted, they can see all of you. Keep your shoes on. 

6. If you bring books, give-aways, or other items, keep them to a minimum. Don't encroach on other panelists' space.

7. Don't interrupt the moderator or the other speakers.

8. Be bright and brief. Don't be the one who hogged the mic and had to do all the talking.

9. If you plan to do a reading, practice it before and know the timing. Stay within the boundaries provided by your moderator. When you choose a passage, make sure that you end with a cliff hanger or a portion that makes the audience want to know what happens next.

10. Always give shout outs and credit in your responses to those who have helped you along the way.

11. If possible, try to familiarize yourself with the other panelists and what they write. If you have time, read their latest work. It makes for a better conversation.

12. Do one last mirror check before you start (e.g. hair, makeup, wardrobe check). Wear comfortable shoes and professional clothes. Make sure your shoes are polished. And ladies, if you wear heels, make sure you can walk across stages or climb steps. Some stages are portable, and there are gaps or flimsy handrails. 

13. Relax and be you. The audience wants to hear about you and your work. Your whole talk shouldn't be "buy my book." Think of interesting things in your book or your writing life to talk about. 

What would you add to my list? Anybody have any funny panel stories?

What Made You Smile This Week?

What made you smile this week? Here's my list in no particular order...

1. 5 days off because of the Independence Day holiday. Whoo hooo! Writing time.
2. Celebrating my Mom's birthday and July 4 with a cookout (and chocolate birthday cake).
3. Submitting an article for an upcoming journal.
4. Working on edits for a cozy mystery.
5. Starting the third Delanie Fitzgerald book (and coming up with a title).
6. My husband finished the landscaping around the deck and added a firepit. I'm ready to roast marshmallows.
7. Heading to Kilmarnock, VA on Saturday to be on a fun panel at the Writers' Expo.
8. Wrapping up edits on a short story called "Art Attack."
9. Finishing all my reading early for July's critique group.
10. My dogs - Jack Russells always make me smile.

What would you add to the list?