Organisation for creative people
I’m a big fan of systems that boost productivity. You know the kind of thing – using lists, pda’s Outlook, wall-charts, folders. Being a creative person I tend to leave trails of junk behind me, so I try really hard to keep myself organised and productive using systems.The general rule has it that I set up a new system which keeps me organised for around three weeks. I then only realise that my new system has failed when I stumble across a book, article or blog post on a new organisational system, which prompts me to repeat the cycle once again.
However, since January I’ve been much better that usual. I really think that, this time, I’ve found a system which suits me. It seems like a shameful plug, but the book which turned me around was Organizing from the Right Side of the Brain : A Creative Approach to Getting Organized
My biggest problem has always been starting a new task before completing the last. With the help of the book, I figured out that the biggest contributor to this behaviour was phone calls. A phone call is something that demands immediate attention, and diverts your mind from one task to another. My second major failing was that, while on a call, I would promise to react immediately. This action seals the fate of the previous task, which has now been superseded by the new requirement.
So the first thing I needed to change was the way I dealt with calls. Firstly, if I am engaged in any task, I will not answer the phone to unarranged calls. I will glance at the caller display, but I will not answer. Please do not be offended if you’re trying to call me and I don’t answer. This is the way it MUST be, otherwise I simply won’t be able to cope with the workload I have. Of course there are about five numbers which I will always take the call – think my wife, Ava’s nursery, etc. I ask everyone else to leave a message. When I complete a task (or file it away for the day), I will listen to messages and respond accordingly.
Secondly, I have encouraged the use of email. Email for me is perfect, because I can respond in my own time. I do not use email as a form of chat system – as anyone will know that’s tried to have an email conversation with me. Also, I do not do instant messaging, which is just as disruptive as phone calls (plus I type too slowly!).
Third, I am more realistic in my promises. I now use Outlook to organise my day, and I can easily see what kind of turnaround I can give to a task. Of course if someone needs something urgently that’s fine, it just means I will have to reshuffle my other tasks.
I guess I could summarise my system into 4 main points:
1) I do not answer the telephone to unarranged calls
2) Email is my primary communication method
3) I use Outlook to schedule appointments and calls
4) I transfer the days Outlook tasks to an A4 hardback notebook in the form of a to-do list.
My aim is to clear this list every day, but uncompleted tasks either roll over to the next day, or a rescheduled in Outlook and crossed off the list.
This system is really working for me, but I can clearly see that it wouldn’t work for everyone. Most people probably have to answer calls, otherwise they might miss a sale or a business proposal. I guess the point is that you need to look at your own circumstances, identify you own weak points, and build a system to compensate for them.
Anyway, another day begins and I’m running 8 minutes late…
posted by Paul Fisher @ 10:00 am
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