Posted in Books, Writing

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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Author:

Mystery and Romantic Suspense Author

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