As a freelance writer or author, you’re responsible for more than putting words down on paper. This is especially true if you’ve decided to pursue self-publishing over traditional publishing—but even then, you’ll have more on your plate than simply handing over your completed manuscript and kicking your feet up to wait for your book to hit the shelves.

The key to keeping your writing life organized, skyrocketing your productivity, streamlining your to-do list, and keeping chaos at bay? A project management methodology.

Implementing a project management method is crucial for authors and writers to bring order to their writing life. And no, keeping a “mental to-do list” isn’t going to cut it. In this blog post, we'll explore why authors need project management, the difference between methodologies and tools, popular project management methodologies, the best options for writers, and the essential next steps to take if you’re ready to level up your writing life.

Why Authors and Writers Need Project Management

Authors, copywriters, and content writers have more on their to-do lists than letting their creativity and expertise flow onto the page. Think about all the steps you need to take to get from draft to done or pitch to published.

Here are just a few milestones to consider: Ideation, research, outlining, plotting, character development, drafting, self-editing, re-writing, sourcing beta-readers, hiring editors (yes, more than one), submissions, pitching, querying, hiring a formatter and designer, uploading your manuscript for publication, managing rejections or requests for full manuscripts or articles, marketing, and post-publication tasks.

Whew!

From coordinating various aspects of the publishing process to managing marketing and PR efforts, project management becomes crucial for success. Authors can stay organized, meet deadlines, and ensure all project components align smoothly by implementing project management principles. In short, project management actually allows for more peace and productivity in your creative process.

Project Management Methodologies vs. Tools

Before selecting a project management tool or software, choosing the right methodology that aligns with your working style and project requirements is essential. Project management methodologies are frameworks for planning, executing, and controlling projects.

On the other hand, project management tools or software are applications designed to assist in implementing those methodologies, offering features like task tracking, collaboration, and scheduling. It's important to choose a suitable methodology before selecting a tool, as the methodology determines the overall approach and workflow.

Let me say that again: Choose a project management methodology BEFORE investing in tools or systems.

Jumping into a project management system without a clear methodology in place can lead to confusion and create more chaos in your work life. Start by identifying the project management methodology that aligns with the types of projects you’re working on, your working environment, and your goals. Then, select a tool or software that allows you to streamline your process and helps you stay organized and productive.

Four Popular Project Management Methodologies

Which project management method should you choose? If you google “project management methodologies,” I can almost guarantee you will be overwhelmed with your choices. Fortunately, each method offers a distinct approach to managing projects, breaking big deliverables into bite-sized tasks, collaborating with others, and meeting deadlines. Here are three popular project management methods best suited for freelance writers and authors.

1. Waterfall

The Waterfall methodology follows a linear, sequential approach where each phase of a project is completed before moving to the next. For writers or authors, this method can be applied when working on a book with a defined structure and clear milestones. For example, an author using the Waterfall method would progress through the stages of planning, writing, editing, and publishing in a step-by-step manner.

2. Agile

Agile is an iterative and flexible methodology that emphasizes adaptability and collaboration. Writers or authors can use Agile by breaking their writing projects into smaller, manageable tasks called user stories, prioritizing them, and working on them incrementally. Regular feedback and revisions can be incorporated, allowing for continuous improvement. For instance, an author using Agile might work on individual chapters or sections, gather feedback from beta readers, and make adjustments along the way.

3. Scrum

Scrum is a subset of Agile that focuses on cross-functional teamwork, short development cycles, and frequent communication. Writers or authors can adopt Scrum by forming a small, self-organizing team, setting short-term goals (sprints), and conducting regular meetings for progress updates. This methodology promotes collaboration and ensures everyone is aligned. For example, an author using Scrum may work with an editor, cover designer, and marketing team, conducting daily or weekly scrums to discuss progress and address any obstacles.

4. Kanban

Kanban is a visual methodology emphasizing workflow management and limiting work in progress. Writers or authors can utilize Kanban by creating a board with columns representing different stages of their writing process (e.g., To-Do, In Progress, Editing, Done). They can use cards or sticky notes to represent tasks and move them across the board as they progress. This method provides a visual overview and helps writers track their progress. For instance, an author using Kanban might use the board to track the status of different chapters or writing tasks, ensuring a smooth and organized workflow.

The Best Project Management Methodology for Writers and Authors

Of course, I’m going to encourage you to choose the project management methodology you think will work best for you. Keep in mind that choosing a method is not a lifetime commitment—you can (and should) regularly assess the effectiveness of your chosen project management method and adjust your processes and workflows accordingly. Maybe even adopt and implement an entirely new method. For writers and authors, two methodologies stand out as particularly beneficial:

Kanban: Think of this as a Level 1 project management method. If this is your first time implementing a formal project management system to organize your writing life, I highly recommend giving Kanban a try. Its visual nature and focus on workflow management can help writers stay organized and track their progress effectively. I’ve seen Kanban be highly successful for many beginner and seasoned writers and the best part? You don’t even need to invest in a tool or software to start using Kanban.
Agile: Think of Agile as a Level 2 project management system if you need a bit more complexity in your methodology. Its flexibility, iterative approach, and collaboration aspects align well with the creative and evolving nature of writing projects. If you’re working in a writer's group or submitting articles or chapters of your work out to editors or a writing coach for feedback and iteration, Agile might be a good fit for you.

And for secret option number three? You can always combine methodologies to create a hybrid approach to organizing your projects, collaborating with others, and managing deadlines. This sort of hybrid approach or methodology enhancements can easily be incorporated into your core project management methodology if you need to add extra layers of data or tasks to your creative process.

Implement Your Project Management System

Now that you've selected a project management methodology for your writing project, here are some essential next steps to take:

Create a project plan: Break down your writing project into smaller tasks and set realistic deadlines.
Identify resources: Determine the editors, designers, and other professionals needed for your project and establish collaboration strategies.
Choose suitable project management tools: Select tools that align with your chosen methodology and support your project management needs.
Track progress and make adjustments: Regularly review your project's status, track progress, and make adjustments as necessary.
Stay adaptable: Embrace the iterative nature of your chosen methodology and be open to refining your plan as you progress.

Bring Clarity and Control To Your Writing Life

Implementing project management methodologies is crucial for authors, writers, and creatives seeking success in a multifaceted industry. By understanding the importance of project management, choosing the right methodology, leveraging suitable tools, and taking the necessary next steps to incorporate a project management system into your writing life, you can elevate your projects to new heights of organization, efficiency, and accomplishment.

To see the highest return on investment, you’ll need to commit to working within your chosen project management methodology on a regular basis. You won’t be able to get a bird’s eye view of your entire project or a simple breakdown of what’s done, what’s currently being worked on, and what’s on deck if you haven’t updated your system in weeks. That’s why choosing a project management methodology that fits with your goals and lifestyle are key to creating a sustainable system.

Embracing project management brings clarity and control to the creative process, allowing you to navigate the complexities of publishing, marketing, and content creation with confidence.