Top Tips for Maxing Out Your Productivity, Part 1
By Guest | January 6, 2009 |
Today’s guest blogger is the awesome Kay Cassidy! Kay not only has an MBA and teaches marketing and business workshops to writers around the country, but she’s a fabulous writer! She was a 2008 Golden Heart Winner (RWA) and writes fiction for teens that she says she wishes was based on real life. Her debut novel, THE CINDERELLA SOCIETY, will be a Spring 2010 hardcover release from Egmont with book two in the series to follow in Spring 2011. We’re so pleased to have her with us today and tomorrow to talk about three ways to boost your productivity. Enjoy!
Top Tips for Maxing Out Your Productivity
If you’re like most writers, you probably have a whole slew of fresh writing goals for 2009. You may even be wondering how the heck you’re going to accomplish them all too. Never fear! With a few quick tips, you’ll be on your way to a productive 2009.
Tip #1 – Organize Your Work Space
If you want to be productive, you need to have a work space that’s conducive to getting that work done. There’s nothing worse than being in the middle of working on a project only to have the flow interrupted when you can’t find that bit of research you dug up a few weeks earlier or you can’t locate your thesaurus.
Don’t worry, I promise you don’t have to be a neat freak. We all have different methods of getting organized, so there’s no one-size-fits-all solution here. It’s all about finding what works for you and sticking with it.
The Everything Out approach
Are you an Everything Out kind of person? Someone who likes having important projects sitting on your desk in tidy little stacks? Or maybe you’re an Everything Away person who thrives by kicking off each new day with a clear desk. Again, there’s no right or wrong way to get organized. But take a step back and think about whether you’re using your organizational style to its best advantage.
If you’re an Everything Out kind of person, there are loads of different ways to keep everything visible and yet still organized. One of my favorites is the wire folder sorter.
It’s an easy solution for keeping your projects neat and organized, but still easily accessible. You can even color code your folders for quick reference (and a splash of color to liven up your work space).
The Everything Away approach
If you’re an Everything Away kind of person, you’ve got even more options for getting organized. From manila folders or hanging files in a cabinet to stand-up file centers or decorative hat boxes, you’re limited only by your creativity. Just make sure that everything has a specific place and is clearly labeled so you can immediately find what you’re looking for when you need it.
I have a lateral file located right next to my computer desk, so that was a no-brainer for me. But my files were far from organized. Then, last fall, I finally hit my threshold for organizational mayhem. I spent a week in my office pulling every single file out of the jam-packed cabinet and purging the contents. (Do I really need Christmas gift lists from 1999?)
Everything that was deemed necessary and relevant (and that I couldn’t easily find online these days), got listed in my trusty notebook. When I was done, I sat down and looked at what I had. They very easily fit into one of four categories: career, home, personal and family. With about $100 in supplies from my local office store, included color-coded hanging files (because that’s just how I roll), manila folder inserts, and new tape for my label maker, I sat down and created a whole new filing system. And I LOVE IT.
Instead of half a dozen random folders for every book, I now have them all organized together with labels that say:
Career – Manuscripts – The Cinderella Society, book 1
Career – Manuscripts – The Cinderella Society, book 2
My various craft files are neatly organized as well:
Career – Craft – Editing strategies
Career – Craft – Hauge strategies
Career – Craft – Maass strategies
And all the financial documents I’d been dutifully tucking away are now easy to grab when I need them:
Career – Finances – Bank statements
Career – Finances – Expenses
Career – Finances – Quarterly taxes
Career – Finances – Royalty statements
I also keep extra folders in my office closet right next to my label maker. Whenever I need a new file, I pull out my supplies, immediately make the file and put away the new item. It literally takes 25 seconds, tops. No more stacks of filing waiting for attention… a long-time nemesis of mine that just made me dread filing all the more. In less than a minute, I can create a new file and neatly tuck away the material.
BONUS TIP: After spending most of my life trying to figure out how to shorten folder names to fit on a 1/3-tab manila folder, I am now a die-hard fan of straight-cut manila folders.
You can use a file name strategy that includes categories and the file name (like the ones above) to keep you extra organized without resorting to 6-point font. Since these manila folders are all placed in their own hanging file (because I could never keep my manila folders standing upright in my file cabinet and didn’t like everything getting bent), all the labels are easy to see. It’s a win-win in my book. A little extra cash up front in office supplies, but so worth it for the headache savings.
Out with the old, in with the new
One of the best things you can do at the beginning of each year is clear out the old to make way for the new. Do you have several manuscripts sitting on the back burner? They don’t need to be taking up space in your active work area. Label them and tuck them away in a Future Manuscripts area so they’re ready when you need them, but not taking up valuable brain space when you see them now. Because, really, how many of us haven’t been struggling with a scene in our book, opened a drawer and saw another story folder, and thought, “You know, maybe I’ll just work on THAT story instead!” It’s an easy distraction and one you can’t afford to succumb to if you want to be truly productive. Stick to your main focus, and you’ll be much happier with your results at year-end.
Keeping your work space organized keeps you in the flow and maximizes your work time. Make the most of your space and you’ll make the most of your work time too!
Come back tomorrow for part 2 of Kay’s top three tips for maxing out your productivity!
Many thanks to today’s guest.
You can read more WU guest posts by visiting this link.
Brilliant, as always, Kay! Here I am, sitting at my fairly-clean-and-organized desk and wondering how I can take it from “fairly” to “totally” (with a trip to Container Store in mind) and then I find your post. Hooray!
I think I’m an “Everything Out” person who wishes she was an “Everything Away” person. I’m very visual, clearly a visual organizer, but I love the idea of a crisp, clean, *empty* desk. Any solutions for that?
I also tend to *think* I needs way more stuff on hand than I actually use.
This comes at a great time of the year. I need to get my stuff organized…just in case I croak! My dh might be able to find something if it’s put neatly away.
I never thought of the straight cut manila folders. It makes a lot of sense.
Looking forward to tomorrow.
Hi Donna!
I love giving my office a boost as a New Year’s gift, don’t you? Cheers to you on your organizing mission. And yes… definitely check out those straight-cut folders. LOVE THEM.
Cheers,
Kay
“Because, really, how many of us haven’t been struggling with a scene in our book, opened a drawer and saw another story folder, and thought, “You know, maybe I’ll just work on THAT story instead!” It’s an easy distraction and one you can’t afford to succumb to if you want to be truly productive. Stick to your main focus, and you’ll be much happier with your results at year-end.”
Sigh. So true. But I know you’re right…
Thanks for this upbeat, helpful post!
Hey Tera!
Ah, yes… the grass always seems greener on the other side of the organizational fence, doesn’t it? ;-)
If you love a clean desk but need to keep everything in sight, how about looking for a wall solution? Something that has pockets for your files and can be attached to the wall near your desk?
Organize.com is having a 20% off sale right now and they’ve got a variety of wall storage solutions to choose from. You can find them in the Office section under File Storage. A search on wall organizer or magazine rack offers additional options there too.
Cheers,
Kay
Hi Kristan!
You’re very welcome. Isn’t it funny how many quirks we writers share? :-)
Tune in for more ideas tomorrow!
Cheers,
Kay
Hello, Kay! Great post and super timely! I find physical organization I can manage, at least until the next work explosion buries my desk — my biggest issue is electronic organization. In that regard I’m definitely an “everything out” person who refuses to delete anything. I’m sure there’s a 12-step program for that :) but until I find one, any tips I should keep in mind for taming the electronic jungle?
One thing I’ve found that helped me tremendously in the physical world was to do something to make my office space not only functional, but beautiful as well. It could be little–a special candle, a vision board, sculpture–but by making at least a portion of my office “sacred space”, I find I keep the whole area neater and tidier to honor that space.
Thanks again for a great post!
Jenn
Kay, you’re an inspiration, as always! I followed your tips for organizing files last year, and it was easy to tuck things away all year. (Now it’s time to clean out my files, and I need new subheading folders, but the system worked!)
Now if only I can find the water bill I tucked away for safekeeping over the holdiays. I’ve pad the thing in person, but would really like to know where that piece of paper is hiding! (And, yes, I’ve now signed up for auto payments to the utility dept. :))
Looking forward to Part 2 of your advice!
Light,
Nancy Haddock
La Vida Vampire
Last Vampire Standing
You so rock, Kay. :D
I here ya on the color-coded thing. When I work in 3X5 cards for plotting, every thing has a color (plot, subplot, internal goal, etc). Now, If I can just get my office situated… Really need to get expenses organized!!
Kay,
I also found your advice so helpful and timely. I am an ‘everything everywhere’ kind of organizer – in other words, the chaos is loosely organized to where I can find eventually find stuff but it sure isn’t the most efficient – or effective – method. My favorite place to do retail therapy is the office supply store, and now for my next visit I can arm myself with a well-thought out supply list to help make my 2009 one of my most organized years yet!
Eagerly awaiting Part 2!!
-Jessica
Excellent post, Kay, filled with tonz of helpful advice. And I hear ya on the file folders. Straight cut is all I use these days. Sooo much easier. Can’t wait to read part two tomorrow and dig into my piles.
Kay,
Thanks for the wonderful advice. I desperately need organization. As I approach my first year taking deductions for writing, I’m realizing that my record-keeping for 2008 was woefully inadequate. Right now, I’m a “Everything in Massive Piles that stack up until they teeter over and fall on the floor and annoy my husband and then get eaten by the dog which means so much for that write-off” kind of writer, which is pretty awful.
You would be horrified.
My first purchase of 2009 is going to be a receipt scanner and an automatic backup system–thus ditching the paper system entirely.
Oh I so need this!!! I have a gorgeous lateral file cabinet — and stacks of stuff inside it that aren’t in files. Perhaps I’ll feel motivated to tackle it sometime after my deadline. I’m saving this info for then!
Thanks, Kay!!
Hey Jenn!
If you find that 12-step program for non-deleters, can you let me know? :-)
Electronic purging is so much harder than physical organization, I think, because it takes up no space. Except on your hard drive… but that’s very different than looking at a bulging file cabinet that hasn’t been able to close since 1997.
I find I go through phases where I have oodles of things in my electronic files and then–when I can’t find something I want easily–I get ruthless and delete like crazy. In an ideal world, I would purge my online files at the beginning of each year just like I do my physical files. And someday, I may even live in that ideal world. ;-)
Cheers,
Kay
Hey Nancy!
Well, thank you! :-) I’m SO glad your new filing system worked for you. That’s awesome!
Ugh on the water bill misplacement. Holidays are like that, aren’t they? Things just have a way of creeping everywhere at our house. Thank goodness it only comes around once a year.
Enjoy tomorrow’s post!
Cheers,
Kay
Hey Kelly!
Colors girl… unite! :-) I’m a huge fan of color in the work space. It’s such a great way to quickly differentiate between different groups of items. Plus, really, does anyone actually like drab green for a hanging file? Bleh.
Good luck organizing your financial information. It’s such a kick to finally have financial info to organize now, isn’t it? I mean, other than just expenses? ;-)
Cheers,
Kay
Hi Jessica!
I LOVE the Everything Everywhere descriptor. Too funny! I’m with you on the office supply store retail therapy. Sometimes I think I shouldn’t be allowed in Office Depot without adult supervision. ;-)
I love your commitment to make 2009 your most organized year yet. With organization comes greater productivity *and* reduced stress (with increased creativity as a nifty side benefit). It’s a definite win-win. Or a win-win-win, as the case may be.
Enjoy part 2 tomorrow!
Cheers,
Kay
Hey Keli!
I know! Aren’t straight-cut folders the best? If they had a fan club, I would totally be a member. (And yes… party of geek, anyone?)
You’re always so on top of things that I can’t imagine you need any tips, but enjoy part 2! :-)
Cheers,
Kay
Hey Courtney!
Ooo… I think I’m going to have receipt scanner envy. :-) If organizing seems like an overwhelming task, I think you’re super smart to start by creating a new system for organizing your financials. That’s hands-down the most important piece of the puzzle because it affects our bottom line. (And we like our bottom lines nice and neat, don’t we?)
Oh, and as someone whose system just crashed (Merry Christmas, Kay!), the automatic backup truly is a Godsend. Go you for being proactive!
Cheers,
Kay
Hey Lynn!
I LOVE my lateral file. Aren’t they awesome?
Yay you on tackling your organization system after you wrap up your deadline. What a great way to take advantage of that energy boost you get when you finally ship something off knowing it’s D-O-N-E. Soon you’ll have your first deadline met and a new filing system to boot… now that’s getting your career off on the right foot!
See you tomorrow for post #2!
Cheers,
Kay
Thanks, Kay (and all the responders) for a needed shot in the arm. I just moved into a smaller house at the other end of the country, and just looking at the piles in my office is enough to make me leave my desk and go watch TV!
I have a lateral file, too, (it’s empty at the moment; I just have to find those darn side metal thingys). I still have hard copies (in boxes) of drafts of manuscripts that have already been published. Reorganization is such a daunting task! All these ideas will definitely get me going. Thanks to all!
Kay,
Great post, and very useful. It’s always good to be reminded of what you *know* but aren’t doing. :-) I hadn’t thought of the straight-cut manila files–I’ll be all over them now.
Jenn Stark–Like your idea about making a work space beautiful as well as uncluttered and organized.
Unfortunately, I’m the worst of both organizational worlds. I’m like Courtney w/ a paper stuff. A stereotype of an absent-minded professor. I know where everything is in the piles, but my, there are a lot of them. And, like Jenn, I delete nothing. It’s terrifying.
Thanks for a great post, Kay!
Kris
Hi Linda!
Moving is always daunting, so it’s no wonder your office mayhem makes you run for the remote. If you can start small–even setting a goal just to get through one small stack–you can gradually build the momentum you need to tackle a bigger stack the next go ’round.
I think of it like I do pulling weeds from the lawn. Sometimes it feels like there are so many I’ll never get them all, but I know the ones I do get are moving me one step closer to a weed-free lawn. :-) Keep the faith!
Cheers,
Kay
Hey Kris!
Happy I could turn you on to an office supply gem. :-) And really, as long as you can find what you need when you need it, your system may only need some minor tweaks to be a best fit for you.
And yes on Jenn’s suggestion about making her office beautiful! I meant to comment on that but submitted my response accidentally and then couldn’t edit it. LOL I think having a beautiful space for working is a huge motivator, especially if it features things that remind you *why* you do what you do for a living. Beauty and inspiration in one fell swoop… is there anything better?
Cheers,
Kay
Kay, great advice! This is my year to really get organized and I’m loving your tips–mainly because I’ve already done most of them! LOL It’s great to know I’m on the right track after a year of not being able to find anything. *sigh*
Kay – the OTHER Kay
Hey Kay! :-)
Rock on with your organizing self! Isn’t it such a relief once you take the time to get organized? It can be a pain while you’re doing it – no lies about that – but I just felt like I could breathe better when it was done. And I didn’t realize how much stress I’d been carrying around until it wasn’t there anymore.
Here’s to a productive, organized, way-less-stressful 2009!
Cheers,
Kay