Subject matter/content: If you write in more than one genre, make files for each genre in the beginning. As your collection grows, you will need to make sub-categories. For example, master category might be Nonfiction with subcategories Devotionals, Articles, or Book Ideas.

Other filing system ideas can be found here and here.

Submission Tracking: This is possibly the most critical organizing task for a writer, especially if you send simultaneous submissions. It’s also necessary for managing reprints. My previous post describes several methods, including a free Excel file I created for this purpose. See the full post here.

Finances: Published writers usually get paid for their work. While you’re trying to get published, you need to keep records of writing-related expenses. A simple list on a legal pad will do to start. However, as your career progresses, you will need more sophisticated records. I have created a couple of Excel files for simple income-expense tracking methods. Download a cash-in cash-out writer cash log here. Or, if you prefer something simpler, try this one which lists expenses and income in the same table.

Disclaimer: I am not a CPA and have never wanted to be one. Consult with a tax expert about what expenses can be deducted on your income taxes. Whether or not you use a CPA , you will be responsible for keeping records. See this article for basic information on tax issues for writers.

Communications: File letters or book proposals by publisher’s name because editor names may change over time. I keep most of my documents on the computer because I don’t have much filing space. Warning—if you do this, be absolutely certain that you will be diligent backing up your computer content. A computer crash or power surge could wipe out everything. I use online backup, but there are several other methods listed in my previous post on backup methods. Also, see my post, “Lessons from a Computer Crash.”

Organizing e-mail correspondence can get complicated if you use the same e-mail address for personal and business e-mails. I prefer separating personal from business by using separate addresses. Internet service providers usually offer multiple e-mail accounts, so you could create a new one for your writing. I use a Gmail account myself because you can set it up in Outlook or other e-mail clients without paying a fee. See more detail about handling e-mail in this previous post. After that, check out my post about my e-mail client, Windows Live Mail.

Next post in the Get Organized series will be Intentions: Why and for Whom Do You Write?

Microsoft Excel File (Spreadsheet): I set up a table in landscape view with header row containing these labels: Article/Story, Publication, Contact, Word Limit, Pays, Date Sent, Response In (time period stated in guidelines), Number of Pages, Postage (if any), Reply Expected, Responded on (date), Accepted (date), Amount Paid, Date Paid, and Notes. Once my file was set up, I just entered the data for each submission when I sent it out. When I got a reply, I’d update the listing. This works pretty well for tracking your income for the year as well as keeping up with your submissions, but you have to know how to use the spreadsheet software.

On the “pro” side, this is highly customizable. I can add columns any time I want, and it’s easy to sort by title or by date. If I’m selling reprints, I can sort by title and see at a glance how many times a piece has been submitted and to what markets. It’s easy to backup just by sending the file to my webmail and storing in the archive folder. The single “con” for this method is that I have to remember to back it up regularly.

My Excel file is available to download as PDF or Excel file on Google Docs at this link.

Writer’s Market Online Submission Tracker: The online version of Writer’s Market published by Writers’ Digest contains a section entitled My Markets. This replaces the submission tracker that was offered before a recent upgrade. See the Learn More section on Writer’s Market site.

I never considered using this feature because I may decide to let my subscription lapse, and I don’t want to have to go online every time I want to check submission details. I only mentioned it because I want to make you aware of it.

Free Submission Tracking Software: I recently downloaded Sonar to see if it would work any better than my home-made Excel file. The headings in the database are less detailed than in my Excel file. Header row contains: Title, Latest News, Sold, Published, Income, Words, and a large empty cell for whatever other notes you’d want to make. It might work well for you if you aren’t handy with a spreadsheet. I think there’s plenty of room in the Notes section to add any details that aren’t included in the default categories. It’s free, so why not check it out.

Life Journal Software: I recently purchased Life Journal for Writers from the Life Journal site. A submissions category is included in the package, and you can track your submissions from Life Journal. My problem with this is that I have a lot of previously submitted material, and I don’t want to copy and paste all of the content into Life Journal just so I can track it. You can download the trial version of whichever edition you want to try. After the trial period, you can purchase it or let it go. The developers periodically offer a free webinar on how to use the software. It’s worth taking the time to try it.

My Preference: I’m sticking with my file box, but I want to eventually have everything in my file box entered into my Excel file. That way, if the box is destroyed, my backup of the Excel file will be in the archive folder in my webmail.

Comments are welcomed on this blog. If you know of another method, please share it by commenting on this post.

Added 4-19-2010:

• Here’s a link to a list of submission tracking methods for writers.
• Recommended to me but not tested, Luminary Writer’s Database.