What’s on the iPod: Uptown Funk by Mark Ronson feat. Bruno Mars
Busy, busy week. Today is filled with client calls, interviews, writing, and marketing. I have a trade show the end of April, so now is the time to reach out to exhibitors. Tomorrow won’t be much better as I have two tight deadlines, but I hope to get a lot done today. Hope. There’s always hope.
It’s funny — despite having a ton of work in front of me (my February target is already surpassed), I had time yesterday to breathe, eat a leisurely lunch, and do a little research. I’m one of those hyper-organized types, so I have my week laid out on paper. If I follow the plan, I can still play on Facebook during my breaks or take a phone call from my mom.
Handling multiple projects doesn’t take superb skill. It takes knowing how to schedule, use a timer when needed, and stick with a plan. Whether you go with the Pomodoro method, as Jenn Mattern describes on her blog, or a written plan, plotting out your time and devoting certain amounts of it to your projects can keep you on track.
Here’s the process that works for me.
1. Prioritize by deadline. With multiple writing projects, it’s not about first-in, first-out method of delivery. It’s about finishing the writing gigs with the short deadlines first. For example, I have the following deadlines: Friday, Tuesday, April 1 and February 27. They’ll all be done this month. Clearly, Friday’s project is first. Tuesday’s, though, is a little bigger in scope, so I have to work on that at the same time. Friday gets my attention first. Tuesday, second. April will go third only because the other project hasn’t arrived (and April is an article, so I can work on it at any time).
2. Allot time accordingly. Once you know what has to be done, you schedule it. Yesterday went like this –10 am to 11 am — Friday. 11 am to noon – personal writing. 1 pm to 2 pm – Tuesday (I’d already made good progress on this one the day before). 3 pm to 4 pm – April. My morning was spent writing blog posts, answering emails, and reading blogs and marketing.
3. Always account for breaks. In step 2, where you’re allotting time? Understand that you’re taking a 15-minute break in each time segment. That’s what I do. I walk around, get tea, stretch, walk to the mailbox, go get lunch, whatever.
4. Set a timer. Mine is a kitchen timer, but you can download a timer for free onto your computer. Set it and stick to it.
5. Be consistent and true to your schedule. If you’re waffling on a project because it’s boring or you’re as far as you can get without interviews, etc., try adjusting your schedule to maybe 30 minutes or 45 minutes before you break.
Writers, how do you manage multiple projects without losing quality or your mind?
With difficulty! I use a trusty excel spreadsheet for planning, which is nice when there are a lot of green (completed) items, but not so good when (like this week) it's a sea of red.
I had pretty much a full week off the week before last when we got a new kittie (who's currently sitting on my lap, trying to chew my nose and farting like a trooper!), but I thought I'd be fine because I had everything planned out. Unfortunately this week has been one of THOSE weeks with an avalanche of work coming in (I'm not complaining, honestly), so I'm in mild panic mode. Everything will be fine, it just means that I've had to change my planned week slightly. In fact, my lunch break should have started 15 minutes ago, so I'm off! :o)
Emily, that's tough when there's so much! I like that you're using a spreadsheet — seems like a good way to stay on top of deadlines.
Enjoy the kitty (but not the smell)!
Thanks – for such a tiny, cute kitten she makes a terrible stink!
I try to avoid scheduling too many big projects at once, or at least if I have a super-busy week then I try to keep the following week very light on deadlines 🙂 It gets so stressful!
One thing that helps me to not stress so much with multiple big projects is completing one before moving onto the next one. If I keep switching back and forth, I feel like I'm getting nothing done. But if I can cross one big project off my to-do list, it's a huge relief!
I definitely follow all your tips listed here, too (or at least try to :). Breaks are SO important. I take a lot of short breaks throughout the day, otherwise my brain just gets fried and I can't concentrate at all.
I've tried Pomodoro, but I hate how the timer can often interrupt my flow just when I'm getting into it. I like to keep my schedule more flexible and just make sure to pay attention to how I'm feeling and when I need a break.
Emily, that reminds me of when I adopted my dog, Lily. She was tiny and mostly black and white (Husky mix), and smelled like a skunk, even after a couple baths. I asked the vet, who said, "Scientifically speaking, we call that condition Stinky Puppy. She'll probably outgrow it." Thankfully she did! About two mights after I got her – when she finally let me sleep a little – I had a dream that she was a dog-skunk hybrid.
As for scheduling, creating a spreadsheet would take me forever, so I stick with To-Do lists and a paper calendar. A real help has been the accountability thread over on the Five Buck Forum. That alone is worth the $5/month price of admission. Knowing your colleagues are monitoring your progress (or lack thereof) will keep you motivated to complete the tasks on your list, or at least have valid reasons for pushing them back a week.
I just told the friend who send me her old iPad that the New Toy feeling better wear off soon, since I'm getting sucked in every evening and it's cutting into my knitting time! Seriously – I've barely knitted a stitch since the iPad showed up at my door on Friday. (Okay, so I've also spent a time shoveling the past few days, too.)
I think it is so interesting, and SMART of you to have a set schedule for yourself! I am a writer as well, and I can't wait to get back to writing next December! I sure miss it!
What keeps you going? 🙂
Keri, that's a good system. I like crossing things off, too. Today I finished a draft for my Tuesday project because the Friday one is being delayed by a day (interviewee is sick). One thing crossed off the list!
I think if you're able to stick with your own timing system, do it. I've not tried Pomodoro, so I can't give my own opinion yet.
Paula, accountability is ridiculously important! I agree. It's why I have that Monthly Assessment thread here. I'm accountable to you guys, and you can be accountable, as well.
BTW, the price of the forum went up recently. If you're in at $5, stay in!
And technology is a HUGE time sink…as you're finding out. LOL
Emma, what's the delay? Are you working or at school?
What keeps me going is the pile of bills to pay. 🙂
I am actually serving a mission trip for my church. As missionaries we are not really allowed to do things like that while we serve – our duty or responsibility is to help people come closer to God. It is something that is really rewarding and I enjoy doing it. I wouldn't leave home for so long, with very little contact with my family (only get to Skype them twice a year and email them every Monday) unless I knew what I was teaching people was important and TRUE! 🙂
Are you religious at all?
I am actually serving a mission trip for my church. As missionaries we are not really allowed to do things like that while we serve – our duty or responsibility is to help people come closer to God. It is something that is really rewarding and I enjoy doing it. I wouldn't leave home for so long, with very little contact with my family (only get to Skype them twice a year and email them every Monday) unless I knew what I was teaching people was important and TRUE! 🙂
Are you religious at all?