As a natural procrastinator and date-phobe, deadlines do nothing to lower my blood pressure. In the last two years of trying to get established as a freelancer I have tried every single time management strategy available. I have probably spent as much time re-structuring my diary and prioritising to-do lists as I have spent actually working. More recently, my growing workload has made it an imperative that I get this thing nailed down – pinned down, to be precise.
All my experimentation and money spent on index cards and software has not been in vain. I’m going to share with you the system that I have evolved to suit my way of working in the hope that it might help other freelancers like me.
You will need
- A large cork board
- A large assortment of different coloured pins (I have about 50 of each colour)
- A marker
- Some labels
- Possibly some coloured tape or sticky notes that are the same colours as your pins (these are to indicate deadlines)
- Take the marker and divide the board into eight rows (for days of the week and a label) and as many columns as you can fit across it.
- Label the bottom seven rows Monday to Sunday (or Monday to Friday if you strictly don’t work weekends … as if!)
- Use the top row to add labels for each coming week. These will need to be removable so you can update it with fresh weeks every so often.
- You are ready to go.
How to use it
There are a few simple principles to grasp:
- Each pin represents an hour’s work. When you take on a new job you need to estimate how many hours it is going to take you and set aside that number of pins (I write at about 500 words an hour and copy edit at about 1,500 words an hour).
- Use different coloured pins for different clients or jobs.
- Populate the “calendar” with the pins, showing when you are going to do each hour’s work. Each of my days has space for nine pins (nine working hours). Loosely, the first pin is 8am-9am and the last pin is 5pm-6pm (with an hour off for lunch).
- Use a specific colour (I use white) to block out days when you are not available and hours when you have appointments or non-work commitments during the normal working day.
- Indicate your deadlines with a piece of tape (or even a dedicated pin) in the colour for that job.
- You can play with the pins as much as you like but there is one rule: red pins can’t go past the red deadline, and so on.
This system works for me because there is something about physically moving pins around that really helps me to understand how my time is distributed in a way that paper or a computer screen never does. I can tell at a glance if someone phones me up and says “can you do it by Tuesday?” If a job takes less time than I expected I can just subtract a few pins. For each hour of work completed, that pin gets removed and put to the side so progress towards completion can be seen instantly (and taking a pin out is a nice feeling). If something else needs to be slotted in, it is very easy to arrange the pins around it.
There is lots of flexibility and scope for creative variation, but here are the basics.
It is not until you start using it that you realise the elegance of the system. Give it a go!