When you’re in the midst of a production, or probably life in general, things come at you all the time. There is a never-ending stream of things to do. We might need to get something important done, like this little doodle illustrates below. Easy, right? We go over and we do it.
But in reality, all these other tasks pop up along the way. Looking a little like this…
And there can be a temptation to handle them like this…
This is not the way to do it. Why? Because tasks are like fractals. I’m showing those big tasks that pop up to get in the way of achieving your main goal. But if I went deeper and zoomed into that image, you would see a whole bunch more little tasks and, each time you go to tackle one, you’ll likely see more things that need doing. And your original goal gets further and further and further away. The person tackling things in this order is a very busy person but they aren’t always making the best use of their time.
The thing is, not all of these tasks are equal. They may all need doing but they don’t all need doing NOW. You have to focus. You have to prioritise and use your time as best you can. Instead of being busy, you have to be productive in a very clean way. You go for your core task and you do that knowing that, if it is truly important, other tasks will either depend on it or be made easier by its achievement.
So really how you should approach the task is like this…
Focus on your core task. Get it done. Then evaluate those other tasks, prioritising them, delegating what you can and even making a conscious decision to ignore some – not everything is crucial and some schedules simply don’t allow for every little thing to get done. Focus on what will count when the end product is delivered and do so in a very clear order of importance. Go straight to your main task. That’s how to get stuff done.
A lot of people have passion for their own work and the desire to create something wonderful. The dream of really really take ownership of their work. And yet, more often than not, those people achieve much more when working for someone else than they do on their own projects. They might tinker away at their projects once a month or so. Or just wish that’s what they were doing and then feel bad that they haven’t actually achieved anything. Sound familiar?
So how do you focus yourself on your own work when you get a bit of time? For me, there are several ways of doing it but what they really come down to is replicating the pressure of having a job. When you’re an employee, usually someone tells you what they need and when they need it. And once you have a goal and a deadline, you have a target and you get to work and great things happen.
When you have your own projects, you probably know your big end goal. But you may not have broken it into smaller tasks yet. And I’m willing to bet you have no deadline.
So set a deadline. Better yet, get yourself a deadline. What’s the difference? If you set a deadline, you can shift it. You get busy and so you put it off for a week. Two weeks. Months. But if you acquire some sort of external deadline, that’s likely to be fixed. An application to a funding body. A submission to the Cartoon Forum. A trip to a conference or a market. Set up a meeting for that market with someone important and then put that date in your calendar. Congratulations – you just got yourself a deadline.
Now put that in whatever diary you use to keep track of what you’re doing, whether it’s your phone calendar or a series of scrappy post-its stuck to your computer. Break down what you need to do into smaller goals and create smaller step deadlines between now and your fixed deadline. Never lose the pressure of that big deadline. In fact, if it doesn’t feel pressured enough, get more deadlines to meet. Become a gatherer of deadlines.
Then meet every one of them. Before long, your project will have turned from an idea to a developed pitch concept and, if you keep at it, hopefully much more than that.
Very early on in my career, I spent a short time at a games company back in the early Playstation 1 days. Making games required long hours, it seemed, and people stayed at the studio until around 10pm every night. Anyone who dared leave early was judged as they left because it’s hardly fair to leave your comrades working, is it? You have to pull your weight.
But it didn’t take long to notice that most people spent a large amount of their day not working. They chatted about football and Ministry of Sound and DJs. They made lots and lots and lots of tea and others were out for cigarettes every half an hour. It didn’t seem entirely productive. And it was easy to see why. There was a mentality of: well, I’m working late anyway so I can have these breaks and I’m still working hard.
And that rendered the late nights pointless. They were working late for one reason – because a working late culture had crept in. The truth was that nobody really valued the time.
Good time management is essential. And for you to be good at managing time, you have to be aware of its value. Every minute has to mean something to you.
A culture of working productively is fantastic. One of working long is not the same thing. Which is why I’m sure you all know some studio somewhere that has its people working late most nights yet constantly misses deadlines.
All time must be assigned a value. It’s how we can manage development and it’s certainly how we can manage production – juggling stories, scripts, animatics, animation, sound, editing and more on multiple episodes at once. And if things go wrong, the values assigned to specific blocks of time must be reassessed and redistributed. When you have solved that problem and are back on track, you then reassign the values yet again so that you’re not spending time doing things that now aren’t needed. None of that happens if you don’t value time as a precious commodity.
You also have to be aware that the same activities can carry different values in different situations. For example, wandering around a house with a coffee can be essential think time for a writer. For a train driver, it means they have skipped work and there are a lot of angry people waiting on a platform somewhere.
The same rules don’t always apply.
So to achieve good time management and get stuff done, appreciate the value of time. Evaluate and reevaluate it. Never take it for granted and never just slip into the habit of using it up for the hell of it.
One last thing: it is also imperative that you don’t take the time of others for granted too. Value their time. If you send someone a work email on a Sunday, for example, and it doesn’t go frontloaded with an apology you’re effectively saying you don’t value their weekend time unless it’s about a project you are both working on together and have agreed to communicate on over those periods. Even if they are choosing to work, that’s their time (thank them for that later). Draft the mail and send it on Monday. If you do have your team working the weekend, feel bad about it. Really. That will help you get better at managing the situation to avoid it happening in future. The worst thing is that you start to take it for granted. Because when the value of time slips, so will effectiveness and productivity.
Time must be valued and treated as sacred for you and everyone else to stay productive. And if that’s not reason enough, keep in mind that it eventually runs out for all of us. You’ll want to feel you used it wisely.