As often happens, I was inspired by Raul Pacheco-Vega’s recent blog post. This one is entitled, “My daily workflow: On focusing on ONE task at a time.” (http://www.raulpacheco.org/blog/). I always learn a lot from his insights and experiences. Moreover, I am always fascinated by the variations in work habits that productive people enjoy. Although I have written about my organization, work habits, and approaches to completing tasks before; summertime work schedules, priorities, and tasks change.
For me, summer is four months without teaching, few grant deadlines, and minimal numbers of meetings. About 75% of my writing volume is completed over the summer. Because so much writing is completed in such a short time, maximum efficiency of work habits is needed. In addition, there are vacations, downtime, children home from school, and wonderful weather that demands time be spent outside. The best part is the flexibility. I have few 10 to 12 hour days. Many days I can complete my daily work in six hours. Even taking a few days off is perfectly fine in the summer. The goal is not to allow this flexible and enjoyable time to slip away without achieving maximum productivity.
Organization. Before the summer begins, I catalog all of the projects that need to be completed over this four-month period. For me, this is fairly easy. I have several papers and book chapters that are being co-authored with students, there are student theses that require editing, and I have a book contract where I have promised to present a completed manuscript by September 1. I noticed that Raul uses conference deadlines to guide much of his scheduling. At this stage in my career, my personal life, and the priorities of McGill University, travelling and presenting at conferences is a low priority for me. About 90% of my summer work revolves around refereed publications, books, and grant proposals. So my list of projects to be completed over the summer is made with hard deadlines primary and self-imposed deadlines secondary.
Prioritization. I use the website/app Priority Matrix to organize my to do lists and projects. Typically, projects with hard deadlines and long difficult projects are attacked first. I have a tendency to procrastinate productively. In other words when I get tired of working on a long and difficult project, that I will automatically begin working on a shorter easier project just to break up the day (this blog post being an example—I wrote it during the night shift [about 7:30-8:00pm] after a day of writing).
Outlining. Most of my work has extremely detailed outlines. Every heading is written before I begin writing. Usually paragraphs that do not receive headings are also placed within the outline. Any figures or tables are completed before writing begins. The goal is that once writing begins, it should go quickly. The time required to write any manuscript typically involves about one third outlining, one third drafting, and one third revising and editing.
Writing. I write nearly all of the text via dictation with Dragon NaturallySpeaking. This approach increases my speed over typing from about 50 words per minute to 140 words a minute. I typically have Zotero open to the folder related specifically to the project I am working on. I usually have tabs open for four or five PDF papers that have sections I want to emphasize in my papers highlighted. These open papers are most frequently data-heavy papers where I will be citing complex details in the literature review. For me, writing is about getting as much on the page as I possibly can in the shortest amount of time. Given the amount of time and energy I spent outlining, most often writing runs fairly smoothly. Sometimes I find that an outline that appeared to be solid is less so when I actually start writing. Then I go back and fix the outline for future writing sessions. There is always a reciprocal process between outlining and writing.
Editing. Revising and editing is where the differences between a professional writer and a beginning writer are most apparent. The first revision is called the FLOAT pass and works to perfect the bones and muscles of the paper. Float stands for Flow, Logic, Order, Accuracy, and Tone. Flow refers to an easy-to-read paper with strong transitions. Logic refers to whether the arguments supporting the thesis or hypotheses are clear and meet logical standards. Order is related to flow and logic, and refers to the sequence of paragraphs that creates a consistently deductive or inductive approach to making the thesis or testing the hypotheses. Accuracy is simple fact checking and includes appropriate attribution and citation of ideas. Tone refers to word choice and quality of expression. The second pass is editing. Paragraph structure, complete sentences, grammar, and punctuation are the foci. The third pass is formatting. The details of APA or AMA (or other) style are important. In addition to the general professional style, often journals have their own idiosyncratic stylistic issues that must be adhered to. Often the difference between acceptance and rejection of a paper can be traced to style and presentation.
Time Working. I like to work from home mostly because I have an 80 minute commute from my house to my office. Working from home allows me to have almost 3 more hours of productive time in the day. The goal is to work for 40 pomodoros (30 minute segments) per week. I usually exceed this or work without the Pomodoro timer running. There is flexibility for when these hours are worked. 6 to 10 Pomodoro’s per day is typical.
Weekends. My family tends to be fairly late risers on weekends. Since I typically wake up about 5:30 (dogs do not comprehend weekends — all she cares is that it is pee o’clock) in the morning, I have plenty of time to complete at least six Pomodoros on each weekend day before the family is awake. Household chores and family time take up most of the afternoon and evening. I also tend to work with the television on during weekends, but do not watch television on weekdays.
Daily Grind. I go to the office once or twice per week during summers to meet with students, pick up mail, and attend the odd meeting. But if I do not need to go to the office, then I do not. My typical summer day is as follows:
- 530 to 6 wake up and walk dog
- 6 to 630 meditation and brief yoga
- 630 to 830 shower, coffee, breakfast, twitter, farting around
- 830 to 12 writing
- 12 to 230 gym, lunch, long dog walk
- 230 to 5 editorial duties, thesis reading, correspondence, editing (I do this on the patio if the weather is nice)
- 5 to 7 cooking, family dinner, cleaning
- 7 to 9 administration, reading, and answering emails
- 9 to 10 family time
Although this schedule is the default, it is realized maybe 3 to 4 days a week. Real life always is the primary activity, no matter what deadline is pending. Medical tasks, therapies, chatting, and just being together take priorities over any work. And sometimes I just need a nap or to spend some time doing absolutely nothing. I do not worry about days where not much work is done. Guilt is not helpful and robs the day of joy. When the work habits are established, tasks will get accomplished. It takes a lot of planning and hard work to make any task appear effortless.