Organize your writing project using my 3 T’S : · Organize Your Thoughts · Organize Your Tools · Organize Your Tasks

ORGANIZE YOUR THOUGHTS. Limit interruptions, keep appointments brief, and eliminate visual clutter.

· To limit phone interruptions: Screen phone calls with voicemail or your answering machine. Set the timer to let you know when your allotted time is up. Make outgoing phone calls when you know the other party is unavailable (lunch, evenings, etc). You can save a lot of time by leaving messages. Be precise when leaving voicemail messages for research or interviews – give a best time to be reached, and ask callers to do the same for you. Schedule phone conferences as you would a meeting; make an appointment, limited length, and agenda.

· Appointments can be streamlined using the following time management tips: Keep them brief (10-15 minutes each). Screen your appointments by having a scheduled available time (Mondays for staff meetings, Wednesday night family meetings, etc). Don’t have an open door policy – at home or in the office. Conduct meetings outside your office so you can leave when you’re done. Remove extra seating from your office at work and home; this eliminates unwanted guests from visiting when you’re in the midst of a project or research.

· Visual clutter can be eliminated by removing unnecessary items from your workspace, leaving only items used daily on your desktop. Move your phone, printer, fax machine, family photos, and reference materials to a credenza or bookshelf. Create an overflow area around your primary workspace for special projects, but leave your desk-top free for writing.

· Learn to say no and weigh quality vs. quantity: Don’t accept so many writing assignments that you cannot possibly do your best on each of them. It’s okay to respond with “No, not now but I can write that article in X weeks or months.” New and experienced writers alike know that hearing NO from an editor may just mean NOT NOW – use the same ambiguous language in your own work. Stay on Track: Say NO to projects that take you “off task” from something that is a high priority to your writing goals. For example, don’t write articles for your church newsletter this month if you have a fierce deadline for a magazine article.

Cut the Cord: Each of us finally reaches that point when it’s time to decline writing for “byline only”. It’s a wonderful way to get published, build your clipping file, and draw traffic to your website or seminar, but eventually will start to pull you from your goals. Once you make the decision to write professionally rather than casually, as a career versus a hobby, don’t look back. You’ll be so glad you stuck to your guns when those checks come in.

· Create a Routine. Write every day, Begin by journalling as a warm-up exercise, Utilize your “peak energy levels” and use that time to write, write, write! – If you are not a morning person, don’t sit down at 7 am to get a project out of the way only to find that your foggy brain will not cooperate. Write in the afternoon or evening if that’s when you are most inspired and creative. Take short breaks, re-energize with snacks and drinks, and keep that energy level up for continued inspiration.

· Be Prepared. Keep paper and pen by your bedside to capture those middle-of-the-night thoughts. Carry a pad of paper and pen with you in your car, briefcase, or planner to capture research tidbits, creative thoughts, and when brainstorming during a power lunch. Have a business card with you at all times – you never know when a networking opportunity will arise for a freelance assignment or interview opportunity.

ORGANIZE YOUR TOOLS.

· Email – Utilize folders/subfolders as you would in a paper environment. Create a system and stick with it, purging on a routine basis and reducing document clutter. Use autoresponders and filters, rules and wizards, and other whistles or bells provided by your email software.

· Tracking Log for Article/Manuscript Submissions and Publications. Create a spreadsheet or form to document when you submitted an article, contact information, and date of followup if any. If you aren’t experienced in creating spreadsheets, then make a hand-written list on a piece of paper. Keep it near your desktop on a clipboard for easy documentation.

· Follow Up System – Utilize a tracking log, calendar, planner, file box, or electronic reminder so assignments won’t fall through the cracks.

· Virtual Desktop Folders – Organize your computer files into folders and subfolders as you would in a paper file cabinet. If you need to keep “hot files” easily accessible, create a shortcut on your computer desktop so that you can refer to them on a regular basis. Others can be filed into folders and even archived once they are complete. Be sure to clean your files out on a regular basis. Computer clutter is distracting.

· Book-Marked Websites for research and leads. While surfing the internet, be sure and bookmark favorite sites, articles, resources, and products to help you in your writing. Use the favorites feature of your browser, or send a reminder to yourself by emailing the internet address (URL) to yourself. This is a great way to cross-reference your research.

· Subscriptions to Newsgroups and Ezine Services – Let the information come to you. You don’t have to spend a lot of hours researching an article or report if you utilize internet ezine services such as Suite 101, Briefme, ThemeStream, and newsgroups. Others do all the work for you, reading and analyzing the website’s content and writing a review. Use that information to begin your own search, rather than starting from scratch. This is one of my favorite time-savers for writing newsletters.

· Virtual Assistant – A good rule in time management is to delegate tasks that you cannot do or are so mundane that they keep you from doing higher priority tasks. Filing, organizing research, typing articles or manuscripts, proofing, editing --- all can be delegated. Don’t be afraid to admit that the details of the writing business (and it is a business) are not your strengths.

· Idea Box – Fill a box or folder with articles, brochures, book jackets, pictures, or anything that triggers an idea for a writing project. Go through this stack periodically for inspiration on a new project, or to keep you focused on an old one. If you’re a visual learner and out-of-site is out-of-mind, then hang a bulletin board on your wall exclusively for this purpose.

· Reading List – Maintain a reading list where you can jot down new titles, or old ones that have been recommended to you by friends and colleagues. Utilize the online bookstores, writer and publisher sites, and other avenues for sharing and collaborating. This saves a lot of time when you’re ready to do some research or need to refuel your think tank.

CONSOLIDATE YOUR TASKS.

· Write more when you’re in a creative mood · Return your phone calls all at once or several at a time · Conduct your research in big blocks of time or on certain days of the week:

Internet, Telephone, Email, and Letters

In summary, write when the mood strikes you, using your energy levels as motivation. Writing exercises your mind, spirit, and body all at the same time. Exercise those writing muscles every day to keep them in shape and ready for action. And the next time you need to write a press release, write copy for a web page, or produce the corporate newsletter, you’ll be ready to go the distance.

Use the Three T’s to Get Organized for Writing Debbie Williams, Copyright 2000

Sometimes just thinking about writing a report, newsletter, or news release gives us the jitters. You don’t have to be a professional writer to write professional copy. Use the 3 T’s to organize your writing time so you can spend quality time with friends, family, and building your career.

Organize your writing project using my 3 T’S : · Organize Your Thoughts · Organize Your Tools · Organize Your Tasks

ORGANIZE YOUR THOUGHTS. Limit interruptions, keep appointments brief, and eliminate visual clutter.

· To limit phone interruptions: Screen phone calls with voicemail or your answering machine. Set the timer to let you know when your allotted time is up. Make outgoing phone calls when you know the other party is unavailable (lunch, evenings, etc). You can save a lot of time by leaving messages. Be precise when leaving voicemail messages for research or interviews – give a best time to be reached, and ask callers to do the same for you. Schedule phone conferences as you would a meeting; make an appointment, limited length, and agenda.

· Appointments can be streamlined using the following time management tips: Keep them brief (10-15 minutes each). Screen your appointments by having a scheduled available time (Mondays for staff meetings, Wednesday night family meetings, etc). Don’t have an open door policy – at home or in the office. Conduct meetings outside your office so you can leave when you’re done. Remove extra seating from your office at work and home; this eliminates unwanted guests from visiting when you’re in the midst of a project or research.

· Visual clutter can be eliminated by removing unnecessary items from your workspace, leaving only items used daily on your desktop. Move your phone, printer, fax machine, family photos, and reference materials to a credenza or bookshelf. Create an overflow area around your primary workspace for special projects, but leave your desk-top free for writing.

· Learn to say no and weigh quality vs. quantity: Don’t accept so many writing assignments that you cannot possibly do your best on each of them. It’s okay to respond with “No, not now but I can write that article in X weeks or months.” New and experienced writers alike know that hearing NO from an editor may just mean NOT NOW – use the same ambiguous language in your own work. Stay on Track: Say NO to projects that take you “off task” from something that is a high priority to your writing goals. For example, don’t write articles for your church newsletter this month if you have a fierce deadline for a magazine article.

Cut the Cord: Each of us finally reaches that point when it’s time to decline writing for “byline only”. It’s a wonderful way to get published, build your clipping file, and draw traffic to your website or seminar, but eventually will start to pull you from your goals. Once you make the decision to write professionally rather than casually, as a career versus a hobby, don’t look back. You’ll be so glad you stuck to your guns when those checks come in.

· Create a Routine. Write every day, Begin by journalling as a warm-up exercise, Utilize your “peak energy levels” and use that time to write, write, write! – If you are not a morning person, don’t sit down at 7 am to get a project out of the way only to find that your foggy brain will not cooperate. Write in the afternoon or evening if that’s when you are most inspired and creative. Take short breaks, re-energize with snacks and drinks, and keep that energy level up for continued inspiration.

· Be Prepared. Keep paper and pen by your bedside to capture those middle-of-the-night thoughts. Carry a pad of paper and pen with you in your car, briefcase, or planner to capture research tidbits, creative thoughts, and when brainstorming during a power lunch. Have a business card with you at all times – you never know when a networking opportunity will arise for a freelance assignment or interview opportunity.

ORGANIZE YOUR TOOLS.

· Email – Utilize folders/subfolders as you would in a paper environment. Create a system and stick with it, purging on a routine basis and reducing document clutter. Use autoresponders and filters, rules and wizards, and other whistles or bells provided by your email software.

· Tracking Log for Article/Manuscript Submissions and Publications. Create a spreadsheet or form to document when you submitted an article, contact information, and date of followup if any. If you aren’t experienced in creating spreadsheets, then make a hand-written list on a piece of paper. Keep it near your desktop on a clipboard for easy documentation.

· Follow Up System – Utilize a tracking log, calendar, planner, file box, or electronic reminder so assignments won’t fall through the cracks.

· Virtual Desktop Folders – Organize your computer files into folders and subfolders as you would in a paper file cabinet. If you need to keep “hot files” easily accessible, create a shortcut on your computer desktop so that you can refer to them on a regular basis. Others can be filed into folders and even archived once they are complete. Be sure to clean your files out on a regular basis. Computer clutter is distracting.

· Book-Marked Websites for research and leads. While surfing the internet, be sure and bookmark favorite sites, articles, resources, and products to help you in your writing. Use the favorites feature of your browser, or send a reminder to yourself by emailing the internet address (URL) to yourself. This is a great way to cross-reference your research.

· Subscriptions to Newsgroups and Ezine Services – Let the information come to you. You don’t have to spend a lot of hours researching an article or report if you utilize internet ezine services such as Suite 101, Briefme, ThemeStream, and newsgroups. Others do all the work for you, reading and analyzing the website’s content and writing a review. Use that information to begin your own search, rather than starting from scratch. This is one of my favorite time-savers for writing newsletters.

· Virtual Assistant – A good rule in time management is to delegate tasks that you cannot do or are so mundane that they keep you from doing higher priority tasks. Filing, organizing research, typing articles or manuscripts, proofing, editing --- all can be delegated. Don’t be afraid to admit that the details of the writing business (and it is a business) are not your strengths.

· Idea Box – Fill a box or folder with articles, brochures, book jackets, pictures, or anything that triggers an idea for a writing project. Go through this stack periodically for inspiration on a new project, or to keep you focused on an old one. If you’re a visual learner and out-of-site is out-of-mind, then hang a bulletin board on your wall exclusively for this purpose.

· Reading List – Maintain a reading list where you can jot down new titles, or old ones that have been recommended to you by friends and colleagues. Utilize the online bookstores, writer and publisher sites, and other avenues for sharing and collaborating. This saves a lot of time when you’re ready to do some research or need to refuel your think tank.

CONSOLIDATE YOUR TASKS.

· Write more when you’re in a creative mood · Return your phone calls all at once or several at a time · Conduct your research in big blocks of time or on certain days of the week:

Internet, Telephone, Email, and Letters

In summary, write when the mood strikes you, using your energy levels as motivation. Writing exercises your mind, spirit, and body all at the same time. Exercise those writing muscles every day to keep them in shape and ready for action. And the next time you need to write a press release, write copy for a web page, or produce the corporate newsletter, you’ll be ready to go the distance.