TO-DO | Matters
I've been asked a lot lately how I get everything done. The short answer is: I'm not sure. In college I would arrive to class in the morning - all bright-eyed and bushy tailed with my complete project in hand while my classmates would still be mocking up their boards with bloodshot eyes. I've always had this knack for getting things done on time without compromising food or sleep.
I think a lot of my efficiency comes in the way I To-Do. Here I'm going to focus on how I get things done in my freelance life. It looks something like this:
THE BIG PICTURE
I keep track of all my projects (a title and short description) on my chalkboard wall. This allows me to peek up from my computer and see what projects I have in the mix at any given time. I have a system where I put a little 'o' next to projects that need to be designed. I put a little 'x' next to projects that have been designed but need approval or to be finalized and sent to print. I cross through projects that have been sent to print but have not yet been delivered to the client.
THE ACTIONABLE TASKS
On busy days I will utilize my teux-deux list - and on really really busy days I resort to a good old fashioned pen and paper to-do list - there's something magical about a physical to-do list that helps me get things done.
So my actionable tasks list might look like this:
If my to-do list item takes longer than an hour (or has a lot of components) I will bust it up into smaller actionable tasks that take :15 - :30 minutes to complete. This keeps me from getting overwhelmed or distracted.
THE CALENDAR
I usually don't have very specific deadlines but when I do I will include my to-do list on my calendar. When I worked at an agency I used a paper calendar so I could show my creative director or AE my work flow. Now that I'm only managing my own time I use my Google Calendar to keep track of appointments, lunch dates and deadlines.
OTHER TO-DO TIPS / TRICKS:
• When I sign on with a new client I give myself 2 weeks to think (and think only) about their project. This is the marinating stage. By the time I hit the sketchbook or computer I'm ripe with ideas I want to execute. This keeps me from wasting time staring at a blank screen.
• I am most creative in the mornings. Because I know this I use the mornings to do my most creative work - like blogging and designing.
• I hit a slump in the afternoon - so I use this time to run errands, work on billing, estimating, and answering emails. Or I'll use this time to refine my work from the morning - to hammer out the details that don't require a lot of creative energy.
• I allow for downtime. If I go at it for a full 8 hours a day I will burn out. I give myself wiggle room to do things like check out my favorite blogs or have a non-business-related coffee with a client.
• I make time for things that are important to me - like my daily work out and lunch.
• Once I'm tapped, I'm tapped. I recognize this and move on.
So, let's here it - what are ways you stay efficient? Any tips on how you manage to get it all done?
I'm going to continue to expand on this new "matters" series. I'm an open book, so let me know if there are any other topics or specifics you'd like me to dive into. Help me figure out what to talk about next!
• Money Matters
• Skin Matters
• Make-up Matters
There really is something "magical" about the physical do-to list. I just can't move over to an electronic to-do. Something about the act of "crossing it off" that I love! Do you have any recs for electronic project management? I've tried "Things" for iphone and after about a week left it for my planner.
Also, the concept of when your tapped your tapped is SO TRUE. There just come a point in the day when you know its just not going to happen. When this point hits I just remind myself in the morning my brain will be fresh and focused then try not to beat myself up about "putting it off". Amazing how, depending on the time of the day or energy level, something can take 5 hours or 2.
Meesh - I don't have a recommendation for electronic project management other than Teux Deux and Google Calendar. I have some friends that have found lots of success using Basecamp but I feel like my project management style (detailed above) works really well for me.
Hi Kathleen! I"ve been lurking for a couple of weeks now, but you drew me out with this post. I like seeing how other people manage to get things done.
I'm a deadline oriented person, so I usually organize my work by what's due the soonest. When I'm working on a big project, I always allow myself some time to work on a few little things so that I feel like I've accomplished something, even when the big project is unfinished.
I also like lists, and I've always got a to-do list by my side. There's something so satisfactory about simply crossing an item off a list.
Leslie - I definitely prioritize my to-do list in a few different ways.
I weigh the importance of a project with the following:
• Deadline
• What do I WANT to work on (what inspires me at the moment)
• What do I NOT want to work on (sometimes clearing the least-favorite project off my plate take a weight off - leaving me feeling much more capable of tackling my fun projects)
And yes - I definitely mix up my longer term projects with the short-term ones. I probably juggle between 2-3 projects a day - unless I really need to focus on just knocking one out.
I make To Do Lists and Post Its (for small reminders and tasks) as well as keep an agenda. The agenda is my best friend because it makes me sane instead of worrying about forgetting something. I also have a checklist and calendar for my homework.
You guys... this post gets me thinking. Maybe we're all doing too much.
ummm..it must be the organization geek in me because i love this post!
i don't have anything new to add - i find that, even if i use gadgets and apps to organize, writing down a physical list really helps...something about putting a line through it that is oddly satisfying.....
but i've never heard of teux deux -i may have to give that a try....
& i love your handwriting.
I use Gmail's task box for my long term deadlines. It has no timelines, no dates, it just lets you create a list that sits for eternity and never goes away. So you cross things off as you do them - but you still look at it every day as you mail. Love it. Love your blog.
i'm new to your blog and i'm kind of...in love with it.
i also love the big chalkboard (though i hate the feel and sound of writing on one...i think i would need a white board.)
i also love the tips and tricks. i need to think a little longer about custom orders (or specifically this recent wedding invite order i took on) before getting too involved as sometimes it's not in my best interest or it's too complicated.
Hi Kathleen! I've been reading your blog for awhile now, but have never left a comment. I guess you've sort of inspired me because of the success you've experience going freelance. I work at a 9-to-5 where I'm a graphic designer and dream of working for myself one day. I'm slowly trying to make the transition and was wondering if you could share how you got your name out there when you first started freelancing. I have a few clients who have been giving my name to others, but I wondered if there might be something else I'm missing out on doing. Thank you for sharing your freelance experiences. It definitely keeps me motivated and hopeful!
Love this post and all the follow up comments! I have two e-calendars (one business meetings/business to-do's w/deadline/specific time personal events, and the other full of fun reminders like birthdays, trips, visitors, etc.) And like you, Kathleen, I have a paper calendar that gets my list action items written on the days/morning or afternoon's that they will be most sucessful (and are FUN to cross off!)... If i have a particularly open day, i'll make a seperate, bigger list with lots of different types of things to get done around my office (like today) with built in fun (like reading this blog). Yeah! Thanks!
Hi Kathleen! I loved this post. It's really good how well you know yourself and how to work with things like mornings and afternoon slumps. I've got a possible next topic for you - "Relationships Matter." I get so caught up in work and still taking time for myself and building my relationship with my boyfriend that when it gets to the end of the day it's like "omg I haven't talked to this friend in forever and how can I find time to hang out with this other friend?"
I know you're able to go to coffees and such during the day if you so choose, but how do balance all the other things in life? Keeping in touch with friends? Staying connected with Jeremy? Letting your family know you're thinking about them? I know it may be a little abstract, but thought I'd throw it out there...
Have a great day!
Amy
Kathleen, this is a fantastic post! A lot of people ask me how I get so much done too. My answers are very similar to yours: a detailed calendar, taking time for the things I love (they rejuvenate me), knowing what times of day I work best on certain types of activities, and a massive to-do list. Mine is a spreadsheet with several tabs, each for a different area of my life. Honestly, I love the feeling of accomplishing things. It's such a high. Hope you have a wonderful weekend!!
Kathleen, this is AMAZING. I saved it to my hard drive and printed it out-- it's not sitting on my desk as a reminder! I'm usually pretty efficient with my time, but I've been going through BLAH period lately, and this just inspired me to get my groove back. Thanks for your insight!
Yay for to-do lists! I never got the hang of electronic lists, physical ones that you can cross off was always more my style. High Five for using the blackboard - that's so rad!
great insight, thanks!
here are some more matters suggestions:
- might be kind of personal but: marriage matters
- exercise matters
- tools matters (like the different design programs you use, moleskines, pens, etc.)
- local shopping matters (maybe a breakdown of how much you spend on dairy, veggies, etc.)
have a great week,
a fan!
Helen - Awesome suggestions. I'll definitely touch on all of those topics.
I love this post! Something I've noticed about my To-Do lists are:
1) If I have two big things on it I might get one done (maybe)
2)If I have 5 big things on it I might get 3 done
3)If I have 20 small things on it (even larger things broken down) I'll get about 18 done.
So the lesson I've learned is to make big To-Do lists, even if it has things like 'drink a glass of water at 10am'. I just seem to get more finished and use my time wisely.
Love my white board. And my day-planner. If I tried to organize my work flow electronically; I'd get lost in a heart beat. Plusalso, there is something about having it written down in plain sight that is motivating and not as easy to ignore.
I agree with breaking down a project; manageable mini-goals feel a lot more achievable and less over-whelming when you can step back from the big picture.
In a completely unrelated side note: I envy you being able to purchase pants from Target. I'm way too tall for theirs.
Nichol - I don't have any pants from Target - I suppose just leggings. Their actually pants don't fit me well either.
I love hearing about how other people work. When I left my design job a couple of years ago to work from home, it took me awhile to find a "groove" that worked for me. I'm still learning. I'm at my most creative in the mornings, like you. I have some creative power boosts at night, but that's always a double edged sword because if I get too into a project or idea and get all excited about it, I can't go to sleep--and I'm one of those people that needs their sleep!
it's good to know yourself - and almost better (sometimes) to know your limits.
I love this post. I'm list-crazy. I have a million little lists in multiple notebooks (because I'm notebook-crazy too)
Seeing how you organize your time and thoughts is really inspiring.
Thanks!
-crystal
So I liked this post when it went up and at the time, I was a big fan of teux deux and had been for months. But I wanted to come back and comment because today I discovered todoist.com and I must say that I am in love. It is like a google list/teux deux (in ease of use) and a major project manager software in one. It is amazing. And free. So I thought I would come back here and share with you fellow list-loving types. :)
LOVE this post :)
Hi there!
What two fonts are you using for "Freelance" and "matters"?
Thank you :)
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