Organize Your Writing Desk

Author: Alyice Edrich

Organization is key to a successful career as a freelance writer because it keeps us on our toes. When was the last time you did an interview only to find you spent three hours searching for those interview notes? Or when did you receive an acceptance for a query you submitted a month ago only to realize you didn’t know what the editor was talking about? Or worse, you accepted payment for a reprint, only to discover you sold that reprint too soon because your contract for the original wasn’t up for another month?

Over the years, I’ve learned a few tricks that have helped keep me organized and ready to tackle any task.

Set Aside A Time For Mail
Don’t read your email throughout the day because you’ll find yourself rushing through your emails and may inadvertently hit the delete key instead of the next key. Put aside an hour in the morning and another hour in the afternoon to read your emails. If an email can be responded to with information off the top of your head, do it as soon as you read the email, don’t go back to it later because then you’ll have to reread the email and that’s a waste of your valuable time.

When you get the mail, immediately sort it into three piles: trash (usually advertisements and credit card applications), file (usually bills that need to be paid sometime during the month and invoices), and respond (usually something that needs your attention such as a letter from a friend or client).
Develop A Filing System
Develop a filing system that works best for you and your personality type. Purchase a stacking tray. In that stacking tray you can break down your piles according to your business structure.

For instance, in my stacking tray, I have 12 slots. Each slot has a purpose. One slot has envelopes ready to pay my writers, filled with discount coupons I offer as a bonus to payment. One slot has blank envelopes for mailing letters, queries, etc. One slot as miscellaneous magazine clippings—clippings that aren’t for long-term use, but rather a current project I’m working on.

And the other slots are broken down to meet my current needs, these slots are changed as my needs change. They could be used on a project by project basis, such as notes for project A in one slot, and notes for project B in another spot. Then when the projects are complete, I can file the notes and correspondences in a file in my file cabinet.
Organize Files
File cabinets are essential to a freelance writer’s career. Each hanging file should have a purpose and be organized in such a way, that you can easily refer back to those files. I have one drawer in my file cabinet that deals with invoices, contracts, and business expenses. I have another drawer that stores my completed projects, and another drawer that stores information I’ve saved for future projects. How you set up your filing cabinet is entirely up to you.
Organize Computer Files
Computer folders are also important. If you just write and throw all your documents in Microsoft Word®, you’ll have a hard time finding what you need when you need it.

I have one folder named “Clients.” In my clients’ folder are sub-folders for each individual client I’ve worked with over the years. If you write for magazines on a regular basis, you could start a “Clips” folder. In your clips’ folder, make sub-folders for each individual magazine you’ve written for and place your rough draft and your final copy in that folder. Other folders may include, budgeting, query letters, books, e-books, paid columns, freebie columns, etc.

On a side note, there was a time when I didn’t save my client’s work and only saved a hard copy. Well, with the many moves I’ve made over the years, I’ve lost those hard copies so when a client’s computer recently crashed and she lost the work I’d done for her, I didn’t have a back-up to give her. While I wasn’t responsible for that, I felt bad. Since then, I always keep a copy on my computer, which I back up once a week!
Invest In A Good Calendar
And finally, every freelance writer needs a calendar. Your calendar will keep track of deadlines, interview appointments, and project status.

I have a large calendar on my desk that shows me a week at a time. There are time slots on the calendar from 8 a.m. to 8 p.m. Not only do I use my calendar to fill in deadlines, but I use it to keep me on track and show me where my time has gone during the day. For instance, every night before I go to bed, I jot down my “to do” list on a sticky notepad and post it on the next day’s calendar slot.

When I wake up, I look at that sticky note, then my calendar and plan my day. As I accomplish a task on my stick note, I cross it out and then write that task into my calendar in the appropriate time slot. At the end of the day, I can look back and see how long it took me to write an article, handle emails, research a project, etc. It’s a great way to remind myself that I had actually accomplished something; even when it felt like I didn’t.

In time, I’m sure you’ll find other time-saving techniques to organizing both your office and your time. Don’t be afraid to change what isn’t working and find a better way of doing something. The more organized you are in your home office, the more time you have for writing!

Organize Your Writing Desk

Author: Alyice Edrich

Set Aside A Time For Mail

Develop A Filing System

Organize Files

Organize Computer Files

Invest In A Good Calendar