Interview with Kate Thomas, KCWC Founder

Interview With Kate Thomas: Founder of the Kentucky Christian Writer’s Conference
by Dara A. Lehner


Kate Thomas, of Brandenburg, Kentucky had big ideas back in 1996. Without proper guidance from a stranger who entered her life that year, her vision for one of the most popular Christian writer’s conferences may have never become a reality. Here is an interview with Kate.

Dara: Kate, Thanks for taking time with me for this interview to tell us about yourself and the Kentucky Christian Writers Conference.

Kate: It’s my pleasure; we are excited you are here.

Dara: Before we get to the conference tell us a little about yourself.

Kate: I graduated from Spalding University in Louisville, Kentucky. My husband, Wallace, is a retired minister. We have two grown children and four grandchildren. I was a former kindergarten teacher, too.

Dara: Have you always enjoyed writing?

Kate: Yes, I have always enjoyed writing. My mother and a wonderful high school English teacher encouraged my creative writing when I was young.

Dara: As a minister’s wife and mother, how did you find time to write?

Kate: (laughing) As an adult, life has a way of eating up leisure time, but I just continued writing as time permitted. I always wanted to write better.

Dara: Did you do something special to improve?

Kate: I sought out other writers to learn from them, and found hope and encouragement by attending area writing conferences.

Dara: Do you remember one significant one?

Kate: My first writing conference was a small one in Upland, IN. But I came away with a clear vision from God, calling me to develop a Christian writing conference in Kentucky.

Dara: What did you do about that? How did you get started?

Kate: My biggest problem was I had no clue how to start. (laughing) It seemed an overwhelming task, especially since I had seriously injured my back moving boxes of books from my car’s trunk.

Dara: So what happened next, particularly since you were still recovering with your back?

Kate: Well, having previously heard of the stellar reputation of the American Christian Writer’s Conference (ACW) in Nashville, TN, I decided I was going, some way, somehow. I called a friend and we made our plans to attend.

Dara: I understand it is a great conference, particularly for new writers.

Kate: Yes, but another turn of events almost dashed my dreams of going. We were making final preparations just before the conference when my back injury decided not to cooperate. I had spasms and pain at times so intense it reduced me to crawling just to be mobile.

Dara: Ouch, so you didn’t get to go?

Kate: My dear friend, Joyce Joines came to my rescue. Joyce knowing the importance of the conference agreed to go and help me maneuver throughout the hotel and conference workshops.

Dara: There’s a real friend.

Kate: After a morning session, I was struggling with pain, barely able to move around the conference. I took a very fortuitous break sitting down right next to a stranger who would change my life.

Dara: Tell about that, who was it?

Kate: After exchanging some casual chitchat, I found us discussing my vision of a Kentucky conference. This stranger, Donna Goodrich, was a speaker at the ACW Conference. She understood me and what I was trying to do.

Dara: Wow! We know God’s hand was on this meeting.

Kate: Donna challenged me to follow her vision for a local conference. Together, we, along with my friends, Joyce and Brenda Loy worked diligently for thirteen straight months overcoming all the obstacles being thrown up to thwart the development of this Kentucky conference. There were so many, at times we wondered if it would happen.

Dara: It took you thirteen months to plan it, when did it start?

Kate: In June 1997, the first Kentucky Christian Writer’s Conference debuted in Elizabethtown, Kentucky. I opened a map trying to find a good location and spied E-town, which is called the “heartland” here in Kentucky.

Dara: This year then will mark the 12th consecutive Christian Writer’s Conference in Kentucky. Who is your keynote speaker this year?

Kate: Karen Moore Artl, who is the Senior Acquisitions Editor at Thomas Nelson Publishers.

Dara: That is very impressive, who have some of your past speakers been?

Kate: Let’s see, Donna Goodrich kept her promise to be the first speaker back in 1997. Since then, we have been able to have access to great authors and speakers like Marlene Bagnull, Jim Watkins, Cecil “Cec” Murphey, Susan Titus Osborne, Dr. Dennis “Doc” Hensley, Sally Stuart, Holly Miller, and Sandra Aldrich to come share their expertise and knowledge of writing with us.

Dara: Tell me how this conference is unique?

Kate: I believe it is big enough to attract these fabulous speakers, yet it is small enough ALL attendees feel comfortable.

Dara: Is it designed for the beginning writer in mind since it is small?

Kate: Oh goodness no. There are workshops for the new writer through the accomplished writer. Everyone wants each other to succeed. We all cheer when we hear of another’s accomplishment since the last conference.

Dara: That’s wonderful, sounds like everyone kicks in to help.

Kate: Yes, it is a real team effort. The committee is never satisfied with our past success. Even though we are happy the conference is over, we meet right after we are dismissed: one to thank everyone for a fabulous job; and two, to briefly discuss what went well and where we can improve. Attendees are very honest on the evaluations we pass out, which are looked at later. Our continuing goal for each new conference is to better meet the needs of each writer.

Dara: I understand you have multiple articles, devotions and several books. Can you briefly tell us about them?

Kate: Two of my popular books: Mother Duck Knows the Way is designed to enable children to learn about trust and overcoming fear; along with New Every Morning, now in its second printing, is a book of practical devotions enjoyed by adults and older youth. I also have a book, Grandparenting a Child with Autism: A Search for Help and Hope, which will assist those with specialized needs who are longing for some encouragement, hope and practical help.

Dara: Kate, with all your success with writing, what is your biggest joy?

Kate: I guess my biggest joy is seeing a conference attendee being published.

Dara: Thank you Kate, and congratulations to a real dreamer for following a seemingly elusive vision, and in turn, helping thousands of other writers achieve theirs goals.

For more information visit
Kate Thomas’ website: http://katerthomas.angelfire.com/

Kentucky Christian Writers Conference website: http://www.kychristianwriters.com/

KCWC- Kentucky Christian Writers Conference

I want to share a bit about a wonderful conference and an even more fantastic group of people at the Kentucky Christian Writers Conference (KCWC) in Elizabethtown, Ky. The conference is in its twelfth year and was started by Kate Thomas and her devoted team of friends.

This year's keynote speaker is Karen Moore Artl, Senior Acquisitions Editor, Thomas Nelson Publishers. Karen is a talented and giving writer herself. She is happy to talk with you and always has sage advice and encouragement, too.

KCWC runs from June 20-21, 2008 starting around 8:30 for registration and check-in. See the KCWC website for all the details.

There are always many opportunities and workshops for new and veteran writers. This year the conference team determined to keep the conference fresh and innovative has established interest groups to explore.

There are also workshops for Spanish speaking/writing attendees. I personally have made many enduring friends and network contacts over the last several years by attending and speaking at KCWC.

I hope to post an interview here with the founder Kate Thomas in a few days.

In addition to myself, there is a treasure trove of talented speakers leading the workshops and interest groups. Check out their website to see the full complement of offerings. I will be conducting three workshops on photography, writing for children's magazines, and new writers' questions.

For more information or to register click on the above link or copy and paste from here:
http://www.kychristianwriters.com/

If you can attend, please make it a point to introduce yourself.

Lost Posts - May 2008

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Dara

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Dara

Submission Management

Today we will talk about subs....not the sandwich variety, but submissions, the work we are ready to send out.

After the query, article, requested manuscript and/or photos are ready to be sent, we need to track them. Before, you send them or just after, if you send an e-mail submission, you should document a few things. This information will help you in the future with your sales and your tax attorney or accountant will love you at tax time.

Take the time now to get into the habit of tracking your subs. You should develop a simple spread sheet which you keep in a online file folder, or do as I do, start a hard copy file. I hate having to flip back and forth to list things in an online file; maybe I am just lazy.

I have a notebook for a master file, and then I have a tracking sheet for each piece sent out in the appropriate folder. It takes me less than a minute to document the info. When I pull out the manuscript or article I can read exactly who the piece has been send to and when. This is also very helpful when you send simultaneous submissions.

My tracking method is simple, I made my spread sheet in about 15 minutes, using my Excel program. There are many other spreadsheets programs, use what you have.

Divide your spreadsheet into columns and lines, making a small chart. I write big so my rectangles are large. My chart includes headings for Title, Date sent, Publication/ Addy sent to, Editor/phone #, Reply date, Accepted(A)/Rejected (R), $paid, Rights, Comments. If you are sending an email with an attachment, document this in the comments section. Make sure you have the email addy listed here.

I always send a read receipt using my Outlook mail program. This is like sending a registered letter. It doesn't tells you who received the email, but that someone at that e-addy opened what you sent. I started doing this and have actually used it when an editor told me she had not received my article with photos yet they showed up in her paying e-zine. When I pulled up the e-receipt, she paid me, and issued an apology with a proper byline correction in the next issue. The pay was small, but the credit was important.

I have a similar chart for my photos because I sell those as well. If I sell a photo with an article I note photo# in comments section, but the sale is reported on my Photo tracking sheet. On the photo sheet I list the photo # under title heading, along with all of above info duly noted. If I sell all rights to a photo (rare), then it has to be noted there. I also make a notation with the title of the article in the comment section on my photo tracking sheet this way they are cross referenced.

I know this seems like a lot of work, but once you have several manuscripts out there, you will appreciate these sheet.

After you send the work out, get busy writing something else. Don't sit around waiting on the mail, the reply comes no sooner.

Good luck with your tracking, may we all have more acceptances than rejections noted.

Thankfully we're still in our write mind,
Dara

Project Management

Successful businesses require hard work. Writing is a business. The successful works writers complete are manuscripts or writing projects. In writing lingo, some call them WIPs - work in progress.

Each writer handles their projects differently. Some only work on one project at a time, others juggle many at a time. I operate with the later school of thought. I have never done one thing at a time. Even when I was in grade school, teachers always had us working on several different projects. Once I became a wife , and now grandma...well enough said there.

I am not being critical of those who only work on one piece at a time, I just can't work that way.
I currently have about 8 projects going, these are all different manuscripts. I also have my freelance articles and photography work I work on.

This scares many writing friends. I do not have ADD, as most have accused me of, I find it allows me more flexibility if I get stuck. What it does require is good project management.

First thing I do is gather my supplies. As soon as the back to school sales start I buy about 200 spiral note books with about 100 pages of paper in each. You can usually get them for between eight to ten cents per notebook at this time of the year. I also stock up on note cards, pencils, etc. at these sales.

When I am ready to start a new project I take a permanent marker (your choice of color) and write "WIP-and the working title" on the cover. I also write "If found please return to with my name, address, and phone #" on the inside cover. First few pages I write a synopsis of sorts... what I think think the story is about. Following that up with an outline. I hate outlines by the way, but I use them as basic chapter division. Each roman numeral is a chapter. Again this just allows me to brainstorm a bit.

My next step is to just day dream about the story. I write down random thoughts about characters, settings, plots. I don't try to be logical; anything goes here. Since I already have the story "outlined" I have a good idea where the story is going. Be prepared, writers are often surprised where the characters lead them when they are in the middle of writing a chapter. Go with it.

After I get all of the crazy possibilities down, I then do a story web, which continues the brainstorming process. My next step is to create characters. I dedicate a few pages to each character, that will be filled at a later dates. Then the characters come alive. I fill in all pertinent info. Name, physical characteristics, birth date, parents names, siblings, home address, work address, everything I need to learn about my new friend here. As the chapters are written I go back and make notes about what happened to the character noting the chapter #. Depending on the length of the book. I usually allow for about 10 pages for major characters and 3-5 pages for secondary characters, and 1 page for minor characters. This process allows me to make certain a character doesn't have blonde hair and blue eyes in Chapter 4 and green eyes and brown hair in Chapter 10 without good reason.

In subsequent pages, I document any research I might need to do. If I am writing about a restaurant in Boston , then I note where I found the info. I also create a file folder with the working title and put any pamphlets, menus in the case of the restaurant, or computer print outs on research I have there.

I also start another notebook where I start writing the manuscript out long hand, which I prefer to typing on a computer. I can work on the story anywhere and then transcribe it when I need to, or hire someone to do it for me here while I am working on something else.

I have one file drawer in my desk with hanging files which I place each WIP and related files in when I am not working on them.

Finally, I repeat this process with each project I am working on. Just a note I don't necessarily sit down and write out everything at one time as mentioned above. Some days, I just work on characters for one story, another day I research an NF at the library, etc. This is the beauty of my system. I can reach in grab one or two folders depending on the size of the project, throw everything into a briefcase to take it to the library, or spread it all out on my desk to work on it. If I get writer's block on a project, I put it aside and work on something else. Usually takes about an hour and I go back to the original project.

None of these projects are at the same stage of writing, due to the diversity of topics and staging differences,I juggle them easily. This system may not be for you. Many have asked me how I organize them, and now are enjoying using this method. A mentor shared it with me, my promise was to do the same for others.

If this doesn't work for you, I feel you need to find what does work, because as a writer you will have to develop a system for project management.

Twelve Tips For Time Management

Do you dread getting up each morning? Do you feel like it will be another chaotic day where you run around doing a never ending list of things, only to crash at night and wonder if you accomplished anything at all?

Here are twelve helpful hints I had to come to grips with before things started to feel normal, hopefully they will make you more calm, cool, and collected as they have me. My productive is up as well.

1. Understand there is no such thing as time management. It is a myth.
   No matter how much we need an extra 18 hours in our day; there is always only 24 hours in a day. Time is constant, it doesn't change no matter how much we wish it would. We can only manage ourselves and what we do with the time that we have.
2. Identify your time bandits. Many of us fall prey to timewasters that steal our writing time which we could be using much more productively. How many games of Hearts or Mahjongg are too many? How much research is too much? TV shows, get togethers with friends, net surfing, message boards, reading and sending e-mails, IMs, blogs, websites, phone calls, etc. What are your time-bandits? Do you spend too much time doing any of these? Keep a detailed log tracking all of your activities for a week to get an accurate picture of where your time bandits are. Make a plan to eliminate them. (see #3)
3. Create time management goals.
   Remember, the thrust behind time management is changing our behavior, not changing time. We will start by eliminating our personal time-bandits. Pick one. Set a goal. Ex: you will not take personal phone calls, except for emergencies, while you are writing. BTW an emergency is not your best friend's plea to go to the mall, or gossip about the new neighbors. Reward yourself with 15 minutes of Mahjongg or reading email.
4. Implement your time management goals into a plan.
   You have identified specific goals in #3, so extend those over into a plan to achieve your goals. Don't expect perfection. You will be setting yourself up for failure. Chart your progress and reward yourself as your behaviors change to achieve whatever general goal you've set for yourself. Optimally this will increase your productivity and decrease your stress.
5. Use tools.
   The first step to changing our behavior is to get a physical handle on our life. To start learn to physically and visually manage your time. We must know where we are going now and plan how we're going to spend our time in the future. Buy a datebook such as a Day-timer or Franklin Covey, or a PDA. If you prefer a software program, Outlook is good. It lets you schedule events easily. It has the capacity to be set to remind you of events in advance, making your time management easier. I am a visual person and actually use both, a Franklin Covey date book system and Outlook. I like the idea of the PDA, but it is too small for me to read comfortably. I do have friends who swear by them.
6. Learn to say no. One of the hardest things for me was to learn to say no. If something came up at (fill in the blank)....work, school, church, anywhere; I was the go-to person. I am known as someone who can multitask and seem to do things effortlessly. People were shocked when I started saying I was booked and couldn't do things. Guess what? The world still continued to turn, and events went on that I wasn't coordinating...amazing but true. Unburden yourself from guilt and extra activities. Give someone else a chance to be PTA president, room mom, and know the kids will survive with store bought cookies.
7. Prioritize, prioritize, and prioritize some more.
   At some point each day you will have to prioritize to get your time and tasks scheduled. I do mine right before I go to bed each night. It allows me to wake up knowing the day is set. Some prefer to do this each morning. My mornings are too full, so the nightly routine works best for me. This session should prioritize the tasks for that day and set your performance benchmark. If you have listed 30 tasks, how many of them do you truly need to accomplish? I also do a monthly prioritizing session at the end of the month; it helps me plan out my upcoming weeks. I list everything I want and need to accomplish. I prioritize them into categories The must-dos, the need-tos, and the want-tos. I schedule as many as I can into my next month's schedule. By doing this I find I actually accomplish more want-tos than I did previously. Keep your daily schedule handy and check the items off as you complete them.
8. Learn to delegate.
   You are not a superhuman one-person show. Let your family help. The kids can learn to cook simple meals. My daughter and son learned to make sandwiches, and heat soup when they were seven years old. With the advent of bagged salads, and other convenience items, children and husbands can throw together a healthy dinner at least one or two nights a week. Have a pizza night and order up a pizza and movie for the family. Children and husbands can help with household chores as well. So what if your husband has pink underwear, or the kids beds don't have mitered corners. As long as the sheets and underwear are clean and the beds are made, life is good. If House Beautiful calls you can hire a maid before the photo shoot. Speaking of housekeeping services, hire someone to come in to do a major cleaning once a month or week. In the long run it will save you time and money. With your writing, pay a teenager or college student to transcribe your manuscript, or run copies, or run errands. You can also outsource jobs you don't like to do. Large companies do it all the time, so why not you?
9. Establish routines and stick to them.
   As with young children things usually run smoother if we have a predictable pattern. Most of us don't like the unexpected. Occasionally you will have a day where nothing goes as expected. Learn to roll with those days. Pick up the pieces and move forward. This is not to say spontaneity is dead, but routines keep us sane.
10. Set time limits for tasks.
    This is a good habit to get into when prioritizing. Set a expected yet reasonable amount of time to accomplish a task. Answering email will consume a whole day if you let it. Set a limit of one hour a day for this task and stick to it. I usually have one day a week I do all of my correspondence like queries, etc. I answer my emails in 15 minute intervals. I write for an hour or more then answer the mail for 15 minutes. It helps break up my other writing tasks.
11. Make sure your systems are organized.
    Do you waste a lot of time looking for files on your computer? Take the time to organize a file management system. Is your physical filing system slowing you down? Redo it, so it makes sense to you. You should be able to easily find any file folder you need. This goes for all areas of your life. Phone numbers are a problem for me. I set up Rolodex files for business and family numbers. I have thousands so putting them in a cell phone was too cumbersome. Is your kitchen organized can you find the matching lids to those storage containers. Remember the time-bandits. Each little minute you spend looking for something adds up to hours over the week. So spend some time finding what works, get organized, and keep motivated.
12. Use waiting time productively.
    No matter how well organized you are, it's impossible to avoid waiting for someone or something. Don't sit and twiddle your thumbs. Always carry something to do, read your research or a book, balance a checkbook, brainstorm story ideas, plan weekly dinner menus, make a shopping list. Carry a small spiral notebook or I also carry a micro cassette recorder to make notes or dictate a scene rumbling in my head, or give a detailed description of a person I to see in my next best seller.

Practice is required in writing and time management. Take control of your time. You'll be happy you did.

Dara

Organization

In the advent of all of the new organization shows on TV, I was inspired to reevaluate my organizational skills. The first thing I noticed was I need simplicity or I can't remember what I need to do.

One should also note everyone has their own style and method of organization. It has to work for you. If you run out and buy all of the fancy new fangled organizing tools and you forget how or what you did, they are worthless. I also keep mine simple, so I will stay motivated to be organized.

I find my life to be hectic, as most of us do. I am definitely a multi-tasker, therefore I need to have a moderate sense of control in my life, thus organization is a must.

Over the next few weeks, we are going to explore my organizational tricks. I welcome your comments. Remember these ideas may not work for you, tweak them or toss them. The idea is to find something that is helpful and will save you time, energy, and make you more productive.

So for today take a critical look at your style and methods of organizing your writing (and life). Make a list of what is working with your organization, and what isn't working. See if you can analyze why or why not?

Off to see what I find...
Dara

All the Extras

Let's talk about all of the writing extras we want. I suggest you make a wish list. When people ask what they can get you for a gift for birthdays, anniversaries, or holidays. Suggest they look at your wish list, or donate money toward its purchase.

Business cards and a professional letterhead
You can design a letterhead at no cost on your computer, and save it as a file to use for whatever correspondence needs arrive. You can also have it printed at a local print shop if you prefer, include your name, address, phone, fax and e-mail. Avoid cute logos like pens, quills or parchments, and don't use a title, like author or freelance writer on your stationary, these are signs of an amateur. I recommend using a linen or parchment stock in a neutral color such as ivory or gray for letters, but not for manuscripts.

You can design and print your own business cards at home as well. Just make certain they look professional and are printed on a quality card stock. I now have some of my cards professionally printed, but I still print cards that I include with my books, or hand out at personal appearances and events at home.

A fax machine
Some editors prefer the ability to fax contracts or galley proofs of your article to you. Being able to receive and send faxes can save time in correspondence and at times your sanity. A fax is also a good way to send an editor last-minute changes or materials. Never fax queries or manuscripts, unless the publication's guidelines specifically states they accept them.

A copier
Do you find you are constantly running someplace to copy contracts, clips, correspondence, and any number of other things. By having my own copy machine I save valuable time, money and energy.

You might want to invest in an all in one machine. You can purchase one for about $150. In the last seven years, I have gone through three Hewlett-Packard machines that have printing, copying, fax, and some even have scanning capabilities. Not because they are of poor quality, but because I flat wore them out. No need to worry about repair, it cost more to repair a printer than it does to buy a new one. My HPs have easily paid for themselves within a couple of months. They are also a tax deduction. I recommend you research the machine which works best for you.

An external hard drive
This is the most efficient way to back up your files, particularly if you have a lot of them. They can be purchased with variable memory size options and you can upgrade within reason for more memory.

A flash stick or jump drive
These are similar, and are inexpensive alternatives for smaller and more regular backups. They are small thumb sized devices which come with a wide range of memory storage. Each one works from a USB port, and I've found them extremely helpful in file maintenance.

A label-maker
There's really no easy way to print single labels or envelopes on a printer without a hassle, and unless you have easy access to a typewriter (what's that?) it's a pain to do it. There is a handy new tool which lets you print mailing labels with the touch of a button... just paste the address for a letter into the labelmaker window, and viola it's done.

A scanner
This is the easiest way to convert images and copied documents to electronic files.

Just remember this is a wish list. You can always leave the list out or circle photos in your office supply catalog as subtle hints.

My next big wish on my list is a laser printer, but the one I want is pricey; so I have to get busy writing, or gets lots of birthday and Christmas money.

Still in our write mind,
Dara