the craft. tips, tools, and tricks.

I cannot tell you how many times I’ve been questioned about how I get it all done. The reality is sometimes it’s haphazard, overwhelming, and a little crazy. But I’ve definitely gotten a rhythm that works for the most part when it comes to balancing a full-time job, managing a writing community, and building a writing career. For the next four weeks, I’ll be sharing what Getting it Done looks like for me.

I won’t say that I am the most technical girl when it comes to organization. I honestly still love pen and paper a lot! However, being productive takes some type of tools or systems whether it’s rudimentary or advanced. So, this week, I just want to share a few of the things I use to try to keep this crazy life of work, writing, and life on track.

First and foremost, I live and die by my calendar. I sync both my work and personal calendars to my iPhone because, OMG. Thankfully, we were supposed to go back to the office two years ago now and we just haven't. So I have the flexibility to schedule things during my workday at times. Gotta know when I have meetings, when I have personal engagements or appointments all in one place. Oh and reminders!

Along those same lines, I utilize Calendly for scheduling specific meetings. Anything that you get asked all the time, I think you can automate. So even with my work, people always want to set up a chat! I notice these are like 30-minute calls a lot of times with people who want to learn more about the work that we do. I set up an event so that I don’t have to go back and forth about my schedule. I also use Calendly for setting up podcast recording times. This way, I let people know when I’m available and they can select what works for them. It gives the Zoom link and syncs with my calendar. Hallelujah! And it’s Black-owned. That’s an extra win.

Squarespace also gets so much money out of me it’s ridiculous. But I like having everything all in one place. From my email server, to member areas to host Permission Granted, etc. I started with them so long ago and to see all the developments over the years has been great. When I started, I just wanted a good looking website that was easy for me to manage. Bingo!

For writing, I’ve dabbled in systems like Novlr, however, when it comes to turning in drafts to my agent and publisher, they just want Word docs. So I felt like why am I starting on a different platform if I’m just going to end up in Word anyway. And the reality is, Word has a lot more tools than many of us take advantage of. From utilizing something as simple as headings to focus mode, Word can really get you where you need to go. When I’ve posted random BTS pics on IG, a few people have DM’d me asking what program I’m using and it’s just Word. lol.

For my newsletters, pitching, copywriting, and such, I’m definitely a Google Docs kid. All of my business emails are still a part of the GSuite and it helps me keep everything in one place. And I love that I can access from wherever I am as needed, as well as be collaborative if I need to share a doc with someone else.

Along those lines, I did bite the bullet and finally purchase Final Draft. I just figured, if this is the industry standard, I might as well get as familiar with it as possible in the event the WGA is ever off strike and I can pursue a real career in writing TV. We shall see!

For a planner, I have really been enjoying the Full Focus planner. Now, my environmental people may scoff at four different books in a year, but hear me out! It’s broken out into quarters so that I can have a daily breakdown instead of weekly without having a HUGE planner. The reality is, I’m busy as hell from day to day with one million projects to keep track of. So, I really have to evaluate each day, my priorities, and other tasks that I will get to later during the week. It works for me. Everyone has different planner needs.

You can also absolutely take your planner digital right? And I tried. But I got to a point where I just wanted to be able to write things down. However, for collaborative projects, I will still work in Asana. I love it because you can assign tasks, and add deadlines. People need that accountability. As I say this, I need to get back in there and update some tasks for the PTW team.

Real old school is I have both a blank dry erase board and dry erase calendar as well. I told you, I don’t always want to have to open my phone to know what day it is, you know? It’s just a way for me to get distracted anyway. I also feel like writing my long term/quarterly goals on my dry erase board help bring me back to center. For June, I knew I was supposed to be working on my GML pilot script idea. And every time I look up at the board, it’s there, so that I don’t get into other nonsense without finishing that first.

It is real out here. ADHD is real for a lot of us, probably because we are in this land of constant distraction and so the tools and systems I have are about trying to keep me on task. “Take your time, but don’t waste it.” A life mantra for me at this point. So, I do my best to keep myself in order with what feels like an impossible schedule at times.

I’m always encouraging you to find what may work for you. But these are just a few things I’ve found that help me keep it all together. And I’m open! What are some other great tools that you’ve utilized to get it done?

Next week, as we wrap the series, we’ll discuss the importance of rest in getting things done.

I’m also very thrilled that we will have a guest writer for the following four weeks, GG Renee explores Tools for Creative Courage and Resilience.

Writing/Job Opportunities

The PEN/Bare Life Review Grants support literary works in progress by immigrant and refugee writers, recognizing that the literature of migration is of inherent and manifest value. Beginning with the 2024 grant conferral, PEN America will confer two PEN/Bare Life Review Grants of $5,000 each. (July 21)

Baya Simons is Acting Commissioning Editor for arts on the best in the biz, FT Mag and looking for pitches for narrative-led longform stories, profiles and essays. If you're a writer with a great idea I'd love to hear from you. Email me at baya.simons@ft.com.

The Boston Globe is hiring an Editorial Director for Newsletters.

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The Association of Pro Writers & Editors is hiring a Writer.

The Atlantic is hiring an Associate Editor. ($60-80k)

Big Machine Label Group is hiring a Publicist.