Archives: Productivity

Welcome to another new LOWDOWN, that part of the Production Office that brings you tips and tricks on all the tools you need to enhance your career as a filmmaker and creative.

Today, it’s Productivity.

Anyone who follows my blog will know I’m pretty hot on productivity. For far too long I spent my days being busy, but rarely productive. Since harnessing some of the tools I’m talking about today and putting some best practices of getting things done into place, I’ve become much more focused, much more productive and much more successful.

Let’s have a look, then, at some of the tools you can use to make your life easier.

EVERNOTE

Evernote comes at the top of the list today for two reasons: number one, it’s the tool I was most recently introduced to and two, it’s the tool I now find the most invaluable.

Evernote is a desktop and web-based app that you can also get for almost all smart phones.  It’s free to get started, but if you go over a certain storage limit you have to start paying.  That said, I’ve used it quite a lot and still not exceeded my free allowance.

What Evernote does is to collect together all those bits and pieces of things on the web that you want to take note of, as well as allowing you to compile your own To Do lists, projects and other notes.  It’s the simplest, cheapest and easiest way of keeping track of just about everything you need to remember. The Evernote logo isn’t an elephant for nothing.

THINGS

The second tool that works hard to keep you on time and on-topic is Things. The biggest down side? It’s Mac-only. So all you Windows dinosaurs can’t take advantage of it. You also have to pay around £30 for it, which puts it a step below Evernote to begin with.

Once you get past those elements, though, Things is brilliant for tracking To Do’s, project files, notes and reminders. Most usefully, though – and what helps to elevate Things to a point worth paying for – is it’s interaction and syncability ((new word alert!)) with iCal and iPhone. If you use Apple’s MobileMe syncing solution to share your calendar across all your home computers, like I do, Things swaps and shares data seamlessly with not only all of your computers, but your phone as well. An invaluable way of keeping track of everything you need to know when you need to know it.

BASECAMP

There are numerous online project management tools that help you and all your collaborators to keep track of all the strands that make up your project, but the best one I’ve found (and used) is Basecamp.

Unlike other, equally useful online tools like Huddle, it’s Basecamp’s pricing structure that really makes it stand out. You pay a flat monthly fee from $24 (£15) and upwards that allows unlimited numbers of people to join your project and work on things with you. Huddle, by contrast, charges you per user per month, meaning a major film or creative project would quickly rack up sizable fees.

Basecamp ((and, in fact, all online project management tools)) is best used for sharing documents and keeping track of project timelines and goals in a way that everyone involved can see. Not only is that a great motivational tool – if everyone know what you should be doing, you’d better be doing it – but also a great way of making sure key things don’t get missed and that everyone knows the timeline their working to and the goals their aiming for.

There are hundreds of different tools of productivity for you to explore, but I’d suggest you limit yourself to trying one or two at a time, otherwise you risk undoing all their good work by spending all day getting to know them and setting them up as opposed to using them to help get your work done.

For more o productivity, keep an eye on my blog here, as well as checking out the99percent and lifehacker, my two online bibles of productivity tips and tools.

For years the iconic sports brand have been telling us to ‘Just Do It‘. It works as a slogan because it’s short, it’s snappy and it’s easy to remember.

It also works because it’s true; the single best way to make anything happen is just to do it.

If you’re sitting around thinking of all the things you ought to be doing, you’ll never get anywhere. If there’s something to be done just get up and get on with it. The sooner you do, the sooner it’ll be done and you can get back to the other tasks on your To Do list ((or just chilling out)).

Even when it comes to big things, although you made need to break them down into smaller, more achievable chunks, you start down the road by simply taking that first step.

Yesterday, after much delay and dilly-dallying, I finally committed myself to attacking the 3 Peaks Challenge later this year. How? I contacted a journalist friend at my local paper and got them to run this piece on me to help me find a trainer.

Not only will I hopefully get some expert supervision and advice, but I’ve also announced the trip to the world in a way that will keep me honest, make me stick to my goals and motivate me to achieve what I’ve set out to do.

Expect more on the 3 Peaks and my journey towards it in the coming weeks. But, right now, what are you doing to “just do” today”?

My most productive periods tend to be first thing in the morning and late afternoon/early evening ((although I have to say, when I’m writing I’m rather prone to pulling hyper-productive all-nighters)). I suffer terribly – like many people – with a post-lunch/early afternoon slump.

Having battled it, ignored it, slept through it, worked through it and, frequently, failed to do anything with it, I’ve come to the conclusion that the only way to beat the slump is to embrace it.

Whenever your slump may come, using it wisely is the key to keeping productive all day. My slump is spent catching up on the blogs and websites that I like to read every day, a bit of conversation on Twitter and back-and-forthing on Facebook.

Finding something that’s useful and productive as well as being light on the brain is key to avoiding the loss of two hours of your day to your dip.

I heard someone yesterday say that the most important thing in starting a project is making the decision to do it. I beg to differ.

We frequently make decisions and resolve to start things that we don’t see through, just see my pair posts about Mondays (Don’t Start on Monday and Why I’m Right). How many times have you heard someone is starting their diet, stopping smoking, beginning a new health kick, but they’re always doing it “next week” or “on Monday”?

Committing to starting a project is the most important step. Once you’ve committed – be it public or private ((although we all know that doing it publicly makes you far more accountable, even if it’s only to your friends)) – you’ve taken the first step towards making it happen.

Don’t sit back and relax in the knowledge that you’ve decided to do something so therefore it will happen; unless you fully commit, it simply won’t.

I posted on Friday that you shouldn’t start anything on a Monday because it’s generally a mess of doing things other than those on your To Do’s.

Case in point: today I knew I had all morning taken up with a schools project I’m working on at the moment, then a meeting in MK at 3pm and one immediately afterwards.  I knew I had a couple of hours in the middle, so I’d scheduled some time to make some calls and catch up on the weekend email.

It’s now 8.45pm and I’ve not only haven’t I made any of the calls, answered (or even read in detail) any email and, which is even more of a crime ((in my mind, anyway, INCEPTION-style)), is the fact that I’m only just getting around to my Monday blog post.

So, in an odd sort of way, what I’ve achieved today is prove myself 100% right. Sometimes it’s no fun being right.

When we take on new things – from launching a new project to starting a new health kick – we almost universally choose to kick off “on Monday”.

Monday is convenient because it’s the start of the week and we imagine we’ll be as fresh as a daisy and raring to go.

Ask around, though, and general wisdom will suggest people hate Mondays ((try Googling ‘Monday’ and see how many of the results are positive)). Why choose to start something fresh and exciting on such an energy-draining day?

If you genuinely want to start something new, start it today. Or Wednesday. Or Tuesday. Or any day of the week that will allow you to start with a bang. Don’t put it off ’til Monday.

My most productive time of day is very early in the morning. I’m used to being up at 6.30am to take K to the station for her commute to London and I know I work best in those 2-3 hours immediately I get up.

I have another burst of focus around the 5-6pm mark, where I tend to push myself into completing things before calling it a night.

Finding these productivity peaks not only helps you be more productive, but is much less likely to allow you to become distracted by other things. Just remember to close down Twitter and Facebook while you’re trying to make the most of your peaks.

When is your productivity peak?

My increasingly awesome Twitter-buddy Tyler Weaver posted this great article on his website today. I don’t know why, but I love peeking into other people’s work spaces, although Tyler’s minimalism puts my crazy-chaotic office/corner desk bombsite to shame.

I remember an old adage I used to try to placate my parents with at home:

A creative mess is better than a tidy idleness.
Anon

I clearly just need to learn how Tyler manages “creative tidyness”.

For a superstition, the muse certainly needs structure. You’ve got to tell it where and when to show up, or else it’ll become an excuse for you not to do your work.
Tyler Weaver, tylerweaver.com

The story goes that wherever he performed, Elvis insisted that his dressing room was placed 1000 yards from the stage.  As he walked those 1000 steps to get to his arena, he would slowly focus his mind and get into the head space he needed to perform to his best abilities.

Do you have your own 1000 steps? A routine or system that helps you get your head into gear?

For me, it’s making a hot drink ((green tea at the moment as I’m desperately trying to cut down on my caffeine intake)) and walking up the stairs to my home office. As soon as I close the office door and place the hot drink on the mat on my desk, my brain is in work mode and I’m focused on my To Do list for the day or the week.

Routines and systems are brilliant productivity aids, especially for freelancers working from home. They keep you focused on the task(s) in hand and keeping you from becoming distracted.

If you want to do more, achieve more and make the most of your day, find your own 1000 steps to performing your best.