Managing Your Writing Business. Part 5. Administrative

Editing Round Two 005

Today, I’ll be talking about the administrative area of the writing business. This is the one element I usually overlook or keep pushing back on the to-do list. I tell myself there are more “important” things I need to get done. Taking care of the “paperwork” (which sometimes isn’t physical paperwork), is as important as the other areas of your business. Opportunities can be missed, a word of encouragement overlooked, or a task that would’ve taken an hour or less to complete, now takes up most of the afternoon.

To help me with managing this area, I break it down into smaller pieces:

a. Correspondence…mainly email nowadays. I spent too much time constantly checking ,and worrying I’d forgotten to reply to something important, that I made a policy of only checking email when I have time to respond. I also created folders in my account and sort the emails into categories. This makes it easier when I need to go back and refer to one of the emails. I also have one email account set up for shopping and subscriptions to non-work related blogs. This way my work email doesn’t get as much spam or become cluttered.

b. Filing

I confess, I still like paper. It drives my husband a little crazy that I still print out important papers that are sent to my email. I can’t help it, I like having a physical copy. Once I’m done with the document I printed, I put it into the filing basket. If I know for certain it’s something I want to keep long-term, I’ll file immediately otherwise it goes into the basket. (my way of trying to eliminate some of the paper I keep) At least twice a month, I clear out the basket and do my filing. Some of the items I toss as I know it’s no longer need or wanted.

c. Updating marketing information. It’s easy to lose track of the long-term methods you’re using (ex. web page, bios that you send out, Amazon author page, Goodreads, etc.) as the information doesn’t change frequently. I make an “appointment” on my calendar to review these items. I try to do it right before a book comes out.

d. Author Bios—Create specific ones for the key “targets” of your business. I have one geared toward writers when I’m conducting workshop at a writer’s conference, and another one for when I’m on a panel at a reader’s convention. I also plan on creating another that is more crafting/scrapbooking focused.

e. Author Photo – keep current. Okay, this is the one item I do everything I can to avoid. Even thought I love scrapbooking and photography, I hate having my picture taken. I don’t know what it is but I’m very uncomfortable having my photo taken and I always feel that the photos show it.

This is one of the pictures from my recent photo shoot.

This is one of the pictures from my recent photo shoot.

NOTE: Most of the admin (especially the last few elements) are items needed when participating in blog tours, interviews, or attending conferences. It’s a time saver to have them done ahead of time. You never know when an opportunity will arrive and you don’t want to juggle to fit in writing a bio or getting an updated picture during a busy time … or worse forget and lose the opportunity.

f. Store information in an easy to find place on your computer. After too many times of spending an hour trying to find a bio or photo I needed, I started labeling the folders with Captain Obvious type names. Author Bio Geared to Writers, Designed to Death Cover. Designed to Death Blurb. Administrative Blog Post for Self-Rescue Princess (I like to add in the blog name as I guest blog on occasion and want to find the file easily…and not send the wrong one)

g. Clean out computer files and emails. I try to do this at least once every six months. I’m a saver so it’s good to spend a day going through emails and getting rid of ones no longer needed. It’s also a time where I can make sure documents are filed in the correct folder.

The next (and last) part in the mini-series is: Financial.

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