Using Spreadsheets to Track Your Revision

I use spreadsheets to track my editing progress as I work my way through a manuscript. It shows me very clearly how much progress I’ve made and how much left I still have to do.

I tweaked the spreadsheet I created for myself to make it into a template anyone can use (in theory—let me know if you’re unable to save a copy for yourself!).

Here’s the spreadsheet in Google Sheets. Go to File > Save a Copy to save and modify your own.

 

(The Google Sheets version also has formulae if you don’t want to work chronologically!)

Spreadsheet tracking revision or editing progress

If that doesn’t work, I’ll walk you through the steps to make your own.

First open up a new spreadsheet and include the column headers (Project, Project Name) and row headers (Total Pages, # Complete, Section 1, 2, etc.) as seen above. If you have more than one project, create more rows for that.

Each project is three columns, with its first two rows each merged into one cell, which is why Project Name and the number of total pages are both centered. So merge B1+C1+D1 into one cell and repeat for B2+C2+D2.

Then in B2, enter the total number of pages for your project. In this example, I’ll use 300 since it’s a nice round number.

total number of pages to revise or edit

I filled B3 with a dark gray and turned the text white to remind me that when this template is all set up, that’s the only cell I need to update. I also set C3 and D3 with bold text and a very light gray fill, to set that progress apart as the total progress.

Decide how many sections you want to divide your project into. We’ll do three for this example, but you can add as many as you’d like.

Find the page number that Section 1 ends on. That’s the number you’ll put into B4. For example, if Section 2 starts on page 109, then Section 1 ends on 108, so enter 108 here.

Repeat for the remaining sections. Your last section (Section 3, or B6 here) should have the same number as your total pages (B2).

The total percentage completed (C3) is easy enough: it’s the number complete divided by the total number of pages. So in C3, enter

=B3/B2

This is where the formulae get a little tricky. We want to make sure that the numbers in column C stay between 0% and 100%.

The percentage finished in section 1 (C4) is the number of pages complete divided by the total pages, maxing out at 100%. So in C4, enter

=MIN(B3/B4,1)

The percentage finished in section 2 (C5) is the number of pages complete (B3), minus the number of pages in Section 1 (B4) divided by the total pages (B2), with a minimum of 0% and maxing out at 100%. So in C5, enter

=MAX(MIN((B$3B4)/(B5B4),1),0)

(Yeah, I definitely had to do some digging to figure that one out!)

For C6, you can copy and paste C5. Thanks to the trick Leigh suggested in the comments (adding the $), that first cell will stay B3 even when you copy and paste.

You can continue copying and pasting, but make sure that the formulae in the percentage column always start with the total number of pages. In my template, those cells are shaded dark gray.

Now for column D, the bar graphs. This is something else I had to look up and modify to fit my needs.

All we’re doing is taking the percentages in column C and turning them into graphs, with one vertical line (shift + the key under “backspace” or “delete”). We want 1 line for each 5%.

editing or revision progress graph with spreadsheet

Start with D3:

=REPT(“|”,(C3*20))

Then copy and paste down the column. The C3 will adapt for each cell, changing to C4, C5, etc.

One last thing: quickly enter the total number of pages into B3 so you can see how much 100% is, then rescale the D column to fit. Otherwise 100% won’t look like 100% 🙂

If you save a copy of the template I created, you can copy and paste the H–J columns to create more projects.

Now that you’ve got your spreadsheet all set up, update B3 with how many pages you’ve completed, and watch the bars fill up!

 

xo Lara

Becoming a Fan Favorite: Writing Description and Direction

In today’s post, I talk about stage directions in fiction, writing natural descriptions, why some books are constantly reread by readers, and, to an extent, immortality.

Orderly Description

Ever played that “blind drawing” party game? You close your eyes or put a piece of paper on your head and someone gives you direction upon direction to cram into one picture?

Here’s an example for the party planning website Sophie’s World (which, consequently, is the title of one of my favorite books):

“I’d like you to draw the outline of a house. Just a simple little house, right in the middle of the page… Now, beside the house I’d like you to add a tree, a medium sized tree, not too big, not too small… Oh, I forgot! You need a front door on your house. Please draw a front door so that the people can come in and out easily… Oh, did I tell you there are apples in your tree? Draw a few apples, maybe 5 or 6, in your tree now… And don’t forget the windows in the house! I think two would be nice… Did I remind you to draw a chimney? Let’s put a chimney on the house, with some smoke coming out the top… Oh, and look! There’s a dog in the yard… And a picket fence… And of course there’s a family…”

This is the kind of experience a reader has when you describe something in an unnatural order:

blind drawing
It’s also what it’s like when description is given out of order. When describing a scene, consider camera shots.

Zoom in from broad descriptions, ending on one specific detail. Or zoom out, starting on a detail and working your way out to observing the whole. Pan in one direction. Going in an unnatural order gives the nauseating effect of “shaky cam.”

Adding details too late, after the reader has already created the image in his or her mind, gives what I like to call the “awkward goat” effect.

Writer: “I went to give the goat a kiss. Then the other goat—”
Reader: “Wait, there’s another goat?”
Goat: “SURPRISE! I’ve been here the whole time!” (maniacal goat bleating)

surprise-goat
While this is used effectively in visual comedy, redirection doesn’t really work in fiction.

Overcomplicated Stage Directions

Another problem of ineffective description is overcomplicated stage directions. I see sentences like this all the time in unpublished manuscripts:

“Come with me,” Jorge said and turned around while kissing my hand as we ran away together.

Though these are most often found in dialogue tags, I see overcomplicated stage directions all over. That sentence above is just one I made up, but let’s rewrite it so it doesn’t seem like “he” is doing a hundred things at once.

First, find the perps: “and,” “as,” and “while.” The two latter words can often be cut in stage directions. The former is a fine word that sometimes gets overused. Let’s focus on no more than two actions at once.

Said + turned, kissing + ran

“Come with me,” he said, turning around. He kissed my hand, inviting me to run away with him.

Let’s also apply what we just learned about orderly directions, and cut the unnecessary dialogue tag.

Jorge turned around. “Come with me.” He kissed my hand, inviting me to run away with him.

What did I just do? I took advantage of my friend the progressive verb.

A progressive verb is a verb ending in -ing. That ending tells us that the -ing verb is happening while something else is going on, while letting us cut the “while” or “as.”

“While” and “as” aren’t bad words. It’s not about the word, it’s how you use it. By all means, use “as” to make a simile (e.g., “as [adjective] as a [noun]”). “While” is an innocent preposition until proven guilty. The problem is using them to show more than one thing happening concurrently. Show me a manuscript which uses “while” or “as” in the first page in stage directions, and there’s a big chance that same construction will keep showing up over the next ten pages.

Doing a find/replace search for all instances of “as I,” “as we,” “as she,” “as he”  (depending on your POV), repeating the search with “while,” will help you see if you’re going overboard. Also be on the look-out for “then” and “before,” more signs of wordiness and or disorderly directions.

Use them a few times, and that’s fine. Do it a few times per page—or worse, per paragraph—and you’re just being unnecessarily wordy. Gone are the days when novelists are paid by the word.

The Divine Detail

Remember, your novel has to compete with online, in-demand television and movies. You need to keep your reader’s attention. That doesn’t mean your novel needs explosions or murders every other chapter; it means your prose needs to be immediate and precise rather than longwinded and wordy. You want to be Robin Williams giving his Seize the Day speech, not Ben Stein droning about economics. The difference isn’t just subject, it’s diction. Do diction right, and you’ll engage readers that otherwise don’t care one iota about your subject. That is, until they start reading your book.

When describing, choose one or two vivid details, referred to by editors as “divine details” that can set the scene or characterize, and let the reader fill in the rest of the image. Compare the chaos of the drawing above (ain’t I an artiste?) with expansion drawings done by children:

expand-drawing

Image via ArtMommie. Click for more images.

When the reader is allowed to contribute, your work takes on a new form. It evolves in the readers’ individual minds. It’s a spark which they build upon to create a conflagration.

Letting the Reader In

It doesn’t matter how brilliant of a writer you are—writing and reading are collaborative efforts, and that collaborative effort will bring more life and beauty to your work than you could hope to do by yourself.

Sometimes we write because we’re control freaks. We are the masters of the universe, and we will plot and plan and tell our characters exactly what they should do. But when we let our characters breathe and give them freedom, when we let the reader have some creative liberty, our work takes on a life of its own.

Maybe that’s a cliche, but if you want your work to live on after you’re gone, you need to let your reader experience your world naturally. You need to let them read between the lines and contribute to the meaning and world of your fiction. When you let them participate, readers will not only want to buy your books, they will want to reread your books over and over again, letting them become part of their life, seeing how their interpretations change over the years.