You Ask, We Answer: How can I keep my assignments organized?
Kate writes: With so many simultaneous assignments, how do you stay organized and keep from going schizo? I’m thrilled every time I get a new assignment, but I feel like I’m dipping my nib in so many wells, it’s hard to keep track! I’ve been keeping flow charts, spreadsheets, and using other organizational strategies to keep track, but it feels ineffective. How do you keep all of your assignments straight, stay focused, and avoid feeling overwhelmed (or like Sally Field in Sybil)?
I know what you mean! In this feast or famine business, I often have several assignments going at once. In fact, as I write this I have five articles due in the next 10 days! How do I keep from going insane? I don’t.
Okay, seriously: I think it’s important to come up with an organizational system that works for you. Even the most highly-rated organizing system won’t work if you don’t use it because it doesn’t fit your personality and the way you work. So come up with something you like, and tweak it as you go along.
My own system is always changing. Right now, I have a white board where I list assignments with their due dates and word counts, and a white board calendar where I list my interviews. Because so many interviewees flake on me at the last minute, I’ve started putting them in my iCal calendar, and a reminder pops up two days before the interview reminding me to send a confirmation e-mail to the interviewee.
If an assignment is complicated or requires many interviews, I fill out a form I created in Word that keeps track of the assignment and its interviews. It has spaces for an article description, word count, due date, etc., and then spaces for the contact info and notes on each potential source. I keep all the assignment forms in a folder on my desk so I can quickly flip to any assignment and see who I’m waiting to hear back from, who I need to call, etc.
If an assignment starts generating a lot of paper, I create a file for it in my desktop hanging file, which I then promptly forget all about.
When I get an assignment, I also enter the magazine, article title, payment amount, and payment due date in a form I created in Word that I keep in a binder. Every once in awhile, I go through the binder to follow up on late payments.
Finally, to keep all my tasks in order, whether they’re related to assignments or errands I need to run, I use a modified version of David Allen’s Getting Things Done system. Context-dependent to-do lists I use for writing include Waiting For, @ Internet, @ Phone, To Thank, and To Invoice. You can read an interview I did with Allen here.
So…that’s just my way of keeping assignments organized and preventing myself from melting down when I have a lot of work. You may prefer to go high-tech or to post sticky notes all over your office. Whatever works for you.
Please do post your own organizational tips in the comments! I’d love to see how other writers do it.
Got a question for the Renegade Writers? Send it to us at questions [at] therenegadewriter [dot] com. [lf]
I like the idea of the white board and white board calendar. I use just a wall calendar, listing publication/word count/topic on the due date and all the other important info goes into a file folder. I think that as long as you have your current assignments listed some place that you can see them daily the rest of the system depends on what works for you. It mostly comes down to trial and error. Try a few different things and stick with the one that helps you be the most productive.
It’s a great situation to be in… having enough assignments to need an organization system! Good for you, Kate!
I have a spreadsheet where one worksheet is queries and another is assignments. The assignments page lists articles, publications, due dates, and when I should expect payment. Outstanding assignments are a different color than the ones that are already completed, so those stand out. I also write due dates in my little black book so if I’m planning a happy hour or weekend trip, I know what projects I have coming up (low-tech, I know, but I haven’t invested in a PDA just yet).
WOW! I’m impressed. I’m better and keeping track of queries. I keep them in an Excel spreadsheet. Each query has a line with all the pertinent info filled out: Magazine, editor, editor’s email, which pitch I sent, date sent, first follow-up, second follow-up (and yes, for one there is a fourth follow-up) and, ultimately the final verdict.
It has helped save my sanity to keep track of what I’ve done and helped me keep on top of things that I have sent out.
If you use the electronic version of Writer’s Market (http://www.writersmarket.com), you can not only search that hefty book online, but you can also keep track of those same queries through their interface. Once you create a “manuscript” for the piece, you can then connect different publications listed in Writer’s Market to that article and keep tabs of everything in on spot. I think I pay something like $3.99/month for the service… For me, just having the online form of the book makes it worthwhile, but the submission tracker is a nice added bonus.
And Linda mentioned iCal… Personally, I use the free Google Calendar app for the same purpose. I love being able to access it from any place with an Internet connection, and I set it up to send me text messages to my cell phone just ahead of important appointments.
If you use Microsoft Outlook, try using the task function. Not only can you put in a start and due date, you can also make notes or record expenses in the details tab.
Thanks for all the great additional tips! What I would really like is a calendar that will remind me 2 days before to send a confirmation, then remind me of the actual interview 20 minutes before so I can prepare. Maybe iCal can do that and I don’t know it…right now I have to enter in each interview twice.