7 Ways a Virtual Assistant Can Help Your Freelance Writing Business

(free-stock photos.com. Paulus Rusyanto)

As far as I'm concerned, no one needs a virtual assistant more than the expat freelancing mom.   Man, do I want one.  I’ve dreamed of having one long before I ever heard the term.  

In my fantasies, I imagine this person to be sort of a doppelgänger: an alter ego who lives the freelancing life that I would if I were back in the U.S.  While I’m here in Paris writing in various cafes with a café crème at my side, my virtual assistant would loiter at the magazine rack Barnes & Noble, sipping a Starbucks chai tea latte, checking out new magazines and potential markets. While I’m snoozing away  or tending to a sick kid at 2am, she’d be listening to and taking notes at a freelancing webinar that takes place at 8pm EST.  Between the two of us, we'd make one whole freelancer!

Now, I realize that this could happen, at least in theory.  Even a quick perusal of the internet reveals a number of virtual assistants that specialize in assisting freelance writers.  What’s more, there are even freelance writers that have a “virtual assistant” component to their business. These are the ones I’d hire.  The most efficient virtual assistant would already be familiar with the freelance writing world and its networks, sources, terms, and perspective. 

But, alas, I can’t afford a virtual assistant right now.  Even though apparently prices can start as low as $25/hour (although I imagine that most cost more), I currently employ a real assistant without whom I could not do one. single. thing: a babysitter.  In a couple of years, when the kids are both in school, I’ll definitely reconsider the matter. 

If you’re short on time and have a few bucks to spare, here’s 7 ways a virtual assistant could help you  be a more efficient business person  -- and free up more time for you to write. 

1. Find markets/jobs.  God, wouldn’t I love this one.  A virtual assistant could trawl job boards, review magazine databases, or otherwise search for publications that would be a good fit for your ideas.  He could also help unearth writer’s guidelines and find out the names and email addresses of the appropriate editors for your pitches.  

2. Create a database.  As your VA does the above, she could (and should) create a database containing all this information so that it’s always at your fingertips.  Make sure the database is a flexible one that can be easily updated with your own notes regarding each publication.  

3. Fact-Check.   The very idea of getting my facts wrong scares me silly.  A VA could double-check your research, giving you a little extra comfort before hitting “send.”  Your VA could also check out the background of someone you’re considering using as an expert.

4. Attend conferences or webinars.  As I indicated above, I’m forever finding interesting webinars and conferences that are at hideously inconvenient hours or locations. Your VA could occasionally serve as your eyes and ears.  

5. Research potential clients.  You want to do a direct mail campaign but want to tweak each letter/email so that it’s tightly targeted?  Your VA can help dig out key details and fact to flesh-out potential clients so that you can add that personal touch to each letter.   

6. Interview Transcription.  Got a recorded interview?  No need to spend an hour or more transcribing it, when you’ve got a VA to take care of it!  

7. Administrative Tasks.  And of course, a VA can do the standard assistant type stuff: sending out invoices, contracts and other correspondence for you.  He can also keep track of payment status, scheduling and even take phone messages.  I imagine this last aspect can be particularly useful for an expat freelancer with clients in the U.S. – they get to hear a human voice even if they call at an inconvenient hour for you. 

Freelancers: Have you used a VA?  Care to share your experience? 

Top 5 Online Research Sites

I miss lots of things about living in the U.S., but whenever I sit down to research an article, one thing I really miss is the libraries. I practically get misty-eyed thinking of libraries of my past: the majestic staircase and dusty stacks of Olin Library at Wesleyan University; the noble, marble lions, Patience and Fortitude, outside of the New York Public Library; the gilded ceilings of Library of Congress. I remember with special affection the tiny, musty Southwest Library in Washington, D.C, where as I kid, I came to scoop up my favorite friends (The Little Princess, The Lion, The Witch and The Wardrobe, A Wrinkle in Time) and bring them home for a visit.

It’s hard to get so worked up about online libraries.

I do work in brick-and-mortar libraries here in France sometimes. We expats in Paris are lucky to have the wonderful American Library in Paris as a resource. And French libraries have a surprisingly large number of English-language books available as well as a digital system that makes these books easy to find. But the vast bulk of the research I do takes place online.

Here are 5 of my favorite resources:

1. Project Gutenberg. I just love this site for doing historical research. The scent of old parchment practically emanates from it. This digital collection has some 34,000 texts, many dating as far back as the 16th century. As a bonus, if it doesn’t have the book you’re looking for, it provides links to other free libraries that might. Awesome.

2. FindArticles.com (BNET). This site is as close as an expat freelancer can get to browsing the magazine racks at Barnes & Noble. Here you’ll find back issues of some 900 magazines. The site’s not only great for research, but it’s good for checking out whether and when a magazine has covered a particular topic.

3. Google Books. Using Google Books makes me feel slightly dirty. I didn’t like the broad, careless way the company interpreted copyright laws when they initiated the project, and it creeps me out to think of how they could restrict access to information, if they so chose. But, damn it, the resource is so freakin’ useful. I’ve turned to it many times when I couldn’t find a particular book in the American Library of Paris, or didn’t have two hours to wander the mammoth halls of the Bibliotèque Nationale. The expat freelancer’s job would be a hundred times more frustrating without it. So I can’t help but recommend it. I mean: 7 million digitized books. Holy cow.

4. Questia. Questia is an online library that requires a subscription for access to most of its books. But a portion of their library, particularly academic journals and periodicals, are free. It has nowhere near the number of digitized books as Google Books (only 1.5 million), but unlike with Google books, you can read the entire text of the books offered.

5. The Internet Public Library. This site, created by a group of graduate students at the University of Michigan, is a new millennium concept of a library. It not only provides you with access to countless newspapers, books, magazines and articles from all over the US and abroad, but it offers features of a brick-and-mortar library. For example, it has a “Reading Room”, presents special exhibits, has an online librarian, and houses a variety of collections. I’ve found good information on this site and it’s extremely easy to navigate. The only downside is that it offers the same dangers as a “real” library: it’s easy to get sucked into fascinating rooms that you didn’t mean to be in. I love it.

What are your favorite online sites for research?

Notes from the Motherland

Ahhh...it's great to be in the Motherland. When I walk into the bookstore and see the array of magazines on display (so bountiful and so cheap, compared to the jacked up international prices) I bemoan my expat status. How easy freelancers have it here! I think. I would be churning out dozens of queries a week, if I lived here.

It's not true, of course. My two little monsters are the primary reason I don’t write more, not my diminished access to U.S. writing markets. But nonetheless, I am scrambling to take advantage of my time in the U.S. and accomplish a slew of freelancing tasks that are easier to do over here than over there.

For the expat freelancer that may be visiting his or her home country for a spell this summer, here are a few freelance-related duties you might want to take care of while there:

1. Pay a lengthy visit to the bookstore.

I’ve always adored books and bookstores, so it’s great to have a job that virtually demands that I spend a lot of time in one. When I’m at a bookstore for professional purposes, I spend about 60% of my time hanging out at the magazine stand, searching for new markets and staying updated on old ones. I spend 30% of the time checking out the latest nonfiction books to assess which topics are hot and might be relevant to articles or queries that I have in the pipeline. I jot down any titles and/or authors that might be a good future source. The remainder of the time, I loaf around in fiction.

2. Research at the library.
Expat freelancers based in Paris are lucky to have the American Library in Paris at their disposal. But the library is based upon donations and doesn’t always have the most recent books. Neither do online libraries. So, when I return to the U.S., I always bring a list of topics that I want to research in the library while I’m there.

3. Do some interviews

Most of the sources that I interview are based in the U.S. When possible, I schedule telephone interviews while I’m in the U.S. so that I don’t have to deal with huge time zone differences. Trying to schedule a phone interview with a person in Seattle while I’m in France just sucks.


4. Check out local markets

I am fiercely jealous of freelancers based in their home country because not only they (probably) have an easier time finding new markets, they also have access to plenty of local markets. While at home, I grab up every halfway interesting-looking local paper, magazine or rag. Most of the time they publish local news, but some of them have travel departments that may be worth looking into.

5. Take an Editor to Lunch

Two of my favorite freelance writing guidebooks recommend occasionally taking editors that you work for out for lunch to improve client relations and get an opportunity to present your ideas in person. Hmmph. None of the publications I write for are based in my home city and, even if there was one here, I’m not sure whether I’d actually have the gumption to ask an editor out for lunch. It sounds like a good idea, though, if you think the editor might be amenable to that sort of thing and you have the sort of personality that could pull a lunch like that off. Me, I’m not ready for that. Maybe next summer.

WordHustler - A free magazine database!

Hi folks - found another handy source for finding markets that I thought I'd share with you. It's called WordHustler and it's actually a submission platform for writers. Among its many features, it automatically sends out and tracks submissions for you, allowing you to review all your outstanding submissions at a glance and know their status (published, pending, rejected, etc.) instantly.

While it mostly appears to be designed for fiction writers (all of their examples seem related to novels and screenplays), but it is clearly mean for freelancers and non-fiction writers as well. It has a "markets" database that lists over 5,000 magazine publishers, literary agents, contests, etc. with proper contact information. You can search by a variety of categories, such as travel, health, essay markets and so forth. I spent about a half-hour browsing the markets and came up with several interesting publications I hadn't heard of before.

Searching the market listings is free but having the program send and track queries costs $2.99 per query letter. To me, this seems a bit steep considering I can do it myself for free. But for those who have the ability to churn out dozens of queries each week, maybe it's worth it. (Again, I think the service part is better geared to fiction writers or those with longer-length projects). Anyway, I think it's worth checking out, even if just for the market database.

If there's anyone out there who has tried WordHustler's other services, feel free to comment on this blog and tell us whether it's worth it!

EuroWriter - a new magazine database

Drive-by post: Just wanted to alert all you expat freelancers (and regular freelancers) to a new magazine database that features English-language magazines published in Europe! EuroWriter is a site updated and maintained by Alistair Scott, a freelancer living in Switzerland. The site not only offers contact information and links to writers guidelines, it also features English-language writing competitions in Europe. Go check it out!

Deconstructing magazines

You might have noticed a recurrent theme in my posts: where to find Anglophone magazines while abroad. If you're new to freelancing, you might wonder why this is important: if you have access to a magazine name and its website, why is it so important to see the magazine itself?

Pretty much all books on freelancing agree that it is essential to take a good long look at a magazine before pitching to it. Editors hate with a burning white passion to receive pitches that clearly do not fit into their publication. I'm not just talking about sending a pitch about sports cars to a fishing magazine. I'm talking about sending a pitch about fly fishing in New Hampshire to a magazine that only writes about boat fishing in Wisconsin. A freelancer should deconstruct a magazine before pitching to it: she should know the exact kind of articles the magazine publishes, have an idea about which department the article would work well in, and understand the writing style of the publication. When you can, you should even look at several issues of the magazine to make sure your intended topic hasn’t been recently covered.

Of course, you can still land an assignment without having deconstructed or even seen the target magazine first. These days, you can get a lot of the information you need from the magazine’s website. But the more prestigious the magazine and the less experienced you are, the better it is to show the editor that you’ve done your homework. Even if the query is rejected, the editor may remember your professionalism. You definitely don’t want to send a pitch that stands out in the editor’s memory for its failure to adhere to the magazine’s concept – or because it details a story that was on the magazine’s cover last month.

As I’ve written previously, I often go to the American Library of Paris to check out the periodicals there. I also stock up on certain magazines whenever I’m in the U.S. Sometimes I ask friends who are in the U.S. to brings pubs to me when they visit. And of course there are a couple of magazines I subscribe to. I would subscribe to more, purely for research purposes, but that gets expensive. But recently I learned a way to make it a bit cheaper: sign up for free subscriptions.

Did you know that there are tons of free magazine subscriptions out there? Take a look at this site. And this one. All you need is a North American address and the pub is yours! Sure, that’s only part of the problem solved for us expat freelancers: the magazine still has to reach us. But it’s a lot cheaper to pay for postage rather than paying for postage and the magazine. I've gotten subscriptions to a few top parenting magazines this way, in addition to a couple of health magazines I'd like to write for.

Most of the time I don’t have the magazines sent to me: I just ask my mother to do a quick title check to make sure that the topic I’m pitching hasn’t been written about recently. If there’s an article of particular interest to me, I ask her to scan it and email it to me. So, okay, yes, you need an assistant in your home country. But personally, I feel more confident sending off a query knowing that, whatever the editor ultimately decides, I’ve done all that I could to fit my article into the magazine.

If anyone out there has a better way (or just a different way) of approaching this problem, please tell me because this is the aspect of expat freelancing that bugs me the most!

Still *another* way to find markets!

Just a quick post to say that I found another great database: Mondo Times. They list over 25,000 media outlets in more than 200 countries. It's not just magazines and newspapers but television and radio, too. You'd think that with all that information it'd be confusing, but it's really easy to navigate. Outlets are divided by topic, country, and city. I'm seeing lots of regional and smaller pubs that don't make it onto other databases. Very cool!

Yet another way to find markets!

For me, one of the most aggravating aspects of being an expat freelancer is not having ready access to most of the magazines for which I'd like to write. I'm always stocking up when I go home, or asking friends visiting Paris to smuggle some over when they come. But recently I had an experience that showed me a new, simpler way to find/obtain markets: ask your source.

Earlier this year, I sent a query to four popular pregnancy magazines - and got dinged from all of them. (Though I did receive a rather nice rejection from the editor Pregnancy magazine, who explained that they were already running an essay on my intended topic.) Anyway, I searched and searched on the internet for other appropriate magazines, but nothing seemed to fit the bill. Finally, I gave up. But a few days ago, I received an email from the secretary of one of the sources I'd interviewed for the query, wanting to know the status of the article. I told her that it had been passed over by four magazines, that I'd run out of ideas on where to submit it, and did she have any ideas?

Well, she did.

She gave me the name of three regional markets that clearly fly under the radar of most big magazine databases and offered to send me a copy of the magazines. So, now I'm working on revamping the query for these local markets. Fingers crossed that something comes of it. But even if these pubs don't work out either, I'm really pleased to discover that there's no shame in asking a source for ideas on where to submit a pitch. As a matter of fact, I've decided to ask all my sources for this query about pregnancy magazines in their regions!

Travel Writing Markets Tips

Ah, travel writing. The lifeblood of an expat freelancer – well, I guess. Travel writing hasn’t been my primary focus since I started freelancing. It would make sense if it had been, though. We who live abroad have tons of material right before our eyes. Even if we’re not actually travelling around our country of residence (haven’t done too much traveling since the birth of the kid), we can reveal all the cultural and social secrets of the place in which we live, plus offer practical tips: to the rest of the world, we’re travelers.

After reading an article in the Writers Weekly newsletter about not overlooking potential material in your own backyard, I decided that I need to spend more time developing stories about Paris and France. I culled together a couple of ideas and started looking around for places to submit manuscripts or queries. Writer’s Market was largely unhelpful and doing a random search on the internet was slow going, until I found this: it’s a list of travel magazines, and their writers guidelines. The list is ever so kindly provided by Transitions Abroad, itself a travel magazine.

So, if travel writing is your thing (or you want it to be), check it out!

How to Find Anglophone Markets

I don't know what other expat freelancers moan about, as I don't yet know any. So, I'm going to write about the thing that bugs me the most about freelancing from abroad -- finding good markets to query.

I like writing about pregnancy and parenting since that those are the things on my mind these days. But as many pregnancy and parenting magazines as I know are out there, it can be tough to find anything beyond the big name glossies. I'm insanely jealous of those freelancers who can spend an hour or two browsing the magazine racks at B&N or who stumble across local or regional magazines in their dentist's office. Potential markets just rain from the skies for them! What's an expat freelancer to do? How can we tap into lesser-known Anglophone markets from abroad?

Here's the way I decided to go about it:

1. Subscribe to as many magazine databases as possible. Currently, I'm subscribed to Writer's Market, Wooden Horse Publishing, and Media Bistro. The three are quite different from one another, and I feel like I have many bases covered by checking-in at all three. I also check-in at Freelance Writing, which is free and not only lists magazines and their guidelines, but also articles, job postings, writing contests, and more.

2. Sign-up for as many newsletters as possible. I've lost track of how many newsletters I've signed up for. But among my favorites are: Writing For Dollars, Hope Clark's Funds for Writers, Writer Gazette , and WritersWeekly. Each of these has its own magazine database, and highlights new magazines and guidelines every week.

3. Persuse online magazines directories. These directories won't give you submission guidelines and the names of editors you'll need to contact. However, you will get the names of magazines as a point of departure. I check-in with www.amazon.com, Yahoo's Magazine Directory, and http://www.allyoucanread.com/.

4. Do Random Online Searches. I once read about a magazine called, "Chicago Parent." A few weeks later, I came across a magazine called "L.A. Parent." A lightbulb went off (came on?). I started doing searches for parenting magazines under titles like "D.C. Parent" and "New York Parent" and suddenly, I have a wealth of new magazines at my fingertips that I haven't ever seen in the magazine databases.

5. Pay attention to where other writers have published. Usually, when writers publish an article, they cite two or three publications where their work has appear in their bio. These days, I find myself studying bios as if they were articles themselves, and jotting down the names of magazines that interest me. In fact, that's how I came across "Chicago Parent" which was the magazine tipped me off to so many other parenting magazines.

6. Ask other writers for recommendations. We're all on the hunt for new, potential markets, and in a good online writing community, fellow writers are almost always willing to suggest potential markets when you're stuck for ideas about where to submit a query. I participate in Absolute Write and find the people there extremely helpful and supportive.

7. Ask your friends for recommendations. My poor friends. They are so involved in my writing career. I'm always pestering them to share their pregancy and parenting experiences to create more writing fodder for me -- and now I've begun to bug my U.S. friends to share with me their favorite local and/or regional magazines. I also ask my expat friends here which pubs they subscribe to and ask for their cast-offs when they're done with them.

8. Go to the Library. Okay, in Paris we're pretty lucky that we have an American Library that subscribes to many U.S. periodicals. Most of them are big-names, so it doesn't really help me in my search for smaller profile mags, but still, it's a great resource. I didn't even know about The American Library until I'd been living here for three years (of course, I wasn't freelancing then, so it wasn't on my radar screen, but still - you never know!). If you think that your adopted country doesn't have such a library, double check. And also check out American Universities and cultural centers - you might have luck there.

If there are any readers out there with additional ideas, let's hear 'em!