Like most writers, I love the research and writing parts of the job, but don’t care for the administrative tasks that come with the gig—doing the taxes, accounting, legal and tracking everything. It’s easy to let those things slide and I did when I started out, until I learned better.
It is easier than you think to misplace vital information, lose track of invoices and payments, and forget to track what you send out into the publishing world. The only way to stay sane and solvent is to track everything. It will help your sanity too.
Here are the types of logs I keep to track anything to do with publications and submissions. I will share how I track client work in my next blog.
First, you have to keep records of your research. This means tracking all the background research you’ve done on agents, editors and publications. If you look at writer’s guidelines for a publication, save the link to a spreadsheet so you don’t have to hunt it down again. The same goes for agents and editors. Jot down their preferences. Don’t duplicate your research. Keep it in one place, whether that’s on your computer or a hard copy. It will save you loads of time.
Then track your work in all its phases.
Tracking Queries
I create a spreadsheet with tabs for different logs. My first log is to track my queries. I enter data for the following fields:
Working Title
Article Description
Publication or Site URL
Editor’s Name
Editor’s Email
Additional Contact Information
Date Submitted
Follow Up Date
Follow Up Description
Response
Notes
Writer’s Guidelines
I note any changes to the title along the way so I can keep track of the article from query through publication or posting. Keep descriptions brief. All you want to track is what you sent, how they responded, what the article is about (enough to jog your memory) and details that will help you in the future. This is where I log the writer’s guidelines URL so I can easily check submission and query details. I only track progress on my queries in this log. If I get an assignment, it gets entered on a different log and I put “assigned” in the response field above.
Tracking Possible Publication Avenues
I keep a log of potential places to query. These typically include publications or blogs that look interesting, pay decently and cover a subject I can confidently tackle. This is not a proper log, per se. It’s more of a database of links with writer’s guidelines and possible pitch ideas. This is my submission equivalent of a prospect list. Again, it’s about saving time by not repeating research. If you look something up, track it. If you think it might be a potential place to pitch, log it.
Tracking Assignments
This is a separate log I keep to track accepted pitches. Once an article or blog is accepted, I add it to the publications list. This is what I track:
Title
Article Description
Publication
Editor
Editor’s Contact Information
Deadline
Word Count
Payment Amount
Payment Terms (upon acceptance vs. upon publication)
Per Word Amount
Publication Date
Date Contract Signed
Invoice #
Date Sent
Payment Date
Notes
This log helps me deliver on time, to the right person, with the approved word count. It also lets me track how much I will be paid and whether that payment has been received. If it is not received in a timely manner, according to the guidelines for payment, I send a reminder and add that to the notes. Otherwise, I use the notes section to make comments on the process, the editor, the experience or anything else I want to know down the line. If the editor was great to work with, I may be willing to pitch the publication again even if the payment is low. The opposite is also true.
Tracking Agents
It’s important to keep track of agents too. Keep a log that tracks the:
Agent’s Name
Agency Name
Address
Email
Phone
Materials Sent
Date Sent
Date of Follow Up
Type of Follow Up
Response
Additional Materials Requested
Date of Follow Up
Response
Notes
Tracking Agent Work
It’s a good idea, once you do find an agent, to track what happens next. This includes keeping track of the publishing houses, editors’ names, date sent, materials sent, response, editor’s comments and any other notes you may need to include. This is invaluable information to have if your agent or editor leaves the company or you choose to switch representation. Besides it is your career, you need to know what’s happening with it.