Writers, Don’t Skimp On Tools
By: Samantha Bookman
Tags: Writing, Tech, Budget, Business Tools, Freelancing

Freelancing

Writers, Don’t Skimp On Tools

Photo by Thom Milkovic on Unsplash

The whole world is changing, culturally and technologically, faster than we ever thought it would. And that means the tools a writer uses to do their job are changing, too.

My mother-in-law recently called me cheap, to which I replied, “I’m frugal.” But there’s some truth in her accusation: I’m currently wrapped in a blanket as I write this, reluctant to turn up the thermostat during this chilly spell and use up heating oil.

Still, my fingers are curled around an ergonomic Bluetooth keyboard and my laptop is safely ensconced in a docking station. Both sit on an adjustable-height desktop so that I can switch between sitting and standing. My internet connection is the fastest that I can buy for this area. None of these things were inexpensive. I bought them new, rather than hitting the Facebook marketplace as I did for my scratched and clunky dining room furniture.

Like any tradesperson, the tools I use for writing are good quality. I budget for them in my business plan. My computer needs to respond quickly when I open an app. It needs a reliable connection to the internet at all times so I can contact clients and access cloud storage. I upgrade my smartphone regularly because it’s both a primary communication device and a backup for my laptop and data access.

The tools I can’t be without

I’ve been freelancing, on and off, for over twenty years. The world has changed in amazing ways during this time. The rise of digital nomad is one of the biggest evolutions in work that I’ve ever seen.

But the core of the writer’s life revolves around the tools they use to do the job.

Two hundred years ago, that meant a steady supply of quills, ink and paper. One hundred years ago, state of the art meant a portable typewriter. (Only thirty pounds! With its own carrying case!) Today, the tools required are roughly the same — but designed for the requirements of communications today.

Spend Wisely On These Tools

Photo by Marta Filipczyk on Unsplash

Here are the things I avoid skimping on:

Computer . I’ve written before about choosing the best laptop for your budget and writing needs. A reliable device that makes it easy to do online research, input your data and send to an editor is paramount. It doesn’t have to be brand-new or top of the line: I know plenty of fellow writers who, either through preference or budget, use a desktop computer for their drafts. But it needs to be robust enough to handle whatever you need it to do.

. I’ve written before about choosing the best laptop for your budget and writing needs. A reliable device that makes it easy to do online research, input your data and send to an editor is paramount. It doesn’t have to be brand-new or top of the line: I know plenty of fellow writers who, either through preference or budget, use a desktop computer for their drafts. But it needs to be robust enough to handle whatever you need it to do. Smartphone . You need this for communications, as a backup mobile hotspot when the power goes out, as a secondary access for your data, and even as a backup writing device (using a Bluetooth keyboard or voice). You can save quite a bit by looking at last year’s models, but don’t get one released more than two years ago.

. You need this for communications, as a backup mobile hotspot when the power goes out, as a secondary access for your data, and even as a backup writing device (using a Bluetooth keyboard or voice). You can save quite a bit by looking at last year’s models, but don’t get one released more than two years ago. Eyeglasses . Blue-light filtering, scratch-resistant, professionally fitted at the optometrist’s office. A good pair of glasses will save your eyes. I have two pairs: progressives, for wearing most of the time — handy when covering an event or traveling, so I can switch between reading fine print on my phone screen and signage out in the distance — and readers, single-focus lenses for the close work of writing or editing.

. Blue-light filtering, scratch-resistant, professionally fitted at the optometrist’s office. A good pair of glasses will save your eyes. I have two pairs: progressives, for wearing most of the time — handy when covering an event or traveling, so I can switch between reading fine print on my phone screen and signage out in the distance — and readers, single-focus lenses for the close work of writing or editing. Eyedrops . Staring at a computer screen makes you blink less. Your eyes dry out. They can dry out so much that even moving your eyeballs is painful. While taking a break at regular intervals is the best way to avoid eyestrain and reduce dry eye, using moisturizing eyedrops (not allergy or red-eye reducing) helps keep membranes lubricated to prevent that sandpaper feeling.

. Staring at a computer screen makes you blink less. Your eyes dry out. They can dry out so much that even moving your eyeballs is painful. While taking a break at regular intervals is the best way to avoid eyestrain and reduce dry eye, using moisturizing eyedrops (not allergy or red-eye reducing) helps keep membranes lubricated to prevent that sandpaper feeling. Pen, pencil and notebook . Even with backup devices, I keep a notebook handy to jot down thoughts and sketch out ideas. Specifically, a Rocketbook, so I can capture ideas on a page, send them to a productivity app like OneNote, then erase and reuse the page.

. Even with backup devices, I keep a notebook handy to jot down thoughts and sketch out ideas. Specifically, a Rocketbook, so I can capture ideas on a page, send them to a productivity app like OneNote, then erase and reuse the page. Voice recorder. Yes, my smartphone can record audio just as well, and cloud-based recording services like Zencastr are changing the podcast game, but a single-purpose, handheld voice recorder is an important backup when doing standup interviews. It should be pocket-sized, have a reliable, long-life battery, plenty of onboard storage, an onboard microphone for fast pickups (like press conferences), and ports for a microphone and earbuds or headset. Variable audio quality settings are a plus — and because it’s a standalone device, you can opt for a higher bitrate. A good handheld recorder will set you back about $40 to $100.

Rolling with cultural shifts

Photo by Quinton Coetzee on Unsplash

The pandemic has changed the game for everyone, and that stands out in meetings and interviews. I’ve found that my interview subjects are much more comfortable doing video calls on Zoom or Google Meet. A year ago, I could barely get anyone to show their face during a videoconference. Now, it’s a norm.

It’s mostly due to the amount of time we all spend on video chat now, and partly due to the rise of pajama culture during lockdown. No one puts on business clothes to do a Zoom call anymore, except for politicians doing network interviews. And so far, everyone I’ve chatted with is a fan of being ultra-casual while talking business. We’re all more comfortable with each other this way.

These kinds of cultural shifts can happen all at once, or gradually. Changes in the way the world does business, and in the way the world gets their news and entertainment, are naturally going to change some of the tools you need to do your job.

A year ago, I wouldn’t have laid out a dime for a video call service.

But this April, I bit the bullet and subscribed to Zoom. I quickly saw that it was easier for me to coordinate calls between clients by hosting them. I now build the cost of the Zoom subscription and the time I spend on calls into the amount I charge clients. The difference in pricing is small, because it is spread across my client base. My clients paid that small price rise without batting an eye.

Defining the tools that make you a writer

Photo by Babyman Works on Unsplash

Make a list of the tools you use routinely to accomplish a writing assignment. Ask three questions about each:

Is it reliable?

Does it need upgrading?

How much will it cost to replace this tool?

Figure those upcoming expenses into your business budget. If you don’t currently own a specific tool, list what you may need it for. If you have some of these already, budget when and how much it will cost to replace them, because it’s not whether they’ll need replacement, but when.

One final thing: You may have a long list of need-to-have items after reading this, but no budget to pay for them. Trust me, we’ve all been in this spot. The best way to handle this is to:

Make sure you have the minimum tools necessary to do your work today. Gradually purchase each item on the list as your freelance income grows.

I want you to have the most up-to-date tools possible to do your job and be successful at it. But don’t go into debt to get them. Build your toolbox one item at a time. Work with what you have, and set a goal and a timeline to achieve the next purchase.