Author Archive: Stanley

Keeping Track of Things

This blog entry will be dull for most people. I’ll explain how I track my short stories when I send them out to magazines for publication. I have two methods – one using a spreadsheet and the other writing in the folders I keep for each story.

I’ve been maintaining a spreadsheet for many years and eventually settled on the following categories.

  • Magazine title and each story I sent
  • The date I sent the story and the date it was returned (“returned” is a polite way of saying “rejected”)
  • A formula stating how many days the story has been with the magazine
  • Another formula flagging the story with an “x” in the cell after 60 days. After 120 days, the formula puts an “XX” in the cell and so on until after 250 days when the formula puts a big “OUT” in the cell. Usually before this last step, I’ve given up on the magazine sending me anything.
  • “Remarks” is when I do get something back, mostly a form rejection. If they say something, I put that down. If positive, I send them something else. If negative, I take them out of my listing.
  • I mark the months the magazine does not read submissions and the genres the magazine accepts, such as experimental, humor/satire, literary, mainstream, or science fiction
  • There are three categories for word length (minimum, maximum, and average)
  • How often they publish, when they were established, and their website ends my worksheet headings

I have over 260 magazines listed in my spreadsheet. The most useful part is my ability to sort through the headings and find magazines for my short stories that got rejected (or returned).

My second method is much simpler. I give each story a manila folder that includes all the rejections I received and acceptances (when they happen). In each folder, I write the magazine title, the date I sent them my story, and the date they returned or accepted it. It’s redundancy, but I can double check with my spreadsheet to make sure they match.

These methods are my means of being organized with my short stories. I still make mistakes, but not as many if I didn’t have these methods.

A writer should try to be organized (actually everyone should). Organization does not mean clean surfaces. It could be piles of clutter. As long as a person knows what’s in the pile when they need it and the pile does not fall on them.

We’ll Meet Again

I recently finished a Saturday morning, six week grant writing class at the local community college. The teacher had a good, outgoing personality and was informative, being a professional grant writer for several years.

Not the teacher’s fault, but I didn’t learn a lot since I’ve been writing grants for a while. It was a good class anyway, since I met other grant writers or grant writers-to-be. This is important.

Finding people who do what you do. People who might give some help when needed or who you could help. I certainly could always use help.

Even though the class ended and everyone went their separate ways, like the song “We’ll Meet Again”, you never know when you’ll meet again. “Don’t know where, don’t know when.”

Three things about a character’s name

A name means someone existed who meant something to another person. Names are important in life and in a story.

1. A name should mean something to the character (and reader)
When I read a name in a story, I expect something out of that character. I want to see what happens to the named person and what part they play in the story. When I’ve read enough and find that a writer has named people and never mentioned them again, I stop reading. Naming every character just because they are in a scene makes me wonder who is important. Maybe none of them.

2. Way Too Many Names
Some writers believe the more names, the better the story. I quickly become lost as to who is who. How many characters should be named in a story? Not that many. I like for named characters to be developed in some manner. To do this with a lot of names can only result in a story filled with character sketches and no story.

3. Characters with similar names
Each name should be unique in some way. As an example, if several names start with the same first three or four letters, it is difficult to keep them all straight in my head. The first couple of letters are mind catching and should be different and as unique as the characters. My mind is not caught when too many names sound the same.

What’s in a name?
I use the term “name” loosely here. Really, it is any title given to a character in a story. It doesn’t have to be their name, but could be a title like “detective”. I picture three levels of characters:
• Those with names who have some significant part in the story.
• Unnamed people who are described in some detail and generally have a title. These characters may appear in several scenes before disappearing. They add to the story.
• Unnamed and briefly mentioned characters are mostly for only one scene and can be important for the atmosphere they provide.

A name should help develop the character’s personality and give the reader a reason to keep reading. A name should be treated with care because it is what is remembered. Just like in real life, a name identifies who is who.

Relationships

Every grant writer and staff from a nonprofit should take time to meet each other in person. This may sound like ancient advice since social media lets people keep their distance. But, people build a better relationship not by throwing electrons at each other across cyberspace.

A personal visit does two things:

  • Gives the grant writer an opportunity to tour the facility and meet the people working and supporting the organization. The grant writer can also get to know the community being served.
  • The nonprofit has a chance to understand what the grant writer can provide and if there could be a relationship. In the end, it is the grant writer who can go away and the nonprofit is left with the results.

Just like everywhere, there are good and bad people. The internet has shown that bad people can find good people and vice versa. Meeting in person can help both sides figure out who is who.

If a grant writer and nonprofit staff cannot meet, at least do video conferencing. And, do it once a week because a monitor is not quite the same as face-to-face (again ancient concept that worked well in the past).

I think that the most important thing about grant writing are the relationships. These should include not only grant writers and nonprofits, but the people providing the funding or other resource.

Many foundations want a conversation. They want a relationship with the nonprofit staff and a grant writer should help bring the two together. A foundation should not be seen as a source of money, but people who want to invest in the nonprofit’s mission.

Really, all of this grant writing is not about the papers and processes, but about people talking to each other. I’ve been working on getting people money for years and it all comes down to relationships and shared views.

Communicate, write, and submit. But, talk about it with all the people involved.