Getting a Handle on Time

How many times have you told yourself that you don't have time to write? To go to the gym? To read that novel for your book club? Like most people, you probably are busy and perhaps even over-committed. Because you're running around from school to work to extracurricular activities, while also trying to have a social life and manage your living space so that you don't end up on an episode of Hoarders, it can seem like there's no time left. The first step to getting a handle on time is a time audit.

The concept here is pretty simple: you map out all of your existing commitments (big and small) to identify space in your schedule for writing (or whatever other activities you need to do to accomplish a particular goal). If your main commitments are generally consistent from one week to the next, you can probably do this audit once a term or season. If, however, your commitments shift -- for example, if your work hours as a cashier at a retail store change every week or two -- then you'll want this to be more of a living document and update it more frequently.

You can download a blank schedule and complete it in paper form or you can open up a spreadsheet or document on your computer or tablet and create your own. The important thing is to be thorough when identifying and blocking activities and commitments. Include classes, work hours, exercise time, time for studying, time for commuting (especially if you take the bus or live a significant distance from school or work), time for meals, other personal time, recurring appointments or meetings, etc. In fact, if there is one television show that you absolutely must watch each week, add that in as well (just don't schedule in multiple shows per day or a show for every night of the week). And if you have responsibilities related to other people, such as taking mom to church or the kids to hockey, then you'll need to include those activities as well. Colour code if you like. When you're done, you'll have your own version of something like this:

Following this process, which really doesn't take a lot of time and is time well spent, you quickly see where your pockets of open time exist -- and hopefully you do have some. Some people will have more open time than others, of course, and open time will change as circumstances do. For example, if I had done this time audit in June, there would be much less white open time in my schedule: 5pm-9pm Sunday through Thursday would have been filled with course prep and teaching. So, when I said during the summer that I'd like to be swimming in the evenings, but I didn't have time, that was an accurate statement. Now that the fall has arrived and I'm not teaching, it is in fact a lie that I've been telling myself.

Pockets of open time identified, you now have the power to block off time for writing (or, for me, swimming). Even if it's just an hour or two that you can commit, it will get you started on your goal.

Now, some of you  undoubtedly are thinking, what if my time audit reveals no open time? I suppose that is possible (though in most cases I don't think it's probable). Nevertheless, if you do find that there is no white in your colourful time audit, you have some decisions to make. The only way to finish a major research paper, thesis, or dissertation is to actually commit some time to it. If you can't find a few hours a week, then you need to make time. This may mean taking a temporary leave from your volunteer activities, cutting back on work hours, asking family members or friends to take the kids to hockey, or spending one hour at the gym instead of two. Only you can decide what activities you'll compromise on to make time for writing. If I may, though, I would suggest that you attempt to maintain a healthy amount of sleep, time for prepping and cooking food (instead of turning to fast fixes), and some sort of physical activity, since these are important for general health and well-being.

One last point: once you've blocked writing time in your schedule, remember to defend it. Treat it as if it's your job or an appointment with a specialist -- don't be late and don't think you can just not show up without repercussions. And if someone asks you to do something, like volunteer for a very worthy cause, during your writing time, politely say no because you are already committed at that time.

Tasks Take Time

How long have you had that To Do list? Have you managed to scratch anything off it? Or does it just keep getting longer?

While it's true that making a list of the things you need to do is an important starting point when attempting to better manage your time to achieve your goals, most people miss the critical next step: blocking time in your schedule to actually do one of those tasks. Without a dedicated time for a task, especially if it is a significant one like conducting a literature search or transcribing an interview, it easily becomes something that floats from one day to the next, haunting you like a ghost. Should you call Ghostbusters? You could, but they wouldn't be much help.

Instead, try sitting down with your task list. Identify which tasks are quick and easy, and which ones will require more time or are likely to be more difficult. If anything can be accomplished immediately (make a hair appointment), then do it. For everything else, book time your schedule -- and be realistic about just how much time you need.

For example, I recently was discussing writing with a colleague who wanted to revise a paper for publication. In addition to addressing the reviewers' comments, she needed to transition her citation style from one (say, Chicago) to another (say, APA). Because she was unfamiliar with the new style required, and because online guides are often incomplete, she needed to obtain a paper or electronic copy of the complete citation style guide. Now, this may seem like a simple task, but weeks had passed and she still hadn't obtained it. I suggested that she book time in her schedule to either borrow or purchase the guide. The library option would probably take 15 minutes some day that she was on campus, while the purchase options could range from 5 minutes for an online vendor to 45 minutes if she went to the mall. If she committed the time in her schedule to "just do" the task, not only would she complete it (which brings its own sense of accomplishment), but she would also get rid of that ghost that was haunting her (at least temporarily).

You see, when we carry these incomplete tasks around with us, they take up mental space and they often result in feelings of guilt or inadequacy. But if you systematically tackle them, one at a time, you gain the upper hand, you gain control, and you feel better.

And when you do complete each task, remember to congratulate and reward yourself for a job well done.

A New Blog for Thesis Strategies

Recently, two graduate students I know organized a group here in Sydney called the Cape Breton Graduate Research Community (CBGRC). The idea emerged from a conversation we had about how difficult it can be to focus on writing once you've finished all of your course work. Any number of challenges may confront you, including general procrastination, a lack of motivation, or time management issues when part-time or full-time employment becomes necessary. It's also important to note that writing is often a solitary activity and just what goes into writing a major research paper, thesis, or dissertation often can't be understood unless you've been through the process. Consequently, family and friends may struggle to understand how best to support you through the process.

As we discussed these challenges and strategies for dealing with them, I mentioned that during my master's program at University of Alberta, a group of us met weekly at a coffee shop to discuss our work and vent about whatever needed venting. It brought a social element back to our work and established a support system. For many of us, though admittedly not all, it was an important source of motivation and helped us achieve our goals (we had a 75% success rate in our group of four). Perhaps a similar group would help graduate students in the area? Enter the CBGRC.

The CBGRC exists both as a virtual group on Facebook and as real, live social group that meets at the Cooperative Study Club on Monday nights. While the group has only met twice and hasn't fully decided how it will run, its founding members decided that once a month they would invite a guest speaker who could present on some relevant topic, such as breaking through writer's block or editing strategies. I was only too happy to accept the invitation to be the first speaker on the topic of time management, which is critical for success.

And so on Monday of this week, I brought to the CBGRC a list of the tips that I thought would be useful for time management. I also shared my personal electronic calendar with the members so they could see how I manage my time (colour-coded by priority areas). I also encouraged them to do a time audit to determine just how much time they have in their lives for writing once other responsibilities and commitments were accounted for (eating, sleeping, exercising, working, attending classes, etc). I invited them to create their own "Not To Do List" (shout out to JMcD) to help them say no to new projects or tasks that may encroach on their writing time. Hopefully, everyone took something useful from the session.

Having reflected on the presentation I gave, I've decided to establish this blog for the participants in the CBGRC and anyone else who is writing a major research paper, thesis, dissertation, or any other academic work. I hope to provide a few practical strategies based in my own experience and motivate the members to persevere when writing gets tough. And anyone with alternative or complementary strategies or personal experiences to share is invited to contribute them.

So, stay tuned for the first strategy next week in a blog titled "Tasks Take Time."

Creativity Lost and Regained

It's been several months since I wrote an entry for this blog and there are many reasons for that. I was recovering from an illness that left me with hardly any energy for a long time. Then I had to pack up my crafting area while a new door and windows were installed in my apartment. Next, my evenings were filled with course prep and teaching. Before I knew it, it was August and I was busy attending Action Week events, singing in the Jazz Festival, and traveling home for a vacation. In short, there's been little time for crafting, baking, or any other hands on creativity in my life (though, there has been some writing and singing).

This past weekend, however, was an opportunity to get back into the kitchen. My friends were involved in the Rotary fundraiser in North Sydney and I decided to bake cupcakes for the auction. Admittedly, I wasn't sure about this idea. For a moment, I wondered if I should paint some chalkboard wine glasses instead, but I did recall that cupcakes had been in the auction before, so I figured why not. And even if they didn't make a lot of money, every dollar would count.

After quite a long hiatus from Pinterest, I found myself browsing the site during my vacation. I was intrigued by and had pinned a recipe for Neapolitan cupcakes. They looked delicious and I was happy to have a reason to experiment with the idea. The cake was chocolate and vanilla, and the frosting was strawberry. Naturally, I had to make it my own, so I decided that strawberry cream cheese icing made with real strawberry puree would put them over the top. I also thought they needed a little something special on top. I considered several options: strawberry jelly beans, dark chocolate pieces, the little strawberry candies from a box of Runts, whoppers. In the end, I decided a cherry sour would be the "cherry on top," so to speak.

And so I set about baking cupcakes and then making frosting. While conditions were fine for baking, they were quite challenging for frosting. The humidity was incredibly high on Saturday. My strawberry cream cheese icing made with Madagascar bourbon required significantly more sugar than normal to be of an appropriate consistency (I've since Googled and discovered that the addition of cornstarch would have helped the situation -- good to know for next time). Eventually, the battle with humidity won, I topped each cupcake with a pink swirl and a cherry sour. I then chilled them until it was time to drive to North Sydney.

Now, naturally, I had to cut open one of the cupcakes to try. Quality control is an important part of baking, especially if you intend to auction off your goods! I was very pleased with the results. The inside of the cupcake was a sight to behold! The chocolate cake surrounded the vanilla. These were some of the most unique cupcakes I'd ever seen. I'm honestly still not sure how exactly that effect was accomplished! And the icing, of course, was as heavenly as ever. You really can't go wrong with strawberries and cream cheese.

About an hour before I was due to be in North Sydney, I removed the cupcakes from the fridge and packaged them for the event. I had picked up brown cardboard cupcake boxes from Michaels for this purpose (yay 50% coupon!) and placed four in each. They looked pretty and professional, which made me very happy. (I am only sad now because I didn't take a photograph of them in the boxes!) I figured the auction organizers could decide whether to split them up or not.

Dressed and ready to go, I was very concerned about the humidity melting my cupcakes and even more so about the cherry sours melting and running all over the icing. (Then they'd be Dexter-inspired...) I rushed to the car and turned the air conditioning on bust for the drive over. Trying to avoid them toppling over, I held the handles of the reusable grocery bag they were in as I made a few sharp right-hand turns. I briefly paused at my friend's house and gave her a cupcake to try before we continued on to the event, which was held at the Yacht Club. Cupcakes delivered, I strolled around to see the other auction items. I was surprised to see just how many homemade items were available: jam, pickles, beets, fudge, bread... I felt less self-conscious about my contribution as a result. My friend and I grabbed wings and fries, and sat down at the best table in the joint (right next to the door) to wait for the auction to begin.

I eventually learned that the organizers had decided to break up the cupcakes and auction them four at a time. I wasn't sure this was a great strategy, since I couldn't imagine anyone paying much for just four of them, but I noticed that this had been done with several of the other homemade items. At this particular auction, that approach seemed to work quite well. Jams, beets, and fudge were all going for $25-30 each. And when the time came for my three boxes of cupcakes, they did equally as well. Who would have imagined that my cupcakes were worth more than a Joe Carter (Blue Jays) autographed picture? Not me. (And probably not Joe Carter either...)

So, it was good to get back into the kitchen after many months away from baking and I had a lot of fun at the auction. And now I must put on my thinking cap to decide what I'll make for a cake sale later this month! Stay tuned!