This week I have been reading a new book by Grace Marshall called ’21 ways to manage the stuff that sucks up your time’.  There is a certain irony in this, as one of the ways I procrastinate is to read books about how to get things done. The great thing about this book though is that it is really simple and quick to read. There are 21 short chapters and each gets right to the point, giving you practical advice for how to be more productive.

"Grace Marshall"

Photo: Christopher Huthwaite

I’ve picked my four favourite techniques, so that you can become as super organised and efficient as I now am!

1. Batch your bits

Sounds a bit rude doesn’t it? It isn’t. It’s about organising little tasks into clumps so you don’t get distracted. I am terrible at this. I have my email open, read one, pop over to twitter, get distracted by a link to something, look at some pictures, then fancy a cup of tea…

Is this just me? I hope not. Although I didn’t do too well in that adult ADHD test. Grace’s tip is to gather all these little jobs into chunks. It sounds simple, but if it’s that easy, why don’t we all do it? With emails in particular, Grace recommends having just one or two times every day when you read and reply to messages. You could even set up an automatic reply saying something like ‘I reply to emails between 3pm and 4pm so will get back to you then’, just so people know exactly what to expect.

2. The two-minute rule

This is a idea from David Allen’s ‘Getting Things Done’, (another book I’ve read as an alternative to actually getting things done), and this technique really resonated with me at the time. The idea is that if tasks come in that you know will take less than two minutes, do them right then. Don’t file them, don’t add them to a list, just get them done. Of course this doesn’t mean just flitting from one thing to another constantly – you have to work it into the bit batching idea, and only look at these sort of tasks at designated intervals.

3. Post networking post-its

Ah yes, networking. Everyone knows it’s a good thing but how many of us do it as effectively as we could do? It’s all very well to go along to an event and talk to people, but a friendly chat is never going to turn into anything other than that unless you follow it up. Unfortunately, if you’re doing it well, you’ll talk to a lot of people, and if you’re like me, when you get home and look at the cards you won’t be able to remember who anyone is or what you talked about.

Grace recommends writing a note to yourself immediately or very soon afterwards to go with each business card. This way, when you follow up, you can refer directly to your conversation. As someone who is hopeless at remembering faces, I’d also recommend making notes about the person’s appearance to help you recognise them if you meet them again!

4. Say no and stay nice

Another tricky one for me, as I always like to be accommodating if I can. With Grace’s technique though you get to say no but still appear helpful. Say someone calls you when you’re in the middle of something else. You want to help, but you’re busy. “Have you got a minute?” they ask. Well yes, technically you do have a minute, but these things always take longer don’t they?

So, instead you say something like “Yes, I’ve got two minutes now, or we can talk for longer at 4pm. Which is best for you?”

You see? Clever isn’t it? You haven’t really said no, but you turned it around so you’re saying yes on your terms.

What are your top tips for getting things done and not getting distracted?

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There are two types of people in this world. The people who get things done as soon as they know they need doing, and those that leave things until the last minute. Sometimes when I’m feeling super keen I am the former, but most of the time I still regress to my 15-year-old self, setting my alarm for 4am so I can finish my French coursework in time.

Why??

Why when I know I have weeks to complete a project, do I not start it until the latest possible minute? Why do I torture myself so?

This is the conversation I have with myself:

Sensible part of brain: Well, you’ve got lots of time for this work, so why not start now, get it done ahead of time, and be able to give it proper attention?

Silly part of brain: OR… I could have a little sit down and a biscuit, and start tomorrow? There is loads of time after all.

*repeat this conversation daily until the day before the work is due*

Silly part of brain, throwing biscuits on the floor in a panic: SHIT!!! I’ve only got a day!! Why didn’t I start earlier??

Sensible part of brain: SIGH

I found a cartoon today on my new very favourite website, Toothpaste For Dinner, that perfectly sums up my work style:

"The creative process"

I think that pretty much sums it up.

Working at home doesn’t help, as you’re surrounded by constant distractions that always seem so much more interesting. You know things are desperate when the hoover looks enticing. What strategies do you have for getting things done in a timely manner? Any top tips for avoiding procrastination?

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As a journalist, it’s all too easy to get distracted by research. In my case, this ‘research’ often starts with checking my blog stats and ends with a nice cup of tea, perhaps with a little stop at Amazon along the way.

This can often mean that the actual writing of words takes some time to achieve. Five minutes into a poetry workshop though and we have already launched ourselves into free writing. Free writing is a way to get you started, to simply get the words flowing, whatever they may be, and it’s a useful tool for people who find themselves staring at a blank page, not knowing where to start. The beauty of it is that you don’t have to impress anyone, it doesn’t matter if the words even form proper sentences, you just have to write.

It’s brilliant. In three minutes I have already written these first paragraphs! I feel a bit guilty, as I’m sure I should be writing something a bit more creative, rather than a critique of the class and its techniques, but the horrors of reading aloud to the group don’t apply to this exercise, so I think I can get away with it. View Post

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In my true fickle style, I have decided against the annual summary. As hilarious it might have been for others to read of my failings, my disastrous dates and my general parental incompetency, I am not convinced it would be a terribly positive activity.

I thought about it a lot last night in bed, by myself, reliving events from 2009, and, to be honest, the exercise didn’t do a lot for my self esteem. I was pleased to think that I had progressed from my seven year old sleeping in my bed every night to her only falling asleep there, but I’m still not sure that is a massive achievement. Are there many mothers who have to lug their quite grown up children across the landing every night before they can go to bed? Resolution for 2010 – convince Belle that her bed really isn’t such a bad place to be.

When you spend every evening on your own it is easy to become too reflective, to think over things you have said or done and wonder if they have somehow contributed to the aloneness. Should I have mentioned the naked dinner party photos on a first date? Did I eat with my elbows on the table? Was a bottle and a half of wine TOO much? Probably.

The truth is that none of these things should really matter in the grand scheme of things, and I shouldn’t be giving these thoughts any space in my head. Forcing myself to recollect every horrendous liaison is guaranteed to make me feel about 14 years old, plagued by irrational self doubt and loathing. I hated being 14 the first time – I don’t want to do it again.

Of course this is all classic procrastination. Post one – introductions, post two – this is what I’m going to write about, post three – no it isn’t actually after all…. Maybe at some point I will just get on with it.

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