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 Emails

Between the day gig, my book emails, and my home stuff, I get about 300 emails a day, and I have to have a way to keep it organized. It’s overwhelming. Here’s what helps me tame the chaos.

1. All of my personal accounts are set to appear on my phone and my laptop. If I delete an email on a device, it deletes it in all places. If I want to keep it, I leave it in the inbox until I can put it in a folder.

2. I believe in folders and subfolders. I use MS Outlook, so I can create them with a right-click. I have main sections for personal correspondence (e.g. doctors, family stuff, and business emails), book events (sorted alphabetically), each book (edits, publisher correspondence, and marketing items), book business (for agent correspondence, royalties, key dates, etc.), and clubs/organizations.

3. I have subfolders under each to keep things organized. There are many folders and subfolders. It makes it easier to find things.

4. The search features are also valuable if you’re looking for a person or a key word. The sort tool is also helpful when looking for who sent it or the date sent.

5. You have to be diligent with maintaining your emails. If you skip more than a few days, it will be out of control, and it will take you more time to catch up.

6. Anything I need to address immediately stays in my inbox. When I’m done, it (the original and sometimes my reply) goes in the proper folder.

7. Each day when I log onto my laptop, I look at my inbox to make sure I’ve addressed everything I need to. I save newsletters and announcements that I want to review later in the inbox. If it’s spam or stuff I’m not interested in, it gets deleted immediately.

8. I delete my sent and deleted folders about once a week. That gives me a buffer of time in case I change my mind about something I deleted.

9. When I plan an event, the tentative date goes on my calendar. I update it with details when it’s confirmed. I use my calendar on my phone for reminders, but I use a monthly four-year calendar since a lot of my events are planned a year or so out.

10. Each November/December I do the great purge. Each folder gets a quick look, and I delete any emails or folders that are out of date or not needed.

These are some of the things that keep me organized in my work and book lives. What techniques work for you?

What's in A Name? Titles for Books

I’ve been asked a few times over the years about how to title a book or what I should name a book. Here are some things that work for me.

Know How It Works - If you are traditionally published, the publisher has the final say on the title. I have always had to provide the working titles of the books in the initial proposal, and I’ve been fortunate that they have agreed with my choices.

Books can have the same title. You may want to Google your title ideas to see what other books have the same name. If they are in different genres, you may not want folks to confuse them.

Themes - I primarily write cozy mysteries. We like puns and things that are related.

The Jules Keene Glamping Mysteries all have rhyming titles with a hint about the crime. Vintage Trailers and Blackmailers, Film Crews and Rendezvous, Christmas Lights and Cat Fights, Deadlines and Valentines, Teddy Bears and Ghostly Lairs, Hazardous Links and Hijinks

The Mermaid Bay Christmas Shoppe Mysteries are have nursery rhymes that have gone bad in some way. Sticks and Stones and a Bag of Bones, Twinkle Twinkle Au Revoir, A Tisket A Tasket Not Another Casket, Life is But a Scream, Down Came the Rain and Washed the Body Out, One Two Buckle My Blue Suede Shoes

The Pearly Girls Mysteries all have a musical theme that ties into the history of the property in the series. Murder Strikes a Chord, Murder Plays Second Fiddle, Murder Whets Its Whistle

Double (or Triple Meanings) - The Jules Keene Glamping Mysteries, The Pearly Girls Mysteries, and all of my short stories hold a hint about the story and the crime. Here are some examples from my short stories.

• “Washed up”

• “Spring Cleaning”

• “Par for the Course”

• “Art Attack”

• “Derailed”

• “Out of Commission”

• “Dead over Heels”

• “Game Over”

7 Things Writers Should be Doing

Last week, I posted about things that writers need to stop doing. (I know it’s hard. We all get caught up in the stresses, disappointments, and distractions.) This week, I’m focusing on the things writers (at whatever stage of their journey) should be doing. Here’s my list:

1. Writing. That should go without saying, but sometimes, it’s easy to get caught up in the marketing, events, and other things that the writing takes a back seat. The fabulous Alan Orloff explained the key to writing to me a long time ago. It’s BICFOK. (Butt in Chair; Fingers on Keyboard.)

2. Make sure you have a website. And if you have one, make sure it’s current. Nobody visits a stagnate site. If you are prepublished, you can still create a website with an about you section, a blog, and the events that you’re attending. Start building your following early. Interesting, entertaining content keeps readers interested.

3. Find where your readers are on social media and make sure you have a presence there. Most of my readers are on Facebook, Instagram, and TikTok. I focus my energies there, but I also have a presence on the other sites. Build your following. It takes time. I spent the months between signing the contract and waiting for edits and publication to build my following. Your social media sites need constant attention. People ignore stagnant or boring sites.

4. Make sure you have a newsletter/email list. You own this list, and it’s full of people who are interested in you and your writing. If a social media site shuts down or you’re banned, then you lose your contacts. If you are prepublished, you can still start a list. Take it with you to events and have people sign up on your website. This is one of your most valuable marketing tools, and it's often overlooked.

5. Invest in a professional headshot. Selfies are good for your socials, but they are not what you want for book covers and publicity. You need a high quality, high resolution photo that can be reproduced in a variety of sizes.

6. Treat your writing as a business. When I acted like my writing was a hobby, my family and friends also treated it like that. I had to start scheduling my writing time and telling people that I was working. It is work. And learn about the business side that involves contracts, negotiations, money, sales tax, tax laws…the list goes on and on.

7. Take care of yourself. Don’t stress or overwork yourself to the point that you’re not sleeping, eating right, or exercising. You are your brand and what makes all of this possible.

What would you add?

5 Things That Writers Should Stop Doing

I’m often asked at presentations and writers conferences what should writers stop doing. What are things that may not be as helpful to one’s writing journey? So, here’s my list.

1. Stop procrastinating. Sit down and write the book. You can edit a bad or sad draft. You can’t edit a blank page. Talking about writing a book is not writing a book.

2. Stop comparing yourself to others. We are all on a writing journey, and we’re at different stages. Plus, something that works for one person, may not work for another. Be you. That’s what makes your writing unique.

3. Stop listening to that negative voice in your head. (Not the one that is warning you about danger…the one that is making you feel bad.) The writing journey is a rollercoaster and imposter syndrome is real. But if you really want to write and publish a book. You need to make up your mind to try. Sit down and write.

4. Stop wallowing. When you get bad news (we all do), have your own pity party. Do what it takes to get over it…exercise, scream, eat chocolate, cry, rant to your dog, and then see what you can learn from the experience and move on. Those that spend weeks, months, and years wallowing, waste all their creative energy on something they probably can’t change.

5. Stop playing at writing. Writing is a business. If you want to be a published author, then treat your writing as such. Learn your craft, learn how to market, learn the business side of it, and network with other authors. Build your social media presence and put yourself out there. Do your research, do your homework, and write.

What else would you add to my list?

Writing is a Business

I am asked frequently about what is one piece of advice that I would give to aspiring authors or a younger me. It’s that writing is a business, and you need to treat yours like one. Writers write books and get royalties, right? Yes, but there’s a whole business side to the process that I didn’t really grasp until I received my first publishing contract. Here’s what I learned.

1. Writing is hard work. It takes time and practice to hone your craft. You have to put in the time to get the best results. And your first draft is NEVER the final one.

2. Editors, agents, and publishers are looking for books they can sell.

3. Not every person who reads is going to buy your book or even like your book.

4. It is hard to hear not-so-positive reviews or critiques of your work. But to improve your craft, you need to learn what you can from feedback (and learn to ignore the trolls).

5. No matter how big your publisher is, you will still need to market your books and build your author platform.

6. It is hard to go it alone. Find your crew who understand the process and the writing life. Your writer friends will celebrate with you and help cheer you up. The best thing I did was to join Sisters in Crime and other writers’ groups.

7. You need to research the business and financial (tax) aspects that affect you and where you live. You may need a professional to help you with the record keeping, business licensing, and other advice.

8. Once you have publications, you need to consult your attorney about what to do with the rights and royalties after you are gone. You need a will if you don’t already have one.

9. When I treated my writing as a hobby, it was hard to get family and friends to understand that this was more than a fun project. Now, I schedule the work and appointments like I do at the day gig.

Writing is tough sometimes and writing for publication is often an adventure. But there is nothing better than seeing your name on the cover when it finally launches into the world.

Building Partnerships

Building strong partnerships in your writer’s life is important. You need a support team. Other writers understand and will help you celebrate the wins and commiserate during the bumpy times.

Find a writer’s group. That is the best thing I did for my writing career. I instantly had a wonderful peer group that shared opportunities, events, and advice.

My first traditionally published mystery credit was from a Sisters in Crime chapter anthology. I met other writers, booksellers, librarians, and a whole bunch of mystery fans from the events that we hosted.

Other writers, especially those in the mystery community, are so generous with their time and advice. They have helped me with blurbs and all kinds of publishing and craft questions.

I have found my critique groups and partners, not to mention folks who plan book events and conference meetups.

Look for writing groups, especially with local chapters. They’ll help you stay plugged into what’s going on in your area. My agent and publishers also have virtual meetings to help their authors network. And if you want to meet people, volunteer to assist with one of their committees or projects.

Writing is often a lonely job. You need a peer group that understands the journey you’re on.

How Planning Can Help You Avoid Plot Holes

There is no one correct writing style. Find what works for you. Here are some things that helped me a long my novel-writing journey.

Before I Start Writing:

• I am a plotter or a planner. I do an outline for each chapter before I start writing the book. It’s usually in paragraph (narrative) form instead of the way your fourth-grade teacher taught you. When I start writing, I make notes all over it.

• I find that I can write much faster, and the story is much more organized if I map it out. When I tried to “pants” it, it took my years to finish the book.

• I mark the funny scenes, red herrings, key mystery points, and romantic elements in different colors, so I can visually see where they are in the story.

The Outline

• This helps me know what happens in each chapter.

• It also causes me to make sure all open items get resolved before the end of the story.

• By thinking through the contents of each chapter, I don’t usually get stuck on a story point that bogs down the writing.

• I still have a day gig, so I write in small chunks in the morning and at lunch. The outlines helps me start and stop a session without having to play too much catch up.

• By the time I start to write, I know the killer, victim, and the motive. I’ve also thought through the motives and means of the other characters.

• The outline helps me see where my story is plausible or just off base.

I usually follow my outlines, but there are time when the characters get their own ideas, and things go off script. The outline also helps me when I have to write the synopsis or marketing materials for the book.