Tag: time management

Three side-by-side images of a tan brown phone with five white dial buttons, numbered one through five.

Mid-year check-in: Four productivity tools I’m loving for creative projects (and how I use them)

Jackie Mantey

In January, I wrote about six smartphone apps and creative writing productivity tools I planned to use to stay motivated on my personal projects throughout 2021.

Am I still using those? Yes.

But now, seven months deep, I’m still trying to avoid work about work.

Aren’t we all? Hell yes.

“60% of time is spent on work coordination, rather than the skilled, strategic jobs we’ve been hired to do,” according to Asana’s Anatomy of Work Index 2021.

Yellow and pink text reading, "We spend more time on work coordination than on the work itself."

I feeeeeeel that. In my professional work certainly, and in my personal work as well. Even though I’m not coordinating with a team of designers, clients, or account managers while, say, drafting a novel or making a new embroidery collection, I still find myself tinkering away for hours on planning, documentation, and (my ultimate seems-like-work-but-isn’t guilty pleasure time suck) video streaming Skillshare/Creative Live videos.

So in July, I reassessed how I was working on these things. It was time to think about my time. Given that the pandemic wasn’t keeping us under lock and key anymore, I needed to adjust my routine for the quicker post-pandem pace and packed schedule. Here are four new tools and strategies I implemented to get myself in a rhythm—and keep myself making.

For writing: Airtable

OMG! I love Airtable! A friend told me about this spreadsheet app while we were on our final quarantine walk. It’s free and the UX is intuitive, especially if you’re familiar with Excel or Google Sheets. My favorite aspect of Airtable is that I can upload documents, jpegs, and various other things directly into a cell block. 

I have one Airtable project set up with three tabs, one for each of my writing projects: a novel, a book of creative nonfiction, and my blog. From there, I’m able to schedule out each piece of the larger work, add photos for reference or posting, and drop in both the Google doc link and the Word doc of the final version so I can move on. 

Pink and yellow text reading, “Writing will always be interesting to me, because even if life has no meaning, writing does. It’s all about discovery, personal and otherwise.” Jo Ann Beard

I know I could keep a folder on my cloud somewhere with all of this content, but it’s so nice to have it linearly lined up, with deadlines attached, and the ability to just dump it when I’m done so it doesn’t take up space in my drive. 

Writing tasks can be overwhelming to me because I get ~too~ into them and, when I’m in that addictive headspace, I feel like I have to write the entire book in the next month. But writing is also my most important thing. With Airtable I don’t fold under the demanding weight of such self-imposed pressure. I just keep ticking things off, bird by bird. 

For reading: GoFullPage Chrome extension

App fatigue is real. According to the Anatomy of Work Index, U.S. employees jump between 13 tools an average of 30 times per day. Yikes. I think I hit even higher numbers when it comes to things I want to read. GoFullPage has helped with this personal brand of digital distraction. When clicked, the extension will basically scan the entire web page you’re on and turn it into a PDF or jpeg.

Pink and yellow text reading, "On average, we jump between 13 tools, 30 times a day."

I use GoFullPage for saving things I want to read later as well as for capturing clips of my professional writing. I capture what I want to read, download it, and save the PDF in a “To read” folder on my drive. I have time set aside on Saturdays that I scroll through the folder and read whatever still intrigues me and then delete the damn thing when I’m through. 

I tried using the “Reading List” feature on Chrome for a process like this, but then I just racked up links on links on links and never read any of them. With GoFullPage, I don’t have endless tabs open, and there’s just enough effort required to capture and save the page as a PDF that I must decide if I truly, truly want to read it. Adding it to the Reading List was way too simple. The potential discards clogged up the line.

For getting sh*t done: Do not disturb phone setting

I mean, it’s obvious what this does, right? Turn it on for your phone and it will quiet all alerts. I get by with a little help from my robot friends, etc. Every morning I block out my day hour by hour. (I know this is a little intense, but my Meyers Briggs Personality Test confirms this kind of planning is best for my sensitive lil heart/mind. INFPs are for lovers.) I use Do Not Disturb when I’m on an hour-block that requires focus, which is usually writing, but this can also be helpful for administrative work or artmaking.

Pink and yellow text reading, "Focus sprints of uninterrupted worked time made teams 43% more productive."

Productivity research from UC Berkeley’s Becoming Superhuman Lab found that 92% of people believe that “carving out a daily block of uninterrupted time called a ‘Focus Sprint,’ where they do not need to toggle between apps or constantly monitor the inbox, would positively impact their and their team’s productivity.” Teams that used these Focus Sprints reported they were 43% more productive. Sign. Me. Up.

For regular to-do tracking: Asana’s board view

“Individuals could save 6 hours and 5 minutes every week—290 hours per year—through improved processes,” like clearly defining roles and responsibilities, the Anatomy of Work Index found. Plus, nearly 70% of respondents said they would feel better-equipped to hit personal targets with clear processes to manage work. This seems obvious, but do you give your personal creative work the same approach? Why not? 

How to save 290 hours per year of wasted work time? Get a better process.

I have been using a free version of Asana for my personal tasks for a while now, but I simply could not make a calendar view of tasks work for me. I would just blow right by the deadlines when paying-work had to rise to the top of my to-do list. I tried switching to board view, et voila. Now we’re cooking.

My board view is essentially a habit tracker with four columns, or boards, set up: Monday-Friday, Saturday, Sunday, and Monthly. Under each column I have five or six tasks that are related to my creative projects. For example, I write one paragraph a day on my novel every weekday, Saturdays are for embroidery, etc. The task descriptions never change, I just check and uncheck items as I complete them each day. 

This process has been ideal because I don’t have to hold every task in my head or copy-paste the tasks to every day’s to-do list. They’re not tied to a time-specific requirement, so I am able to remain flexible depending on what the rest of my day looks like. And then, since I have a slew of separate Asana projects set up for more detailed notes on each creative task, I can stay within one program to jot down notes as they arise.

I tweet about these things sometimes

Six smartphone apps I’m using to stay motivated this year 🤞

Jackie Mantey

Yes, 2020 pulled up the floorboards of our contemporary societies and shoved our noses in the rot. We’re all glad the year is done, while also recognizing that a change of the Gregorian guard means pretty much nothing except a mindset shift. I got you. Same floorboard-free boat, baby.

So, armed with a fragile optimism and a new year’s-inspired reaffirmation that the only actions I can control are my own 🙃, I’m sharing six apps I started using in the past 12 months that have helped me feel not so gross about everything. And you can too!

For current events: Audm

This app offers audio versions of magazine articles from a range of national and international publications. I like it because I don’t have to buy a million magazines or subscriptions (which I used to purchase in a flurry and follow-up only with a sweaty regret of the space they eventually take up on my bedside table). And Audm saves me time. I can listen to the latest issue of The Atlantic, for example, while I wash my face masks or clean my zombie-repellent flare gun. 

Audm is one of two apps on this list that isn’t free (see also: Sun Basket). But at only $8.99 a month, it’s worth the time it saves me, the depth of knowledge it offers through the articles, and the variety of publication sources—not to mention their archives—to choose from.

For fitness: Pumatrac

Rarely does one download a free app and, soon after trying it, find one’s self exclaiming, “HOW IS THIS FREE?” But it’s 2021, anything is possible, and Pumatrac blew my cynical lil millennial mind. This ~free~ training app is from Puma, so there are ads for the brand’s clothes and workout items, but only on the homepage, and the ads are shockingly unobtrusive; way less distracting or overwhelming than most banner ads or YouTube spots. (Trying to read an article on a newspaper’s website at this point is like trying to uncover a dusty old article from the bottom of a stuffed time capsule.)

The app has video workouts in a variety of themes, like HIIT, pilates, running, and ballet. You pick a workout, download it to your phone, and then go through the circuit with your “trainer” in tow describing the technique and doing the workout with you. It’s as close to an in-person class as I’m going to get right now. My other favorite aspects: It tracks your runs, connects to your Spotify so you can listen to your own workout playlists in the background, and includes a daily calendar feature so you can plan your workouts for the week in advance and, hence the name, track what you’ve done in the past. The calendar automatically records your workouts to each date after you’re done.

For food: Sun Basket

I signed up for Sun Basket, a subscription meal kit delivery service, mere days before the pandemic started. It’s proven essential during our continued shelter-in-place predicament. The food is nice and fresh, and the app where you select your meals for each week is easy to manage. Sun Basket is based in San Francisco so, as you might expect, it has the sustainability thing down; the food is responsibly sourced and the packaging shows up with recycling and composting instructions. 

I also like that I can order more than just meals for the week. The app has a la carte options for snacks, pre-wrapped breakfasts, yogurt, dips, juices, soups, salad kits, cuts of meat, and more. In a time when long, luxurious grocery shops are a thing of the past (oh, to spend a day dillydallying in the magazine or pasta aisles!), this app has been a game changer for my desire to eat healthier and more thoughtfully.

For books: Libby

My brother, who is a gentleman and scholar and a librarian, recommended Libby last spring after I complained about OverDrive, the app I was using to download and listen to library audiobooks. He was, as he often is, right. I love Libby (which is by OverDrive). Superior to any other audiobook-related app I’ve used, Libby’s books download fast, the audio is smooth, and the download and returns (and remove-from-phone!) processes work efficiently. 

I also like that Libby directly connects to my Chicago Public Library branch, which means when I log on to the app, I’m visiting my branch’s homepage. It’s become my one-stop app to place holds on physical books, as well as peruse, request, and listen to audiobooks. I like that Libby tracks my progress as I listen; lets me set my preferences for item searches, like format and availability; and has an intuitive UX that makes me excited to find my next read—err, listen. 

For time management: Asana

I love learning new project management tools. I’ll admit it. Asana, a familiar program to me thanks to several freelance clients who use it, is far and away my favorite. Asana is just so easy to use and manage. The flying rainbow narwhals that occasionally shoot across my screen when I check off a task don’t hurt either.

The user friendly simplicity of Asana is exactly what I need for my individual *stuff*. When I started building shop.jackiemantey.com last April, I wanted a place to dump all the tasks I was racking up—a list that kept getting bigger by the hour as I moved through the process and realized how much work it would be. I tried Asana for this purpose, and it delivered.

With the free version, I’ve created several channels for various projects, separating them by art, writing, and personal goals; then I divided those up by project; then projects by tasks; tasks by dates; and so on. The board view is better for brainstorming than a Google doc, and the calendar view is more ideal than putting tasks on my personal cal. I also like that I have a place to dump related links I find or ideas I have that correspond to a particular project, versus putting them in a notes app or emailing them to myself to place later.

For calm: Insight Timer

This meditation app is free and lets you choose from numerous guided recordings based on meditation type (i.e., sleep, yoga, singing bowls, cello music, mindfulness); intention (i.e., feel grateful, don’t freak out, really don’t freak out, calm the f*ck down); and, most valuably, timeframe (i.e., 5 minutes, 30 minutes, an immortal’s nirvana-ish eternity). With Insight Timer, you (I) can easily find a five-minute “calm the f*ck down” meditation, for example, to help you (me) out between Zoom calls. Or zombie attacks. Or whatever embarrassing, disheartening news is next. 🙃

Roundup of Ruth Asawa stamps from the USPS

Ruth Asawa’s creative time management advice

Jackie Mantey Leave a comment

Y’all. Ruth Asawa had six kids. Did you know that?

What an impressive human. To raise even one offspring and have an internationally successful and personally meaningful art practice seems like a near impossible achievement. Actually, having an internationally successful art practice AND/OR personally meaningful art practice child-free seems like a nearly impossible achievement.

Here she is with four of six. FOUR OF SIX.

I learned this fact about Ruth in ^this video promoting new USPS stamps featuring her work, intricate wire sculptures that explore how “the relation between outside and inside was interdependent, integral.”

How very relevant in a pandemic that has us all stuck inside and having sweaty pastoral dreams! Also relevant: Stamps, supporting the post office, sending care packages to all the people you miss, etc.

Also, also relevant: The following quote from the USPS video about how Ruth found time to meet her practice, continually pushing her process and forms (all while being, let me just say this one last time, a mom of six, in the mid 20th century).

“Use your little bits of time. Your five minutes here, your 10 minutes there. All those moments begin to add up. … Learn how to use time when it is given to you.”

The 1% you can actually control

Jackie Mantey Leave a comment

I keep listening to this speech by writer James Clear from the 2017 Craft + Commerce conference. In it, he gives great advice for staying productive throughout the work week. For example, he has his assistant change his social media passwords every Monday so he can’t log in (and, thus, be totally distracted) until the weekend. I know most of us don’t have personal assistants, but we do have opposable thumbs that can turn off our phones during precious writing hours. But the most meaningful aspect of his talk is how succinctly he puts something we all know instinctually but don’t act on realistically: If you get 1% better at whatever you’re working on every day, you’re going to be in a much better place after a year has passed.

Whenever I get down on myself about not accomplishing enough in regards to a pressing deadline whose harbor I’m about to crash into, I remember this speech and I’ll ask myself, “Am I 1% closer to my goal? Is what I did today 1% better than what I did yesterday?” The answers are usually yes and yes. And that’s a win.

What are you doing today to make yourself 1% better or push your project 1% forward?