Instititute of Children's Literature

Rx for Writers

Transcripts

Part 2: "How to Present Yourself As a Pro (Even Before You've Been Published!) with Karen Hammond

Thursday, April 12, 2001

Moderator is Kristi Holl, author of 24 books for children and the web editor for this site.

Karen is Karen Hammond, a national speaker and teacher, and her work has appeared in major national publications. She has written fiction, nonfiction, poetry, and books, winning several awards for her writing.

Names color coded in blue are viewers who asked questions.

Interviews are held on Thursday nights: 9-11 p.m. Atlantic/Canada, 8-10 p.m. Eastern, 7-9 Central, 6-8 Mountain, and 5-7 Pacific

Moderator: Good evening, everyone! I'm Kristi Holl, your moderator and the web editor for this site. We're here tonight to talk again with Karen Hammond on the subject of "How to Present Yourself As a Pro (Even Before You've Been Published!)" Many questions were e-mailed to me earlier, so we'll get started right away with those. But first, welcome back, Karen! Thank you for agreeing to come back and field more questions!

Karen: Thanks for inviting me. It's good to be back.

Lisa: I have written and submitted my stories for over two years and get nothing but rejections, mostly form ones. Should I just stop kidding myself and give up?

Karen: Keep on trying, Lisa. Sometimes it takes a while to get that first clip. If you are writing fiction, be sure to read back issues of the magazines you are targeting. Be sure your work seems like a good fit. Don't be afraid to start with lesser known magazines. And if you are writing nonfiction, look around at local, regional, and state publications. They are often eager for writers and love having local people. If you do get a personal rejection, be sure to heed any tips the editor gives you, and try again.

Jolene: Several times rejection slips (the kind with a checklist on them) have said my stories were "slight". What does that mean?

Karen: If you are writing nonfiction, it may mean that you didn't dig quite deep enough into the subject matter. Editors like pieces that do more than skim the surface. This may mean doing some research, quoting an expert in the field, and so forth. In fiction "slight" may mean that your characters were not fully developed or that the plot was not sufficiently thought out. If you are able to speak with one of the editors who has made this comment, be sure to heed what he or she says. Many are willing to help writers who ask for assistance.

Terry: When you write under a different name, it goes under the title "by so-in-so," but at the top do you still put your real name and real name on the cover or query letter? Is that enough to let an editor know that you need to be paid using the real name?

Karen: I'd suggest writing the query in your real name, but beneath the signature line, you can write: "writing as Suzie Smith" if you wish. As for getting paid: wait until the piece is accepted. Then you can work out payment with the editor. Usually you will sign a contract, which you will sign with your legal name, and you can indicate that payment should be made to you in your legal name.

Rene: What is the best way to readjust family attitudes? My family believes everything I do is a "hobby," not a profession, even though I ran a home business for 3 years. Thank you for your time.

Karen: If it's any comfort, I hear this a lot, Rene. For some reason it seems more of a problem for women. I'm guessing that men who have home businesses are seen as entrepreneurial, but women are seen as having a nice hobby! I think it's important for you to take your work very seriously. In time this will rub off on your family. Set regular hours and try to be very firm about sticking to them. If you have kids, you may be surprised at how quickly they will adjust. Mine used to feel very important about telling callers that I was working and they always found ways to entertain themselves. It takes a while, like any change, but if you show that you are really treating your work as a job, I bet they'll come around.

Trina: My only writing time is late at night after the kids go to bed. I keep the computer in the bedroom so they don't mess with it, but then my husband is asleep when I can write. Our apartment is very tiny with no place else for the computer. What can I change?

Karen: You have two challenges, it seems...time and space. Would it help to write earlier in the morning before your kids and husband are up? If that's impossible, maybe you can carve out a little work area for yourself by putting a screen in front of your work area or hanging a sheet from a rod that blocks off some space for you and keeps any light from disturbing your husband. Really all you need is a desk lamp, which can be adjusted so that it doesn't shine elsewhere in the room. Your computer shouldn't cast enough light to be troublesome. If you can hang a sheet or set up an inexpensive screen, that might solve your problems.

JKK: I am making about half my income from my writing now and would like to go full-time, but every time I mention it, my wife panics. It's what I've been working for, and she knows that, but there never seems to be an "okay" time with her to make the switch. Any ideas? (We don't have kids.) When IS a good time?

Karen: Good for you! If you are earning half your income now you are in a good position to make the leap, according to many writers. But I do understand your wife's concerns, too. Perhaps you can ask her what her main concerns are. Will you lose your health benefit, for example? If so, you will want to look into insurance for freelancers before making the leap. Is she afraid you won't be able to fill in the "other half" of your income? She might be more comfortable if you show her that you have steady writing assignments and in fact are turning some down because you don't have time to do them all as a half-timer. Also, you might have an agreement with her that you will freelance full time for an agreed-upon time period, say six months or a year. And then the two of you will sit down and see if this is working out for both of you.

Bernie: Are there particular books on writing proposals that you would recommend?

Karen: Lisa Collier Cool has a good book on writing query letters. I believe the title is How to Write Irresistible Query Letters. Also, most books on marketing have chapters on writing queries and other types of proposals.

Bernie: What types, if any, of writing related software programs do you use, i.e.: manuscript tracking, etc.? Do you use tax software, Quicken or Money for bookkeeping? How do you keep file folders on your computer for works in progress?

Karen: I'm afraid I'm boringly low-tech. I have my own system for tracking manuscripts which is just a word-processing format I've made up myself. I don't do my own taxes, so all I do is keep accurate records of income and expenses and turn them over to my accountant in January. Probably this would be easier if I learned a bookkeeping program, but I am always strapped for time, and I've had to make choices. I'm much more interested in writing than in the technical stuff! I have various work-in-progress files, usually titled by subject and I keep them in appropriate folders. I think everyone has to figure out a system that works for them.

Moderator: Do you subscribe to writing magazines and electronic writing e-zines and newsletters? Which ones?

Karen: I do subscribe to several writing magazines, including The Writer, Writer's Market, and Poets and Writers, as well as a couple of on-line newsletters in my various writing interests.

patrysha: At what point would someone who does all their own bookkeeping and accounting start handing it over to an accountant?

Karen: Gosh, I guess that depends on how adept you are at this sort of thing! Certainly when you get to the point that you are selling regularly and making a good portion of your income from freelancing, you might want to think about having an accountant take over the business part. I am good at keeping records, but beyond that I'd rather spend my time writing!

christine collier: What is the best length for a poem? I notice for the very young it's very short, but what about adults: 24-28 lines or less?

Karen: It really depends on the publication. Some have very firm line limits, but I would say 16 to 28 lines is probably average.

SaraJ: With summer coming soon, do you have any advice for the only mom left in her neighborhood during the day? I get stuck with everyone's kids at my house, and the chaos makes writing really hard.

Karen: Oh yes. I wrote an article on this very topic once. First of all, you have to make it clear that you are working during certain hours of the day. Set those as soon as summer begins, and stick to it. If you have an older child, perhaps he or she can "baby-sit" the younger ones and earn a little spending money. Since you'll be there for dire emergencies, the "sitter" doesn't necessarily have to be as old as you would need if you were leaving them alone. My daughter used to love doing this and felt very grown up about it. As for the neighbors' kids--you may want to work out an agreement with your children about when they can come over to play, at a time when you are not working and can supervise.

menucha: I am living at home and sharing the family computer with nine siblings; should I attempt to buy my own computer?

Karen: Of course if you can buy your own computer, that would be ideal, but it is a big expense for someone starting out. With nine siblings, I can see that even working out some shared time might not give you enough computer time to really sink your teeth into a project. Perhaps you can find some off hours for now, early in the morning or late at night, when others are less interested in being on the computer, and save for your own. By the way, used computers are often great for writers. You don't need all the bells and whistles. Mostly writers need word processing and Internet access.

patrysha: Are there any resources that will help with marketing and promotion once my book is out? The publisher is doing some, but I'd like to hit a lot of the areas I used to live in and would like ideas for book signings and readings.

Karen: If you watch some of the writers' magazines, they often carry ideas for this. And if you can get to a writers' conference, this is almost always a topic at one or more of the seminars. You can send out press releases, contact bookstore owners yourself, contact the alumni office of your college, etc. in order to promote the book on your own. If you have a web site, of course push it on that, too. Book signings are usually pretty simple affairs: you just need books, a good pen, a comfortable chair, and plenty of patience. If a bookstore agrees to a signing they usually do their own advertising in the form of a poster, announcements in their newsletter, and so forth. As for reading, you'd need to watch the newspapers in towns where you are interested in speaking. Find out where readings are held and speak with the planners. Local writers' groups are usually a big help. A good place to look for them is at the local library, because they often meet there.

SaraJ: I found a book by John Kremer called 1001 WAYS TO MARKET YOUR BOOKS. It's loaded with ideas. I also found one called THE WRITER'S GUIDE TO SELF-PROMOTION AND PUBLICITY by Elane Feldman.

Moderator: Thanks, Sara!

Karen: These certainly sound good!

Mani: Can you talk about time management and discipline in daily writing?

Karen: Sure. It's different for everyone, but what all writers have in common...at least all successful writers...is a certain amount of self-discipline. I get up early, but I am not a morning person. I've accepted that, and I use the first couple of hours for things other than writing. I jog, do the laundry, and so forth, and then I am ready to get to work. I seem to peak in mid-afternoon and have no problem working into the night. Others of course want to get to work before they have coffee. It all has to do with our personal biorhythms, and I don't think there's much point in fighting them! I do keep pretty regular hours and I don't let myself get distracted by surfing the Internet or watching TV.

Moderator: What if I send queries out all the time and get them right back with a form letter? How do I get an editor to at least read them?

Karen: If everything is coming back immediately, I expect that you need to 1) review your query letter format or 2) rethink your markets. Be sure your query contains all the basics: a focused idea (not "I want to write about gardening"), a reason why you are a good person to write the article, how you expect to approach it, how long it will be, and why it's appropriate for the magazine. If you are doing this and still getting rejections, you may be targeting the wrong markets. You'd be amazed, for example, at how many people send nature articles to magazines that don't carry nature pieces, or travel articles to magazines that never run them. Also, we are all tempted to go for the biggest, best, and highest paying markets, but the reality is that most writes need to start small and gather some clips. Don't be afraid to look at local, regional, and state publications which are often much easier to break into. You'll get a clip or two and then you'll have those to promote yourself with when you target a larger publication.

patrysha: How do you know when you have enough queries out? Sometimes I worry that too many will come back positive and I'll be swamped. So far I'm running about 1 in 5 .

Karen: Most writers would love to be in this position! If you begin selling regularly, you will probably learn to pace your queries so that you don't get back too many "go-aheads" at one time. For now, though, be happy that you are getting such a good response and be sure to meet your deadlines! Eventually the day will come when you don't have to write queries, because you will establish yourself with certain editors and can e-mail or phone them with ideas. That will also help you pace your workload. But remember, this isn't like an office job. There will inevitably be more up and down periods. I've worked through the night more times than I like to remember, and also had times when I wondered when the next assignment was coming through. That's the reality of freelancing.

Writes4Kids: How about personal rejections? I recently received one that went into detail about my plot problems and stated there was much to admire about my writing. Even though they said 'good luck placing it elsewhere', should I send a revision?

Karen: First, let me say congratulations on getting this far. Editors don't write personal rejections unless they really want to encourage a writer. Do heed their advice about the plot problems and rewrite the story and then send it elsewhere. Had they wanted to see it again, they would have asked. So you are better off learning from them and then trying another market. However, if you've got another piece that might be suitable for that same magazine, do send it soon and send it that same editor while he or she still remembers you. Keeping your name in front of an editor is a good way to get noticed.

Writes4Kids: This is a novel. Is the advice the same?

Karen: Yes the advice is the same. Try to incorporate the suggestions, but unless the editor or publisher has asked for another look, I would move on to another publisher with that project.

ClaraRose: How do you typically spend your "writer time" of the day?

Karen: It really depends on what I'm working on. I typically have a big project going and one or more smaller ones. I try to stay very focused, I screen my office calls and answer only those that can't wait. (Of course I return the others later during my non-writing time.) I don't stop for anything short of an emergency. Every day is different, however. The most important thing, whether you have one hour or eight in which to write, is to stay focused and not get sidetracked into something else.

menucha: I know a publishing house that usually publishes picture books so they ask for a full manuscript, but now they are looking for chapter books; should I still send a full manuscript?

Karen: They should have some specific guidelines about this. Often you can find them on the publisher's web site. For a children's book, which is usually short, and given that they are just beginning to look for chapter books, you might be safe in just sending the ms. But I would try to locate their guidelines first just to be sure.

AnneKelly: When a ms. is rejected several times, how do you know if it's time to give up on that piece? Is there a number of times to send it out before you give up?

Karen: There's no tried and true formula. In the past there used to be a loose rule of thumb that some writers went by, which was to keep a piece circulating for a year before giving up on it. I suppose that's reasonable. If you love it, however, you can always dust it off later and try again. Most important, I think, is to keep writing new material while this ms. is circulating. Don't sit around and wait for success with that one piece, which many writers tend to do.

pocahontas: What about rejections that say the story doesn't meet editorial needs? Should you submit later or does this mean that the story is not at all suitable for the magazine?

Karen: It's a kind way of saying they don't want it. But it doesn't necessarily mean it's not suitable. It may be that they have recently published something similar, or they are about to, or it's just not right for them right now. But no, don't submit it again to the same place. If they had any idea they might want it later, they would say so. Try them again with another piece.

patrysha: I queried an editor, two days later got a rejection (they are doing a similar story,) so I queried again the day after. They don't have a place for the piece I queried at this time. I have other ideas that may fit, but have been holding back on sending another because I don't want to seem desperate. When should I query again?

Karen: It might be helpful to send several queries at once, perhaps two to four. You may be able to get a dialogue going with the editor this way, and perhaps she will give you some ideas of just what they do want.

DebO: Do you do any special marketing to promote your work? If so, where do you find your contact names/organizations?

Karen: I don't think I do other than the usual. I speak at conferences frequently, so that gives me quite a bit of exposure and a chance to talk one-on-one with editors. I'm also a member of a speaker's organization and occasionally give talks on writing to places like PR groups. I'm not sure if I'm really answering your question here, so if there was something more specific, please ask again.

DebO: I was thinking more about a writer who's just starting out and trying to build up a contact list to send promotion stuff like news releases, announcements for signings, that sort of thing.

Karen: You can be your own PR person and send out press releases about your books if you wish. Sometimes bookstores will work directly with writers on book signings, but often they are arranged through the publisher. Each case is different. If you are writing short stories and articles, this probably isn't of interest to bookstores, newspapers, etc. but you might be able to share them with your writer's group, at a conference, and so forth. An editor may take notice and offer you another opportunity.

Moderator: I probably wrote 90% of my own press releases--it's the only way you get the information right! I sent them to papers in the cities in my state and probably half of them published it, and some offers to speak or sign books came after the press release was seen by local groups who needed speakers. And if you send a black and white photo, they usually use it. If you can tie in the book somehow to their town or state, it helps. Don't be shy about sending press releases. It's good PR without having to actually talk to anyone!

Karen: That's right. And when I speak somewhere I always write my own introductions, bring books, bring handouts, and maybe bios.

Moderator: What if an editor wants clips and I don't have any?

Karen: You need to think creatively in this case! Don't apologize for not having clips. Instead write a great query letter that gives a sense of your writing style. Slave over it if you have to, but make it perfect. You might also include the first page of your proposed piece and tell the editor you are submitting it to give her a sense of your approach to the article.

patrysha: How do you choose which clips to send when you are querying a new publication?

Karen: Choose the most appropriate ones you have. If you are querying about a health article, a health-related clip would be most effective, of course. If you don't have one, try to choose something that shows your ability to do the necessary research or target the appropriate age group.

Writes4Kids: What about offering to write 'pro bono'?

Karen: Never! Certainly never offer to do this. Why would you create something and offer to give it away! Very early in a career, it might be OK to write one or two clips for publications that don't pay anyone in return for a byline and a couple of clips. But after you have been published, you should not even do this. You are creating a product for the publisher and should be paid accordingly. I really have a problem with writing for free. Remember the questions that were asked earlier about writers being treated as if they are playing at a hobby? Unfortunately when we write for free we perpetuate that, I'm afraid. There are always exceptions, like if you want to write a piece for a cause you believe in, but my feeling is that this should be done occasionally if at all. I did just write a profile for a newspaper as part of the American Cancer Society's current campaign, and I waived my fee as my contribution to the cause. If there is a good reason for doing it, it's fine. In general, however, we must be business people as well as writers, and that's hard for a lot of us!

bernie: At a conference last year one writer gave out business cards; should you wait until you are established and published to make a business card? Do you do your own bios for handouts at conferences?

Karen: If you go to a conference, you should bring business cards with you. Editors do keep them on file, and they are part of making a professional presentation. As for bios, if there will be an editor at a conference whom I wish to make contact with, I usually prepare a packet with clips, a bio, and a business card. Yes, I always write my own bios. If you write it yourself you have control over what it contains.

DebO: Do you place a 'title' under your name for your business card? Writer? Children's book writer?

Karen: The simpler the better, but if you specialize in one thing you can certainly say "Children's Writer" or "Travel Writer" for example. The problem here is that you may get a nifty idea for an adult article or a non-travel piece, and then your card might not be so effective. I'd go with "Freelance Writer." My own cards just contain my name, contact information, and the names of a couple of national writing organizations I belong to.

bernie: Do you have the cards/bios printed at professional printers?

Karen: The cards, yes. I do the bios myself.

patrysha: If you don't have appropriate clips is it acceptable to produce a sample article based on the publication? i.e. I've written lots of parenting and child care but want to break into wedding writing.

Karen: You can try this. Rather than sending a feature out, though, you might try to break into a department such as "Groom's Corner." These would be shorter pieces and the editor would normally not have a problem reading the whole thing. Then you can move on to larger pieces.

Lib: I may have missed this, but do you recommend having personalized stationery professionally printed?

Karen: Today's computers are so good that you can make some nice business letterhead at home if you buy some good quality paper. I do have my own printed at this point in my career, but if I were just starting out I would get the cards done professionally and try to do my own letterhead at home.

bernie: What about web sites? Should they be done professionally?

Karen: If you feel comfortable with the technology, you can probably do it yourself, but remember that there is more to it than just building the web site. You need someone to manage it, get you into all the search engines and so forth. It consumes a lot of time, and that's time away from your writing. However, if you can do it well and have time, it could certainly save you a lot of money.

menucha: A lot of my aunts and uncles, as well as my grandparents, call me to write poems or letters or speeches for them when they need it. I love helping them out, but there are times that I just can't get myself into writing what they want. And then I feel guilty for not helping them out. What should I do?

Karen: Yes, this is a common problem. I've even had people call and ask me to write brochures for their businesses when I "have a few minutes." I'm afraid you just have to make a decision about each request. Do you have time? Interest? "I wish I could help, but I have two deadlines this week" often works for me! Or you might suggest that they write it themselves and you will help by polishing it. They may see just how time consuming it is!

Lib: How important do you think a web site is for promoting an author's books?

Karen: If you have a good web site, well managed, it can help. If it just sits, getting few hits, I don't think it would be worth the time and/or money. If you do get a web site, keep it updated and fresh, and be sure everything is spelled and punctuated properly! Sometimes I shiver when I see web sites full of errors. This could be deadly for someone trying to promote writing skills.

bernie: Saying "no" and feeling guilty are normal, right? My problem is lots of kids, ailing parents and ignoring my own health. So I am now feeling guilty for saying no to care for myself and write too.

Karen: Perfectly normal. Women do this a lot, but it's not limited to women, of course. We all need to carve out time for ourselves, and many people find that writing is great for relieving stress. Journaling is often used in psychiatric therapy these days. If you can find an hour or two that is yours alone and focus on your writing, you may find that you get more writing done than you anticipate and that you feel better too. I wish you well. I am caring for an elderly mother myself at the moment, so I do understand.

Writes4Kids: Are business cards appropriate for aspiring authors? I've been thinking about doing this and I'd put 'Freelance Writer--Fiction & Nonfiction" on it.

Karen: Business cards are fine as soon as you start writing. I would just say "Freelance Writer." If someone wants more details, they will ask.

Moderator: Are writing conferences worth the money? And if I go to a conference, how should I approach an editor? Can I give her a manuscript or a proposal right then and there?

Karen: Many conferences are wonderful. You can meet other writers and speak directly with editors. To get your money's worth, choose a conference that meets your needs. If you are writing fiction, choose one that focuses on fiction, for example, not a nonfiction conference that has just one brief seminar on fiction. Go prepared with business cards, clips, and bios. Some editors will accept proposals or mss. on the spot; others will not. You could come prepared with them, but ask first before handing it over. For anyone interested in nonfiction, the American Society of Journalists and Authors sponsors an excellent conference in New York City every spring. May 19 this year.

Moderator: I went to a writers' group locally and it seemed to be mostly a gab session. How can you start your own critique group that is more business-like?

Karen: Some writers' groups are like this. Try to choose one that has members who really want to write. You might find within the group some other members who want to stick with discussing writing and suggest that you form your own group.

Sonya: I have to interview someone in order to get some quotes. Any helpful hints for acting professional even though I'm petrified?

Karen: Plan ahead! Write out all your questions beforehand and have more than you need. Nothing is worse than running out of things to ask about! Do your homework by finding out all you can about the person beforehand, as well as the subject you are interviewing him or her about. Be sure to get all the necessary questions answered, but allow time for the interviewee to talk about other things. You may get good quotes or ideas you hadn't anticipated. Perhaps the hardest thing for a new writer is controlling the interview. Remember that it's up to you to keep the person mostly on target so that you get the information you need. Ask open-ended questions rather than questions that can be answered by yes or no! If you are nervous about quoting someone correctly, it's fine to say, "I'd like to quote you about that. Let me read that back and be sure I got it right." After a while you won't need to do this, but at first it's helpful. Corny as it sounds, I always send a brief thank-you note to anyone I interview, and over the years it has paid dividends. If I ever contact them again, they always seem to remember.

bernie: What about e-mail interviews and surveys for articles? Have you done any?

Karen: I've done surveys to be sure, but at the moment I can't think of any e-mail interviews.

Moderator: I'm sorry to have to stop now, but we're out of time. This has been most productive! Karen, thank you so much for coming back again tonight and sharing more tips and insights on acting like a "real writer" from the start. I appreciate it, and I know the audience does too.

Karen: Thanks for inviting me. It's flattering to be asked back, and I hope we covered some of the questions we didn't get to last time. I hope you will all keep submitting. Your questions were thoughtful, and I expect that many of you will soon be published. Good luck!

Moderator: Do come back in two weeks on April 26 when Patricia Curtis Pfitsch will be here to discuss "Researching and Writing Historical Fiction." What does it take to write historical fiction? Are any periods in history more popular than others--or overdone? How do you find accurate facts when you research? Patty Pfitsch has two historical novels in print: KEEPER OF THE LIGHT and THE DEEPER SONG, and a picture book: WESTWARD TO OREGON. A third historical novel, RIDING THE FLUME, will be released in Fall 2001. If you love history, yet want to write fiction, you won't want to miss this interview. Until then, good night, everyone!

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