| I hope Windows users will not take offense at this; | | | | - Go through every piece of paper; and act on it, file |
| but, in truth, it was Macintosh that invented | | | | it, read it, or pitch it. |
| double-clicking on little folders to retrieve files and | | | | - Go through every file folder, consolidate those you |
| documents. Before that creative breakthrough, | | | | want to keep, and ruthlessly toss the rest. If you're |
| maneuvering around computer directories was (in my | | | | really ambitious, you can recycle the paper. |
| view) a nightmare. I was rarely in the right directory; | | | | - Revamp or reorganize your filing system so that it |
| and, if, by chance I was, I couldn't remember the | | | | makes sense, not only to you, but also to the |
| name of the file. The Mac, on the other hand, | | | | imaginary secretary you dream of hiring. |
| seemed so logical, so user friendly, and so organized. | | | | - Clean off your desk and any other surface that has |
| To me, it was and remains a metaphor for how a | | | | anything on it ... including the floor. |
| writer must be able to quickly put her hands on | | | | - Remove anything from your work area that isn't |
| exactly what she needs, when she needs it -- be | | | | necessary for work, such as non-work related books, |
| that a file, an invoice, a scrap of paper with a phone | | | | knickknacks, excess photos, and general clutter. Put |
| number on it, a business card, a memo, or draft #2 | | | | the things you use often within arm's reach. |
| of something that is now in its fifth incarnation. | | | | - Arrange current project files in alphabetical order, |
| I have ceased to be amazed at clients' expectations. | | | | and put them close enough to grab when the phone |
| The phone rings, and occasionally the client actually | | | | rings. Review their contents so you know what is in |
| identifies himself. Usually, though, he just starts talking | | | | each file without shuffling through it frantically. |
| as if we were in the middle of a meeting and he had | | | | - Put a long enough cord on the phone to allow you |
| merely paused to take a sip of coffee. "You know | | | | to keep talking if you have to move away from the |
| that third paragraph?" he might say. "I think it needs | | | | desk. Better still, use a portable phone. Best of all, |
| some work. How about if we said it this way?" And | | | | use a battery-powered headset, so your hands stay |
| he begins to ramble or restate or dictate. | | | | free. |
| In the meantime, unless I have a system that allows | | | | - If the thought of tackling all of the above makes |
| me to reach for the file as he is saying hello, grab the | | | | you physically sick, hire a professional organizational |
| appropriate piece of paper, and get to the third | | | | expert. This is not an extravagance; it is an |
| paragraph at about the same time he does, I am | | | | investment in your ability to function. |
| immediately lost in space. A variation on that theme | | | | - Finally, make sure your "system," whatever it may |
| suggests that I am sitting at the computer; and, no | | | | be, works for you. It must be able to grow with you |
| matter what I happen to be doing at the time, I can | | | | and your business. |
| instantly find and open the client's file, the project file, | | | | Organizing your physical environment is step one; |
| and the document he is already busily rewriting. Both | | | | step two is doing the same thing with your computer |
| are possible, of course, but my goal is to be able to | | | | environment. The fundamental rules are much the |
| do one or the other with lightning speed. When the | | | | same as those for your office. |
| client says, "You know that third paragraph ...?" I | | | | - Ask yourself, what is cluttering up your computer? |
| want to be able to reply, "Yes, I'm looking at it right | | | | What don't you need? If you can't bear to part with |
| now." Now, that's organized! | | | | something, back it up. If you don't need a file or |
| Take a good hard look at your office. Is it organized? | | | | folder, delete it. |
| Could you find something if you needed to? Never | | | | - Organize your computer files the same way you |
| mind finding it in a split second. Could you find it at all? | | | | have organized your paper files -- logically and |
| If not, why not? Is your file system a mess, | | | | accessibly. |
| assuming you have a system? Are there piles of | | | | - Buy a reputable client-management program; enter |
| things here, there, and everywhere; an overstuffed | | | | your clients' or editors' information; keep your records |
| things-to-do box; a stack of filing you never seem to | | | | up-to-date; and, before you make a call, review your |
| get to; research that is so old it is obsolete; files for | | | | previous notes. |
| clients you don't have anymore; or publications that | | | | The payoff for all this effort and time? Among the |
| are out of print? In other words, are you buried in a | | | | many obvious benefits of an orderly mind, computer, |
| sea of useless paper? | | | | and work area is the biggest benefit of all: when the |
| Alone or with help, you can bring order to chaos. | | | | client or editor calls and begins talking as if you had |
| Here is what you have to do: | | | | the file in your hand or on your screen, you will! |