Time & Project Management: #authortoolboxbloghop

I used to work in a job so multi-faceted and complex that when I left, I was replaced by two people. I had dozens of projects on the go, several teams of people to oversee, and a huge budget to manage. There is no doubt I worked too hard and too long, and I left burnt out, but I also learned some very valuable lessons in managing time and projects that I still use today in my third career as a writer, editor and the coordinator of a small indie collective press.

I’ll throw in my usual caveats here: I’m in my 60s; no children, and this is what I do full time. I’m not balancing another job, children, elderly parents, house renovations, commuting…life. (I did, though, minus the children, and that’s why my first book took 12 years to write.)

I recognized my lack of organizational skills somewhere in grad school. I have ADHD, which has both its own challenges and its own rewards, the ability to hyperfocus for long periods of time on certain things being the most obvious positive feature (for me). But I needed processes to replace my poor executive function, because without them, it was and is all too easy to be overwhelmed with the amount of work in front of me. And if I get overwhelmed, I simply do nothing.

I won’t bore you with a list of the books I read and the methods I tried. Most didn’t work; they required too much time and focus. But I took bits from most of them, and now I have a system that works fairly well. It’s quick and it’s visual, both requirements for me.

As you can see, I use a series of checklists, and a forward-projection of the dates on which each project needs to be completed. This allows me to then subdivide the project into chunks, and schedule those, as well, working backwards from the completion date.

Then I use a daily planner. I know I’m most productive in the mornings, so between 8:30 and 11:30 is my intensive work time. That’s my time to work on my own book, when I have one in progress – and when I am actively writing, it’s nearly every day. I don’t wait for creativity to strike: most of the time, once I start, the words will flow. Perhaps not as well as I’d like, but as the saying goes, you can’t edit a blank page.  

When I’m not actively writing, this is the time I use to learn something new or do in-depth research: whatever the big tasks are that the board shows me I need to complete.  I take a couple of breaks, for movement and coffee, usually sneaking in a load of laundry or some other household chore.

After lunch I’ll generally check emails & social media, deal with anything important (or amusing) and then work on non-writing projects (that includes editing other people’s work or doing video meetings with other writers) for an hour or two. Exercise next, a walk or cycling for at least an hour and then another hour or so on ‘little’ things, tasks that don’t take a lot of creativity, such as updating websites, checking analytics, filling out forms, sending information out. But even most of those – barring an urgent response – have been scheduled, again to prevent me from feeling overwhelmed by the sheer number of them. Then I settle down with a cup of tea and read – books for review and/or pleasure – for 15 minutes to half an hour.

A few nights a week I work between about 10 and midnight: that’s a different sort of creative time for me, the time I write scenes that never make it into the book, but teach me about my characters and their responses; the time I do mindmaps of the major themes and conflicts of the story, the free-flowing ‘right brain’ associations and lateral thinking taking over. I’m about half-way between the poles of pantser and plotter, and this time is completely necessary to my writing process, and very different from the task-oriented approach I use the rest of the time. I’ll likely have music on, songs that relate to my work-in-progress in some manner. I might read poetry, looking for epigraphs or just for the expression of emotion I too am looking to convey.

Of course, life gets in the way of any schedule. One of the best pieces of advice I ever read was to not overschedule your day, so that there is room for the interruptions and minor ‘emergencies’. Friday afternoons are unscheduled, for catch-up, and my weekends look different from Monday to Friday: I may work for myself, but I still get weekends! Groceries and cleaning and movie matinees and dinners with friends (well, not the two last ones just now, in the middle of COVID-19 social distancing) are all part of the week too.

Does it work perfectly? Of course not. I have days when I’m just too scattered, and that’s likely a day I choose to do something that I know I will hyperfocus on – designing ads, doing layout, or very detailed editing on my own work  –  and sometimes I just need to walk away from everything. But when I come back, the structure is there to guide me as to priorities: I don’t have to reinvent them. It keeps my mind calmer, and when my mind is calm, I’m productive.

Oh, and I have one other necessary ingredient in all this: coffee!