Writers use many tools to help them with their craft. One valuable tool I use is the spreadsheet. A spreadsheet is a way of keeping track of information in rows and columns. It keeps businesses organized, and since writing is my business, I need all the help I can get. Here are six reasons writers should use spreadsheets.
1. Keep Track Of Writing
I use Excel spreadsheets to keep track of my novels and short stories. Especially short stories that I have divided into parts. They add up after a while, and I don’t want any stories to get lost in my pile of notebooks or hidden on my laptop. A spreadsheet gives me a quick glance at what is finished or unfinished and what is the genre, word count, and start and completion dates. This is an organized way to look at my work and see what might fit the guidelines of a writing contest or publishing inquiry. Also, I can see if I’ve already published the short stories here on this blog.
The spreadsheets I use come from Microsoft Excel. I used an Excel template and then watched YouTube tutorials on how to set it up. Microsoft Excel Tutorials for beginners are my favorite. Another popular software that offers spreadsheets is Google Sheets. I haven’t tried them or the other spreadsheet services advertised online.
2. Keep Track Of Submissions
You’ve got to send that work off eventually, and when you do, it helps to have a record of who you sent it to and when. Some agents and publishers want you to send to only one agent at a time in their agency, and a spreadsheet with the agent’s name, agency, title, date submitted, and date accepted or refused will help you follow their guidelines. You can check your worksheet for agents you’ve queried and be careful not to send them the same manuscript they’ve already passed on. Instead, you’ll send them your next book. Never give up.
3. Keep Track Of Acceptance And Payments
If you keep writing, someday you will find an agent or publisher who wants your work. My favorite spreadsheet to work on is the acceptance and payments. What a joy it is to fill in the date a book or story was accepted and by whom! Since you can usually contract your book to only one publisher at a time, you must keep track of who you have sold your book to and when the contract runs out. It’s essential to list any payments or royalties you receive.
4. Keep Track Of Profit And Expenses
After you’ve sold your work, you need to keep track of your profit and expenses. Writing is a business. Treat it like a business with a budget. A spreadsheet will show you where your money is going and where you are making money. This will help you create a yearly budget. If something is not showing a profit, you might need to take money from it and put it into something that will. For example, if your books aren’t selling, take your profit and put it into marketing or advertising your books. Or invest in writing classes and conferences to see what you can improve to get your books noticed. Spreadsheets provide the data to make wise choices about your writing career.
To learn more about the business side of writing, check out Thomas Umstattd Jr. at Author Media. He gives the best business advice to beginning and more advanced writers. Subscribe to his newsletter to keep up with his latest podcast.
5. Keep Track Of Plots And Characters
Another clever use of spreadsheets comes from writer Jeff Elkins, who suggests using a spreadsheet to plot your novels. Read his article at The Write Practice.
I don’t use a spreadsheet for my plotting; I like notebooks. But I use them to keep track of my characters and their names. That way, I don’t reuse names or the first letter of names too often. In my first book, Sargon’s best friend is Adolphus. His name was changed to Dunstan because Adolphus sounded too much like Sargon’s little sister, Adorabelle. There are too many A’s there.
If you write nonfiction, a spreadsheet is ideal for organizing facts, places, data, chapter titles, and topics for your outline or book proposal.
6. Keep Track Of Blog Posts
Finally, why not try a spreadsheet to keep track of your blog posts and newsletter topics? You want to avoid repeating your topics, and you can even grade your posts to show which were viewed most often. This insight can generate new topic ideas.
Are you convinced yet? Spreadsheets are valuable tools for organizing writers once you get them set up. And who doesn’t need more organization in their lives? If only spreadsheets could clean my house and do laundry as well.
