Divine Order: How to Organize Your Writing Life

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I’m the first to confess: my office is a messy place with books and decks everywhere. Sometimes, I’m embarrassed by this. Other times, I don’t really give a damn. There is a method to my madness - and I rarely lose things. So there!

But my writing life is a different matter. In this realm, I’m fairly organized, not just in how I store my work, but also in how I manage my time. This is why I am prolific - I have found a system that keeps me on track and able to find my work without the need to scour for hours (and hit every deadline!). 

When you write for a living, you MUST stay on top of your time and files. Otherwise, missed deadlines and digital madness could be your reality. So, how to get your writing life together? Here are my top tips.

Managing Multiple Writing Projects

Begin with a master project list. I keep all my writing projects in a “process journal,” which enables me to track my current projects, timelines, and progress. (I’ll share my process journal in a future post.) I also keep running lists with deadlines so I stay on task.

Make sure to prioritize by deadline and type. For example, manuscripts get top priority while blog posts are secondary. If I have multiple manuscripts, the deadline will be the determining factor in which project receives immediate attention. 

Keep track of where you are in relation to the idea, draft, edit, or published stage. I like to create self-imposed deadlines for each step of the way. Once something is fleshed out or completed, it’s crossed off.

Break each project down into manageable goals. For example, I might do the outline one day. The next day, 1000 words. And so on. This helps me avoid overwhelm. 

Since I frequently work on multiple writing projects simultaneously, I maintain a running list of goals on my weekly calendar. I might work on a manuscript for part of the day, then spend the rest researching a post for the Old Farmer’s Almanac. I make time for each project to get attention rather than trying to do one thing in a long slog. My Gemini brain works better this way.

Sticky notes are my BFFs! I use them to add information to my process journal, as well as for quick lists of projects or tasks that require my attention. One can never have enough reminders!

Create a Writing Schedule

Nothing in my world happens without a schedule. Every Thursday, I sit down and map out my week. For example, this week I worked on horoscopes every day (breaking them down to a sign a day). I researched a project on Tuesday. Wednesday was prepping the AstroBiz Digest, editing this post, and working on my manuscript. Each task gets a time slot based on when my brain works best for that particular project. I tend to be more productive with research in the morning and writing in the afternoon. 

You can put your schedule on a Google calendar, but I prefer a paper planner. There is something about writing it down by hand that makes it stick. 

Be sure to include time to procrastinate. I know that sounds ridiculous, but it’s essential for me. A few minutes here and there to scroll the news or fiddle with technology issues takes my mind off work, which ironically helps me be more creative!

Organize Your Files

I have folders for every project. There is one for the current manuscript, blog posts, and OFA assignments. I keep one for this Substack, too. Separate folders mean it’s easier to find my work.

When working on a manuscript, I keep multiple copies of it. One is on Dropbox, while the other sits on my desktop. I learned the hard way when I lost a 60,000-word doc during Mercury retrograde! Never again! 

Name each file with easy-to-find descriptive names. For example, you might use big_important_project_2025.docx for your next big thing. Include dates, versions, and stage. big_important_project_2025_edits_May.docx indicates that this version of my next big thing incorporates edits from May. 

Once a project is completed, you can archive it. 

For the love of all things holy, back up your work to Dropbox, OneDrive, Google Drive, iCloud, or an external hard drive. Don’t learn the hard way like I did!

Keep track of Ideas

Like I said, I keep a process journal to monitor my multiple projects. In that book, I also make lists of ideas as well as notes from meetings with my publisher. You can keep a book like that or a separate one for brainstorms.

You might also consider a digital space such as Evernote. Basically, whatever works for you. 

I also recommend leaving a voice note on your phone when you’re on the go. Then move those into your process journal or online idea bank. 

What doesn’t work: writing it down on a scrap of paper. That’s a surefire way to lose a brilliant idea!

Time management

This is sometimes the hardest part, especially if you have a day job or family. I don’t - so I have more time to get my writing work done. Even so, I need to be organized or I can easily slip into a day of sweet fuck all.

Set aside dedicated writing time each day. That might be early in the morning before the family gets up, or a block in the afternoon when you know you won’t be disturbed. Sometimes, it might be 15-minute sessions after dinner or before bed. Every little bit counts, so don’t beat yourself up if you don’t have hours to peck away on your latest manuscript.

Like I mentioned, everything goes on the calendar. If it doesn’t, it doesn’t happen. Treat your writing time like an important appointment - because it IS. 

Sometimes, I like to set a timer for 15 or 30 minutes and then hit it hard. These writing sprints are usually highly productive. (I have a cute Hello Kitty timer just because.)

If you’re easily distracted (raises hand), you might want to consider blocking your access to websites and social media. You can use an app like Freedom or simply close the tabs and turn your phone off. I like dedicated goof-off breaks so I can give my writing brain a break - but I have to be careful because it’s too easy (and tempting) to avoid work when indulging in my Richard Harrow obsession!

Divine Order

A bit of divine order means less time searching for lost files and more time for writing. Use my tips and you’ll be productive, unbothered, and prolific AF!

xo

Theresa

Image from stock photography - artist credit: GaudiLab.