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The Organized Writer

January 12, 2009 //  by Wendy Lawton//  24 Comments

Blogger: Wendy Lawton

Location: Books & Such, Central Valley Office, California

Last week Janet blogged about a newfangled year and our New Year’s resolutions. I’m guessing more than a few among us resolved to be more organized in 2009. I know I always have a resolution or two about organization.

Some of us are naturally organized. We spent our kindergarten years organizing crayons and color-coding the blocks and beads. Our teachers smiled at us and told our mothers we were good at “sorting and classifying.” Others are natural Messies. We get inspiration from seeing things spread out on a horizontal plane or teetering in leaning towers of paper. Some of us relish jumping on a project and finishing long before the due date. Others are world-class procrastinators. The words don’t even begin to flow until the week before deadline.

God wired each of us differently. But it doesn’t mean that if you’re a Messy or a procrastinator that you have to settle for the chaos that can bring. Just because it doesn’t come naturally doesn’t mean we abandon it. Here’s the good news: Organizational skills can be learned and adapted for our own style. Tomorrow I’ll post a quiz I created to help you discover your own Organize IQ. I think the results may surprise you.

So why is organization important? For one thing, efficiency saves time. If you can find something at a moment’s notice or you only touch a piece of paper one time, you will have saved valuable minutes. Minutes add up quickly. On my computer, I have more than a half million documents but, because of my system of hierarchical files and a consistent formula for file names, I can find anything in less than a minute.

A well-organized office and well-designed systems save physical space as well, allowing us to have everything we need at our fingertips. I’ve always preferred a compact office. It keeps me honest. All my systems have to be seamless to keep my office humming along. Here’s the payoff: When we manage the mundane details, it frees us up to be our creative best.

I guess you can tell I love this subject. There’s nothing I like better than developing efficient systems and organizing spaces. This week we’ll have some fun discovering our own personal organizational acumen and identifying some new areas we might want to tackle.

But, most of all, we want this to be a discussion, not a monologue. Please add your comments, sharing your best organizational tip. Or tell us why you prefer working in a little friendly chaos.

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Category: ProductivityTag: life balance, Productivity, time management

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  1. Bill Giovannetti

    January 12, 2009 at 12:06 pm

    My innate disorganization drives me crazy, but working in a quiet environment makes me even crazier. I need coffee-shop chatter around me; I think I glom onto other people’s energy when I write.

    So, I’m eagerly looking forward to this series. I would like to learn a system for organizing files on my computer, especially with several versions of the same working files. Any hints would be great.

    Thanks.
    Bill Giovannetti
    How to Keep You Inner Mess from Trashing Your Outer World (Monarch 2009)

    Reply
  2. Cathy West

    January 12, 2009 at 12:11 pm

    I’ve never been neat and tidy and at the moment I can see about five inches of wood on my desk and that’s about it! I have no idea what the piles are, but I can pretty much guarantee that most of them will end up in the trash at some point when my husband decides to clean up!! Working in chaos doesn’t bother me, but only in certain spaces of the house, I do try to keep the rest of it clean! I’m all for any tips on how to get organized but I can’t say for sure whether I’ll change my slovenly ways!

    Reply
  3. Cindy Martinusen Coloma

    January 12, 2009 at 12:51 pm

    I like and want my office clean and organized, but when deep in the creative process, no one would think I’m anything close to organized (not even me). I’ll have Post-its all over my desk, a white board of notes and lists, stacks of papers that include chapters, research, old receipts with portions of scenes that I wrote while waiting in the school pickup line.

    Can’t wait for your tips, Wendy. I’m reading Getting Things Done by David Allen right now and love it. But I suspect that some of the mess is necessary for the creative process (I write out-of-order as well). And like Bill, back noise is often energizing, but I guess that’s another series.

    Reply
  4. DeAnna Julie Dodson

    January 12, 2009 at 1:39 pm

    I also write out of order (chronologically), and I write “out of order” (when things are reasonably tidy). That’s not to say things are always perfectly neat and organized. As Cindy said, things tend to get messier as I get into a project. But there always comes a point when I say “ENOUGH!” and have to clean everything up and put things to rights before I can go on.

    Time-saving and organizing tips are always welcome. 🙂

    And, no, I could never really work in a Starbucks or other noisy public environment. I’d get next to nothing done, and what I did get done would be fairly useless.

    My organizational tip? Actually have a place for everything. How can you clean up if there’s no designated place for what you’re picking up?

    Reply
  5. Katy McKenna

    January 12, 2009 at 2:08 pm

    Thank you for this series, Wendy!

    I know where everything “physical” in my life and home belongs, and usually keep up with the decluttering and organization.

    But I have never come up with a way to organize computer files that makes sense even to me—much less to anyone else, like my poor husband.

    My solution (please don’t die laughing…) is to keep all active and important files on my desktop. So pathetic, I know. I NEED what you have to share!!!

    Reply
  6. Danica

    January 12, 2009 at 2:24 pm

    This is a great idea, Wendy!

    Last year, I went to a class by Kathy Kovach called left vs right brain smackdown that talked a lot about writing organization. She uses an excel spreadsheet to track everything. It’s a great tool when I remember to use it.

    Reply
  7. Wendy Lawton

    January 12, 2009 at 3:11 pm

    About computer files (big wave to Bill and Katy). . .

    The important thing is to create folders of folders in your computer– a hierarchy of files. When you open your document file you should only see folders that represent the major areas of your life. Some I use are Addresses, Books & Such, Church, Computer, Events, Family, Journal, Organizations, People, Photographs, Publicity/PR, Quotes, Reading, Shopping, Speaking, Travel, Writing, Web. Of course, you need to identify the elements of your life and work to create appropriate folders.

    Within each one of those folders are more folders. For instance, inside my writing folder you’ll only find more folders– no single documents yet. Here’s what you would find: Archived Obsolete Files, Articles, Books, Publishers/Publications, Publishing Credits, Reader Mail, Reviews, Short Story, Writer’s Helps, Tips, Writing Club, Writing Conferences.

    Within those folders there are even more folders. For instance, in my “books” file I have: Book Covers, Book Ideas, Fiction Plot/Character Forms, Published/Contracted Books, Unsold Books. Notice, there are still no single documents.

    Believe it or not, inside my “Published Book” file I still have only folders– one for each book I’ve done or am working on. Finally, inside those folders are the documents themselves.

    Why have so many layers to get to the document? It’s an efficient way to find things. Can you imagine how impossible it would be for me to look through more than 500,000 documents for the one document I need?

    You also need to develop a strategic way of naming your files. Bill asked about keeping track of rewrites. Many writers use a date key to name subsequent rewrites so they will always know which version is the most recent. Something like: [Book Title] Manuscript 1-12-2008.

    Does any of that make sense without a show-and-tell? Of course since I use a Mac, all my files are color coded and pretty which helps even more. 🙂

    Reply
  8. Kristin Billerbeck

    January 12, 2009 at 3:24 pm

    My office is always a disaster, but I cannot write if the house behind me is a mess. I have no idea how I can look over this mess, which currently includes a coffee mug, sunglasses, pens, my colorful cell phone, a marked up calendar, drawings my daughter did earphones for who knows what??

    But my files are color-coded. My house is clean and I retreat to my little mess. I am sure there’s something Freudian in that. Great post Wendy!

    Reply
  9. Rachael Phillips

    January 12, 2009 at 3:32 pm

    Whoa, Wendy, I’m really going to tune into this blog! I’m compulsive about some aspects of writing, but I file my piles only under threats from the Board of Health! I’d prefer a clean and compact office, but it happens only in my dreams, and I spend a shameful amount of time finding things. Up till now, I’ve managed my own bizarre brand of organization, but as my career grows, so does the chaos. Blessings on you for addressing this issue!

    Reply
  10. DeAnna Julie Dodson

    January 12, 2009 at 6:18 pm

    Wendy~

    Your file system sounds just like mine. I have to keep track of not only my personal and writing-related files, but my work files as well. I do exactly what you describe, and never have trouble finding anything. 🙂

    Reply
  11. Bill Giovannetti

    January 12, 2009 at 9:40 pm

    I suspect I have the spiritual gift of chaos. So, Wendy, whom I envy, what might you suggest as Step 1?

    Reply
  12. Cynthia Ruchti

    January 12, 2009 at 10:10 pm

    One of my favorite low-tech organizational tools is a 2-ring binder (that’s one less than a 3-ring!) for 3X5 cards. The cards come punched already at an office supply store. When I get a snatch of an idea for a radio script, I put it on a card. I might be a title only or a title plus supporting Scripture or just a random thought or a three-point sermonette. Then when I’ve written that script, I toss the card without guilt, but I haven’t had to cross it off a list of lots of ideas and made a messy looking list. Messy lists frustrate me, for some reason. I love crossing things off, but my mind drifts to the enormity of the list–done things included–rather than the sparkling fresh ideas. The cute little 2-ring 3X5 binder travels with me in case inspiration hits at odd times. What am I saying? It ALWAYS hits at odd times!

    Wendy, this is an awesome series you’ve started. Thanks for tackling it…and living it. The day I adopted the idea of sub-folders for my computer files transformed my ability to find things. And Gmail helps, too. I can locate an important subject line or topic or address or comment from three years ago within seconds.

    Reply
  13. Wendy Lawton

    January 13, 2009 at 1:07 am

    Thanks, everyone, for your great tips and comments. And, Bill, stay tuned. Tomorrow you are going to take a quiz to show you just how organized you really are. You might be surprised.

    Reply
  14. Cathy Bryant

    January 13, 2009 at 10:04 am

    Thanks for this wonderful post! I’m fairly organized (because piles of “stuff” drives me nuts). However since jumping into this wonderful world of writing, the paper shuffle has proved to be a little intimidating. I look forward to your tips!
    Thanks!
    Cathy Bryant

    Reply
  15. kathleen damp wright

    January 13, 2009 at 11:20 am

    I use a stand-up file holder for pretty (I finally gave up the manila bland) files. I keep nine or ten projects in that. nothing deeper than that since i can see what I need quickly. Looking forward to the info.

    Reply
  16. Cathy West

    January 13, 2009 at 11:39 am

    You can color code files on a Mac? Do tell.
    I’m useless. I know how to open my word file, use MSN and get on the internet, that’s about it!! 🙂
    Oh and I took your quizz. Just as I suspected. Organizationally Challenged. Is there a self-help group I should be joining?

    Reply
  17. Betsy St. Amant

    January 13, 2009 at 12:30 pm

    Yay! I’m the master on the quiz. =)
    I got a new filing cabinet for Christmas from my parents as well as a bunch of colored files, stickies, highlighters, etc. What fun! Thanks for posting this.

    Reply
  18. Teri D. Smith

    January 13, 2009 at 9:40 am

    I keep an organized computer, but my writing area is another story. I’ve always got reference books out and since I write right up to the moment I have to leave for whatever event I’m headed for, those books, note cards, and other papers tend to get left right where they are.

    I prefer the tidy area though so I’ll look forward to help with this. And since I’m getting caught up on this blog, I’ll go take today’s test now.

    Reply
  19. Linda Wichman

    January 13, 2009 at 1:26 pm

    Wendy,

    Um, I’m squirming in my chair, surrounded by my paper chase. Your timing is perfect or devious. Haven’t decided which.

    Reply
  20. bonnie

    January 13, 2009 at 9:16 pm

    The test says I’m a master, so why do I feel organizationally challenged? I think it’s lack of discipline with my time. Yuck.

    Looking forward to the rest of this series.

    Bonnie

    Reply
  21. jessica nelson

    January 13, 2009 at 9:25 pm

    Huh. It said I’m a master.

    Reply
  22. Linda Wichman

    January 14, 2009 at 4:08 pm

    I confess that disorder churns the creative waters in me and makes me feel–cozy. On the other hand, I get a story idea staring at a dust bunny. 🙂

    Reply
  23. Linda Wichman

    January 14, 2009 at 4:18 pm

    Great, I contradicted myself before. On a serious note, I’m attacking the paper mountain on my library table. I have file cabinets and like to color coordinate by date and subject.

    Reply
  24. marci seither

    January 14, 2009 at 8:55 pm

    I love all the posts however I am one of those Messies who once ordered a big notebook of how to completely organize your life. It even had a money back guarentee.The pages that were relevent to your life could be taken out and photocopied, which is what I di , right before I lost them! As much as I try.. I think my only cure will be to undergo a labotomy! BUT this is a new year and I am ready to try again-thanks for all the helpful advise!

    Reply

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