Kanban: An Idea for Organizing Your Work

Kanban is a methodology that focuses on continuous improvement and task management. It’s often used in technology as part of Agile development and also in manufacturing. It was originally developed as part of Toyota’s TPS (Toyota Production System).

It’s a board and a process of organizing and prioritizing your tasks. To learn more about its history and the methodology, check out this link. The goal is to move your tasks through the process to completion. There are lots of electronic Kanban boards that you can track your work. You can also create one on a whiteboard, in a spreadsheet, or on a poster for your wall. When we started, we used a long piece of craft paper. We added columns and used sticky notes to represent our tasks.

The column titles vary slightly, but the idea is to finish items you start before you start something else. When you add tasks to the “wish list” or backlog, you prioritize them according to importance or deadlines. The graphic above has “Ideas,” “To Do,” Doing,” and “Done” as the headers. I usually use “Backlog” for ideas, “Planning,” “In-Progress,” and “Done.” In my IT world, my team does Quality Assurance Testing, so we often have another column under “In-Progress” for Testing.

Each day or every few days, the teams meet for a short stand-up and update their progress. Writing is often not a team-sport, but you can still use the methodology to track your open and in-progress work. The electronic Kanban boards often provide metrics on how long it takes for you to do tasks. This is good for repeatable tasks. It should give you an idea of how long it will take next time, based on past history.

I like the organization that these boards provide. When you’re working on an IT project or software development, there are thousands of little tasks that are key, and you need to keep them in the right order because many have dependent tasks. (It sounds a lot like resarching, writing, editing, and marketing a book.)

Check it out. You don’t have to go crazy with buying an application. You can create a Kanban board in Excel or a Word table or on a large piece of paper. I like using sticky notes because you can easily move them from column to column. And there’s a great sense of accomplishment with that “Done” column is full.

Improving Your Productivity - Tips for Writers

In workshops and interviews, I’m asked a lot about how long it takes me to write a novel. It took me over five years to write my first novel (and another two to get it published). As I worked on my writing and revising skills, I came up with some ideas that would help me be more productive and focused with my writing time. You need to find what works for you and your life. Here is what I do.

1. I spend about a week plotting the story idea and thinking about what characters need to be involved.

2. I write an outline of each chapter. It’s usually a bulleted list of what happens. This helps me see where I can add clues and suspense. It also helps me see motives.

3. I need between 28-35 chapters for my word count. (I write cozy mysteries.)

4. I create a character list in an Excel spreadsheet to make sure I remember the key details. (I add a column for each book in the series.)

5. Then I start to write. I still have a day gig, so I write before work and during lunch. If I don’t hit my word count for the day, I’ll write more at night.

6. I try to do 1,000 words on workdays and at least 3,000 words on weekends and holidays. Life gets in the way sometimes, so if I know I have something else to do, I try to write ahead. Do your best to keep your schedule, but don’t beat yourself up. Some days, the words aren’t there.

7. I just write during this time. I don’t revise or edit. When I started writing, this really bogged me down. I spent months rewriting and revising before I ever finished the first draft.

8. When I’m done, I save it. (And always make a backup.) I then print out the draft.

9. Now it’s time for revising. I’ll spend another month or so looking for typos, plot holes, and any other thing that doesn’t make sense or contribute to the story. I add new stuff, and I delete a whole bunch of junk that bogs down the flow.

10. It’s time now for beta readers or my critique group.

11. Then it’s time for more revisions.

12. My agent and her fantastic crew read it next and provide feedback.

13. And it’s finally ready to go out for query.

This is my system, and it works for me. Give it a try. Keep what works for you. I am able to write at least three novels a year now.

Remembering All the Administrative Tasks - Tips for Authors

Writing is a business, and with that comes a lot of administrative tasks that you need to keep up with, along with your writing, revising, and book marketing work. Make sure that you take care of the tasks before they get out of control.

Mileage and Receipts - After an event, I record the mileage, tolls, and expenses in my yearly spreadsheet. I do it as part of my unpacking routine. If I purchase something, I print the receipt and file it. By doing these as they happen, I don’t have to spend time at the end of the year trying to remember what I did and how much I spent. And I don’t have to scramble to find receipts.

Sales Tax - My state requires that I collect and file sales tax on all book sales that I do. During an event where I’m selling books, I keep a list of what books sell and the cost. I record all sales in my spreadsheet, so I have the information when I file my quarterly sales tax.

Filing - Filing is not my favorite thing to do, but I’ve learned over the years to keep up with it (or it’s a mess at tax time).

Contacts - When I get a new contact, I added it to my electronic contact’s database with a description of who/what it is. It takes some time, but it helps me remember later. If it is a service or a person for book marketing, I also keep a spreadsheet with a lot of metadata (like name, business name, specialty, who recommended them, etc.), so I can find the information later (in case I forget the person’s name). Make sure that you back up your favorites and contacts in case your computer or phone is lost or damaged.

Minimize the Clutter - I acquire hundreds of postcards, bookmarks, flyers, and business cards throughout the year. I put all of the contact information in my electronic contacts database or my spreadsheet, and then I recycle the business cards and flyers. If it’s an event that I attended, then I keep the souvenir for my scrapbook. I donate a lot of books to the Friends of the Library, and I’ve started putting bookmarks that I don’t use in a plastic baggie to go with the donation. You can also slide them in the book for the next reader.

Organizing Your Photos - I download my photos to my computer after an event. I file them by event with enough information that I can find them again, especially if it something that I want to use for book marketing. I go through my pictures and delete the ones I don’t want to keep. Cloud or hard drive storage can add up with thousands of pictures after time. At the end of the year, I move all of the previous year’s photos to an external hard drive.

If I do the admin-y tasks throughout the year, then it’s not such a big hassle at tax time. Best wishes for your writing and book marketing!

Holiday Time Management Ideas for Writers

Thanksgiving has come and gone, and the December holiday season is fast approaching. It should be a time of celebration, but it's stressful when there are too many tasks and obligations. And somehow, my schedule always gets crazy in November and December.

Here are some ideas for managing to celebrate and still work on your writing and book marketing.

1. Create a bank of blog posts when you have extra time. That way, when you're in a crunch, you can use one that is already ready to go.

2. Schedule blog, Facebook, and Twitter posts in advance, especially for days you know you'll be busy.

3. Find an hour or two on your calendar and block it off as writing time. I cut TV/movie time when I need more writing or editing time.

4. Get up early (or stay up later) to write, blog, or post to social media. My house is really quiet in the morning, and I get a lot done before the family and guests are up and ready for breakfast.

5. Use your social media mobile apps. When you are standing in line, check your social media sites, respond to comments, or do a quick post or tweet. It's a great way to keep up with emails too.

6.Take pictures of the fun and festivities. They're great for sharing to Facebook, Twitter, Instagram, Google+, and Pinterest.

7. Use a calendar to keep up with the "must do's." Some electronic calendars (like Google) can be shared with others. There is also a variety of software out there to help manage tasks. Trello is a fun, easy one to use. You create electronic "cards" to manage projects or large efforts.

8. I try to get the holiday shopping done and wrapped early. It just takes some of the pressure off.

9. You can say no and not feel guilty. You don't have to participate in everything. I was asked to be a part of a cookie exchange one year. The idea is to bake one dozen cookies for every participant. I ended up baking ten dozen cookies. It's a nice idea, but I really didn't need the cookies I brought home. And it was more work and stress than value.

I hope you have a wonderful holiday season. With a little organization, it can be a fun season, and you can still have time to write and do your book promotions. Happy writing!