Articles, Writing

Workflow: Perfecting My Digital Toolkit

One of my firm beliefs when it comes to writing is that an organised writer can be a productive writer. Long ago, authors crafted their work with quills, pencils and typewriters. But in 2020, writing in any serious sense means using digital tools – today I’m going to discuss my setup and how it works for me.


I use two main applications for doing actual writing in: Microsoft Word and Scrivener.

I use Microsoft Word for shorter pieces as I feel it’s better suited to linear works by merit of its design. Word is agile, lightweight and it’s an industry standard – especially when it comes to editing my work down the line.

For longer pieces (novels, for instance) I exclusively draft in Scrivener. I feel Scrivener has generated a mystique about it in the writing community – it’s revered in the community, for good reason, but it’s also approached by some with appreciable trepidation as it’s so feature-rich. That said this daunting learning curve is largely abated by Scrivener being akin to an onion – it  has layers, and you can dig down as far as you choose to without “missing out”. The core features I use for initial drafts is the non-linear, compartmentalised structure you can give to a project (with the ability to drag and drop large passages quite easily) and the outlining tools, which can take the form of a traditional corkboard – though you can change the theme for a less skeumorphic outliner. Both are effective tools.

When I write in Scrivener, I exclusively write in the full-screen “distraction-free” writing environment which is fully customisable. For a long time I would write in green text on a black background, harking back to the old days of text-based terminals; however now my colour scheme is a soothing white-on-blue akin to the old Wordstar program of the 1990s. I did briefly dabble in the old-school green-on-black, but I find white on blue is the easiest on my eyes (a sea of white can be quite dazzling). Scrivener has that flexibility to have whatever colour – or picture – as your background as you like! Find something that fits your mood, or your project, and it’ll blot out the multitude of distractions! (This is also why I write with the live word count at the bottom of the screen turned resolutely off!)

It’s important to note also that for me, Word and Scrivener co-exist; it’s important to pick not only the right tool to start the job but the right tool to finish it, too. For instance my 105k word novel The Thaw was drafted in Scrivener but edited in Word – mainly as Word has those industry-standard features (such as Track Changes) which make it better suited for editing than I feel Scrivener is.

That is not to say that the Word/Scrivener duopoly is the only way to go: indeed, writing can be done in pretty much any program that allows the inputting of text. Common solutions I can’t ignore (but do not use for reasons I will expand upon) include Google Docs and even the basics such as Windows WordPad, and whatever the Mac equivalent is! And there’s plenty of free, open-source variants of Office that work just as well!

Planning and Organisation

Keeping my ideas organised has in recent times become paramount in importance, almost moreso than the actual act of getting words down on the page.

My first tip would be to keep your notes organised in a central place that is accessible everywhere, as you want to be able to find that idea, or fragment, or name at as little notice as possible. To that end I employ Microsoft OneNote for this task – I have a master Writing notebook which houses all my ideas – projects get their own sections, with subsections and subpages making up the structure under that.

The beauty of this is that it’s so easy to move things, everything is catalogued and searchable and OneNote provides a wonderful freeform environment to throw ideas  – links, documents, photos, even sounds or other media – into a place for storage and later perusal and categorisation.

I supplement this, especially recently, with maintaining a variety of spreadsheets in Microsoft Excel. I’ve recently become enlightened to just how powerful spreadsheets can be in laying down outlines and adding some much-needed structure to the chaos of creativity.

Keeping it synced

I’d be remiss in 2020 to not advise to store your writing on the cloud. For a long time in my youth I’d travel between my parents’ carrying a litany of USB drives with various things I wanted to be able to access to. Indeed, those that know me from my sixth form days may recall I lost a USB full of coursework weeks before the end of term, disaster!

In my previous sections I’ve talked a lot about my reliance on traditional desktop programs – I do all my writing on Windows PCs. I have largely – and conspicuously – ignored web-first (or indeed, web-only) solutions such as Google Docs.

The reason being for this snub is that I believe my solution marries the best of both worlds – I use well-made, mature apps that I can rely on whether I am offline or online. I have an annual subscription to Microsoft 365 which allows me access to the “full-fat” desktop versions of Word, Excel et al but crucially allows me 1Tb of OneDrive cloud storage which I use heavily – this I believe is worth the price of admission alone.

A while back I wrote about switching from Dropbox – a popular and still-completely-valid choice for cloud backup – to OneDrive. The reason I did this was for the tight integration into the Microsoft Office suite – it adds Google Docs-like instant autosave but without losing that ability to work locally. It also allows me to access my documents in any app on any platform – so I can access my notes on my iPad or iPhone, or even from any web browser, but without compromising that desktop experience I enjoy and appreciate.

Tying your desktop experience to a decent cloud service behind the scenes makes the best of both worlds – you can work offline if need be while maintaining not only the flexibility to take your work everywhere thanks to the magic of the cloud but also the peace of mind knowing your work is saved – and most reputable cloud services have some kind of version control built in so you can always go back!

The key thing with using a cloud service – be it Dropbox, OneDrive, Google Drive or any other – is to have the client on your computer and to put your project folder and files you are working on directly into your sync folder. That way, changes are monitored automatically and saved as soon as you click Save – again for that peace of mind.

Whatever software you end up using, the most important thing is to make sure your workflow works for you – anything that impedes your workflow should be changed and you’ll whizz through the words in no time! My advice here is borne of years of tweaking, learning and experimenting but you don’t have to go to such advanced or intricate levels as I have, just get writing!

2 thoughts on “Workflow: Perfecting My Digital Toolkit”

  1. Scrivener is the bomb, though I use Google Docs for short pieces that require backup. It’s good to be able to access the same document from anywhere without having to care about upload settings. Thanks for sharing!

    1. Thanks – yes, I love Scrivener (though yearning for version 3 on Windows). I’ve heard from a few writer friends that their spotty internet connections makes relying wholly on Google Docs a bit of a pain. This is why I advocate the Word/OneDrive solution (it’s slightly less seamless with Dropbox) as it saves there and then all the time, but you still have that offline capability! Whatever works for you though!

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