Tag: American Society of Business Publication Editors

How AI Can (and Cannot) Help Writers

~ The Regal Writer ~ Leave a comment
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I recently attended several webinars about AI, and while I don’t think it’s appropriate for writing, I do see its potential in other areas, such as research and administrative tasks. 

I’m not alone. Many journalists and communicators are cautiously feeling their way around this new technology, wondering if and how it can make a difference in their workflow and productivity. The key is finding a balance between using it for practical purposes and maintaining creative and professional credibility.

How AI Assists Writers and Journalists

In a recent webinar by the American Society of Business Publication Editors (ASBPE), Bridget Botelho of B2B publisher Informa Tech Target outlined all the things AI can and cannot do. I think her insights are worth sharing. 

* Save time. Tasks like research or drafting a report using multiple sources can take hours. But AI simplifies the effort. Case in point: A colleague was charged with drafting a year-end report incorporating data from several sources that her employer had published throughout the year. Using AI, she was able to produce a rough first draft in a matter of minutes rather than hours.

* Research. Journalists like myself love this aspect of AI. We can ask AI to sift through vast amounts of data to uncover trends and connections. That makes it easier to write about those trends in a published article or news story.

* Cross-referencing. Users can request AI to cross-reference information claims against trusted databases to verify that the sources are credible.

* Transcription. Another aspect of AI I like is transcription. When recording Zoom interviews or attending press conferences, AI can quickly transcribe the recordings so you have a printed piece to review. I’ve used Otter.ai for this purpose which has been a huge time saver. You can set it up to connect with Zoom so it will automatically take notes during Zoom chats.

* Summaries. AI can generate concise summaries of lengthy articles, legal documents, research reports and speeches so you have a brief outline of key points.

* Source vetting. Looking for an expert to interview? You can ask AI to produce a list of sources with expertise about certain topics. AI will scour the web for their website and provide their background, location and contact information so you have their basic info before following up.

* Multilingual support. If you’re looking for a quick translation of a document that’s in a foreign language, say Russian or Arabic, AI can scour the language and present a clean English-language version.

Mind you, AI is not used for writing purposes but for non-writing tasks, such as research, administration, and organization. It’s meant to streamline our task operations so we have more time to do the things that DO matter, such as writing.  

What AI Cannot Do
Despite its advantages, AI has its limitations. There are many activities that are best performed by humans.

* Conduct nuanced interviews and build rapport with sources. You still need that ability to communicate and connect with the other person, listen actively for their responses and ask follow up questions. There’s a more active give-and-take when interviews take place.

* AI cannot break news stories. While it can collect and disseminate information upon request, it can’t keep track of what’s happening in the current moment. For breaking news stories, you need to follow the reporters who are on site gathering the news as it happens. You won’t find AI on the ground reporting on the wildfires or flash flooding.

*  AI can’t exercise ethical judgment on sensitive reporting situations. Journalistic reporting requires a certain amount of discretion so that sensitive information isn’t shared, such as the name of underage victims of assault.

* Understand cultural differences. While AI can handle quick translations, it doesn’t understand cultural nuances, say between the U.S. and Canada. The political environment in every country is different, so what might work fine in the U.S. may not be acceptable behavior elsewhere.

* Make editorial decisions that balance the public interest and ethical considerations.

* Generate a loyal following for your brand. It doesn’t know how to create the trust that’s needed to entice customers to follow your brand.

AI can’t do these things because it lacks critical thinking skills, which is (or should be) a human creator’s strength. Another characteristic it lacks is human emotion. It doesn’t know how to express love, fear, guilt, sadness or anger. That is where human writers excel, and that’s what sets us apart from the bots. For that reason alone, AI will never replace writers and journalists.

To use AI well is to understand its strengths and weaknesses, to recognize when it’s making stuff up, then push it to correct itself. It will do that, insist the professionals who use it regularly, especially if you say “please” and ‘thank you” in your prompt. 
Which leads to the final point of this discussion: make sure you prompt AI properly. One common mistake is to accept the output AI gives without looking at it critically. Here are a few  tips for creating prompts.

* Start with a simple request that describes the task you want done.

* Give clear directions. Describe the desired output you want, including format, structure, audience and any specific details you want included.

* Evaluate the output. Review the information from AI, check for quality and accuracy. Then provide feedback if something in the output seems off.

* Restate your request. Add on to your initial request with additional details to get the output you’re looking for.

* Double check the revised output. Always edit and fact check against reliable sources.

AI is here to stay. Rest assured it will not replace writers, editors and journalists. It’s up to us to make peace with this new technology and learn how to make it work for us. 

Going Solo: Managing Your Workload

~ The Regal Writer ~ Leave a comment

As much as I like my independence, there are times I wish I had a work colleague, someone to bounce ideas off of or someone to negotiate on my behalf. The office pet doesn’t count.

One of the challenges of being a solopreneur is managing the workload. You are literally on your own to handle the mundane tasks like invoicing, marketing and fixing computer problems. There’s more to being a solo artist than meets the eye.

Managing a solo workload can be challenging for some writers, who would prefer to focus on developing their craft than developing their business. At a webinar presented by the American Society of Business Publication Editors (ASBPE) I attended recently, a couple of project management experts outlined their tips for managing a solo workload.

1. Plan for the week ahead. Look at your calendar and make a master list of all the projects that need to be done and another list of the tasks that can wait. If possible, do this on Sunday evening when your mind is fresh. It’s important to make time in your schedule for business development to keep the pipeline flowing with work. Figure at least an hour a day for business development if you’re already busy; spend more time for that task if you’re not.

2. Break down tasks into those you do weekly, monthly, quarterly and annually. Assign short term goals for how much time you want to spend on those tasks. Invoicing you might do weekly, while budgeting and reviewing marketing strategy might be done monthly. If you have a business plan (and you probably should have one), experts suggest reviewing it at least once a year or once every six months to make sure you’re on track to meet your business goals.  

3. Attach a deadline to open-ended projects to make them more of a priority. If there’s never a deadline to reach them, they’ll likely remain open-ended. Once deadlines are set, either by the client or the calendar, it’s a good idea to work backward setting intermediate goals and deadlines. For example, If you have a feature article due in three weeks, work backward to set mini-deadlines for source reviews, writing the first draft, completing interviews, and doing initial research. Tasks with tighter deadlines tend to be prioritized first. Breaking a bigger project into smaller chunks can make it easier to tackle.

4. Use systems to automate your tasks as much as possible. For example, use templates for routine tasks like sending out email blasts or invoicing so you’re not re-creating documents from scratch each time. Check out project management systems like Asana, Basecamp or Workfront to track your progress on major projects and set mini-deadlines.

Another option is outsourcing, especially the most tedious tasks. If you’re not numbers-oriented person—and most writers I know aren’t—hire a bookkeeper. If you’re not a fast or accurate typist, send transcription projects to places like Rev or Otter.ai. If you’re not a fan of social media, hire someone who can manage your social media accounts for you. If you schedule a lot of meetings, consider using Calendly so guests can view your calendar and set up the appointments themselves.

With so many tools available, it’s much easier to organize your time and your workload so you don’t feel overwhelmed. Once the most tedious tasks are out of the way, you can focus on the things that matter most for your business, like finding new freelance clients or finishing your current work-in-progress.

With a clear plan of action and the right set of tools, managing a solo workload can be a breeze.

Tax Prep Strategies for Writers

~ The Regal Writer ~ Leave a comment
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No sooner have you put away the holiday decorations that it’s time to start thinking about taxes. It’s never fun, I know, to pull together all your important tax documents and receipts. Believe me, I’d much rather bury myself in my next writing project than deal with Uncle Sam. But with some sound advice and resources, tax prep can go smoothly.

In this post, I’ll cover several things writers and creatives should consider when planning for taxes, such as whether to hire a tax expert and how to keep your receipts organized.  

I’ve found in my 12 years of freelancing that the key to a seamless tax prep session is keeping good records and having a system for organizing your receipts. Trust me when I tell you that keeping good records will make your preparation easier and save you a lot of headaches later on. It’s surprising how many people don’t keep track of their income and expenses for their writing business.

Once I became a homeowner, I knew I needed help at tax time. So I didn’t hesitate to ask around for referrals from friends and colleagues. Working with a tax expert has been a godsend because they know the tax laws best and they provide guidance on how to reduce expenses and improve my tax deductions for the following year.

“A tax expert is not just for filing taxes. They also help you plan to reduce liabilities,” says Julia White, a Certified Financial Educator, Accountant and Tax Strategist, speaking to members of the American Society of Business Publication Editors as part of their Solopreneur educational webinar series.

White suggests hiring a tax expert when you have:
* Multiple income streams
* Significant business growth
*Complex deductions, such as a home office, vehicle usage, and retirement plans.

Conversely, you can try doing taxes yourself if you have a single income stream, a limited number of deductions and a simple tax situation. The more complex your situation becomes, the more likely you can benefit from getting professional tax advice.

No matter how you plan to do your taxes, White cautions against committing some of the common mistakes that people make. For example:

* Mistake 1: Not separating personal and business expenses. It’s helpful to track expenses on a spreadsheet, but make sure to keep the business expenses in their own categories. I also keep my business receipts in a file marked Tax Receipts, so I know where to find them at tax time.  

* Mistake 2: Ignoring quarterly tax payments. This is more important if your business is set up as a C corporation or an LLC. If you operate as a sole proprietor, like I do, you’ll likely pay taxes annually and file using Schedule C. Having a tax expert can help you with this.

* Mistake 3: Poor record-keeping for deductions. Any expenditure you make for your business should be recorded, either on a spreadsheet or some other platform like Quickbooks. At tax time, it will be easy to refer to that data when you need it.  

For example, after recording my business expenses on my monthly budget worksheet, I save the receipts in a file folder called Tax Receipts. At tax prep time, I sort through them to make sure I have everything I need for my accountant. While I may still have to track down additional receipts, mainly from online purchases, I know I have most of what I need at my fingertips.

Obviously, while there are common mistakes, there are ways to create healthy savings habits for success. In addition to regularly tracking income and expenses, White suggests obtaining professional advice early on and to be proactive rather than reactive when it comes to making financial and tax planning decisions.

White also offers these professional tax prep tips:

1. Keep a personal budget. This will help you know your spending habits and see where you can cut unnecessary expenses.

2. Invest in business bookkeeping software. This will help you track your income and expenses for the year and prepare for tax season.

3. White recommended software programs like Quickbooks, Wave, Monarch Money or even a simple Excel spreadsheet. With Excel, you can create your own spreadsheet with categories customized for your business, or download a pre-formatted form from Microsoft.

Planning for tax time is never fun. But with the right tools and strategies, and an organized mindset, tax prep can be a breeze.

Why you need to keep proving yourself as a freelance writer

~ The Regal Writer ~ 1 Comment
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Working as an independent writer has its perks—setting your own schedule, control over workload and the type of assignments you do, etc.

There are downsides too, such as inconsistent cash flow and long stretches of time without work.

There’s another downside that few writers acknowledge or talk about—losing clients. Many times, it’s  through no fault of your own. The client simply decides to pull back on their use of freelancers.

But when you depend on multiple and semi-regular assignments from that client, the result can be devastating for your freelance business. You’re back to square one looking for new clients and assignments to fill the void. That means having to prove your worth to potential clients all over again. I confess that this is my least favorite aspect of freelancing. I’m much better at writing than I am at networking.

Author Colleen Story at the Writing and Wellness blog believes there’s one good thing about having to prove yourself: It’s being able to re-assess your business. The loss of a client isn’t necessarily a hardship but an opportunity to grow her business in a new and different direction. Other experienced writers like Story have come to accept the proving process because it exposes them to potential new business, and they find that potential exciting

As difficult as it is to update the resume and website and compile new clips, that downtime is also an opportunity to work on personal writing projects you’ve put on the backburner, learn new skills, focus on a different industry, or develop a different style of writing.

If you find yourself in the position where you have to prove yourself as a writer, here are a few tips for navigating this difficult phase of freelancing with greater confidence.  

  • Study the freelancing business. This is especially important if you are new to freelancing and aren’t sure where to begin. Read up on the freelancing business. Understand what it takes to get started and become successful. Freelancing is a form of self-employment, and self-employment isn’t for everyone. Follow freelancers on social media and browse their websites. Freelancer Kat Boogaard offers great insights and information toolkits for budding freelancers on her website. Consider joining a freelancers group like Freelancers Union or American Society of Business Publication Editors, which hosts monthly online networking sessions for freelancers. Moxie is another site that offers plenty of resources available to learn about freelancing before jumping in.

  • Work your network. Seek assistance and advice from people you know, whether they’re previous clients, former colleagues, friends, fellow freelancers. They can provide moral support too if you get discouraged.

  • Figure out a specialty. Is there a type of writing that you want to focus on, say blog writing or magazine feature writing? If you want to write for blogs and websites, learn about blog writing then draft several posts that you can use as samples. Ditto with magazine writing. Learn all you can about how to write magazine articles, then draft a few to show potential clients. It may be easier to market yourself if you specialize than if you are a generalist who can do a lot of things.

  • Maintain a positive mindset. Stay positive no matter how difficult the process gets. Be realistic with your expectations. Don’t expect results overnight. Keep your eyes and ears open because writing opportunities abound; you just have to be aware of them.

  • Learn about artificial intelligence. In some circles, AI is a dirty word, but it’s here to stay whether you like it or not. It will continue to play a bigger role in our creative lives, so be prepared to understand it more fully. Take time to learn what AI can do—and what it can’t do. You don’t have to use AI for your writing (only if you think it will help you and if it’s okay with the client). Just be aware of how it works.

Armed with new knowledge and experiences, you can prove your worth as a freelance writer to any new client you meet.

Helpful Resources for Freelance Writers

~ The Regal Writer ~ Leave a comment

Like most professionals, freelance writers don’t work in a vacuum. They have to surround themselves with a supporting cast to help them succeed. They also have to arm themselves with knowledge and skills to win new client business.

In my freelancing journey, I’ve relied on several helpful resources to refine my craft and stay motivated, especially when I feel stuck or discouraged or filled with self-doubt about the wisdom of my career path. Here are my go-to places for inspiration and skills development.

Websites/Blogs:

Funds for Writers – If you have ever wondered how to earn a living from a writing career, check out this site by mystery writer Hope C. Clark who shares tips and advice for finding sources of income. In her weekly e-newsletter, she compiles lists of writing contests, literary agencies, freelance opportunities, writers’ retreats, grants and fellowships, and more. There’s plenty to read and learn from her site, and you’ll walk away feeling inspired.

Make a Living Writing – Carol Tice’s site is a go-to place for writers of all levels of experience. The blog covers tips and advice for getting published, how to find good-paying writing gigs and how to avoid  content farms. You can download a free e-book about how to avoid scams and browse lists of freelance writing jobs.

The Muse – While The Muse is primarily for job seekers, freelancers can find helpful tips for working with clients or finding career opportunities if the freelance life isn’t working out. Sign up for the news alerts about companies that are hiring, get insights from people who work at these companies, and get advice on how to approach a hiring manager.

Media Bistro – I’ve taken several of the online courses from Media Bistro, and they are well-paced, detailed and practical, covering everything from social media, advertising and copywriting to marketing communications and journalism. There’s also a job board for full-time gigs and a freelancer marketplace called Freelancer Connect where you can look for contract opportunities.

Writer’s Digest magazine – Whether you freelance for businesses or write fiction, Writer’s Digest offers the most comprehensive information, no matter what kind of writing you do. Find out about writers’ conferences, read interviews from successful authors, or take any one of hundreds of online courses. If you get writer’s block, they also offer writing prompts to get unstuck.

Jane Friedman – Friedman, a former editor at Writer’s Digest, has developed a loyal following among creative types who want to know how to get published. While Friedman reports on the publishing industry, she also shares guest posts from successful authors and editors who discuss everything from starting an author platform and how to pitch to a literary agent to how to start a blog and how to find beta readers for your novel. The online workshops are inexpensive too – about $25 for a 90-minute presentation.

Kat Boogaard – Boogaard is a successful freelancer who offers helpful resources to writers of all levels of experience, whether you’re a beginning freelancer or an established professional. Her weekly e-newsletter written in a cozy, conversational way, gives readers a peek into what it’s like to be a freelancer. She also shares freelance opportunities that she’s gleaned from social media. Check out her site at www.katboogaard.com.

Reynolds Center for Business Journalism – I recently came across this site while doing some random research about a topic I was writing about. The weekly e-newsletter called Tuesday’s 2-Minute Tip  provides ideas and advice about covering business topics, such as politics, cyber security, and supply chain businesses. Each article shares resources on where to find key data for business stories, statistics, and industry research.

Reedsy – Reedsy is an online marketplace for creative professionals who help businesses and individuals write and publish books. Reedsy also offers free online workshops via YouTube about the writing craft. You might find workshops about character development, working with an editor, or creating tension in  stories. If you’re interested in self-publishing, Reedsy offers a platform to help bring your story to life.  

Networking:

American Society of Business Publication Editors (ASBPE) Monthly Freelancer Networking Group – Each month, freelancers meet online to talk shop. In addition, ASBPE lists job openings and news about writing for business trade publications. If you write long form articles for the business trade, this group is for you. Best of all, membership is free.

Freelancers Union – Your business is more than writing; you need to understand the financial side too. At the Freelancers Union, you’ll find numerous resources to help you operate your writing business as a business. Create contracts for your clients or learn how to manage your invoicing. There’s also an insurance marketplace for health, term life and liability insurance (among others) because well, writers need insurance too. Sign up for alerts to stay abreast of developments on laws that can affect writers. The Union may not be the most glamourous of writers’ sites to know, but it is probably the most important one.
 
Editorial Freelancers Association (EFA) – As writers of fiction and/or nonfiction, there will be a point when you need to hire an editor. One of the best places to find one is the EFA. You can post a job or browse the member directory to find a match. Also check out the editorial rates page to know what you can expect to pay a freelance editor, or if you’re a freelancers, what to charge a client. There are numerous chapters throughout the country, so you can be sure to connect with other freelance editors wherever you are, and many of their events are online.

Books:
In addition, I have found the following books to be not only helpful but essential for developing my writing business.

  • Arts & Numbers: A Financial Guide for Artists, Writers, Performers and Other Members of the Creative Class by Elaine Grogan Luttrull
  • The Ultimate Guide to Marketing Your Freelance Writing by Linda Formichelli
  • A Step-by-Step Guide to Freelance Writing Success by Laura Spencer and Carol Tice

No matter where you are in your writing journey, whether you write for business clients or write fiction, these resources will help you stay on the leading edge of industry trends.