Design Students! Do you have a plan?

Don't worry, I'm not talking about your 3, 5, and 7 year career plan, and I'm not talking about your financial goals or retirement. I'm talking about getting through today, this week, this semester, that one project that seems to take up all of your time.

Right now you are likely about half way through your semester. You've likely submitted a few projects and probably have a few bigger projects on the go. At this point it's easy to fall into the emergency response approach to project management —?focusing only on the most imminent most stressful deadline and not paying attention to the rest of the projects on the horizon. It's a reactionary approach that focuses on the deadline rather than the process or the project or the broader context. It's stressful and likely does not lead to your best work. There is a better way. In fact there's likely many better ways; but here's one that I've found quite helpful when deadlines build up and time and attention is being pulled simultaneously in different directions —?make a list, actually, make three.

Making a list can be very helpful. As Aaron James Draplin once said when talking about his Field Notes Brand product "I’m not writing it down to remember it later, I’m writing it down to remember it now.". There's a lot of truth in that. In regards to lists though, I would say that I'm not writing it down to remember it later, I'm writing it down so I can stop thinking about it. And it's important to note that writing, with your hand, is far better than typing or voice recording. There's something that happens when you write it down, it imprints in your brain in a different way. It also makes sleeping easier as you don't have to cognitively remember it again; you have removed the burden to cognitively remember that thing. You have offloaded some of your time and effort and thinking to a piece of paper —?magical.?

I'm not writing it down to remember it later, I'm writing it down so I can stop thinking about it

I know three lists sounds a little excessive and maybe for some it is, but it is a pretty simple process that doesn't require a lot of time. Here's how it works.

Step 1: The Big List —?Unload!

This list is the starting point. It's the list of all lists. It has absolutely everything on it that I have to get done. Everything from picking up dog food to planning for a client meeting, from cleaning the bathroom to setting aside time to ride my bike. Theoretically, if I do everything on this list I am free of responsibility. There is nothing left for me to do but whatever I want. Of course, we know that life is always bringing you new responsibilities and duties but we have to start somewhere, might as well write it all down.

This list is never fully complete, it is a living list and it needs to be revised as necessary. As you add things you are hopefully crossing off things and eventually you will need a fresh sheet. When you do,? re-write what is still on the old list first and then add the new stuff.

Step 2: Project Management 101

Full disclosure, I am not a project manager and I'm sure some who are might have some thoughts on this, which I welcome.

List two is one that is focused on your school projects. Write them all down and note of their deadline. It's important here to break down each project into stages/tasks. You need to break it down into smaller tasks. It's far easier to take 6 small steps than one giant one. Make sure those steps are easily defined so it's clear to you when they can be called complete —?we want to be able to cross it off our list and if it is ambiguous it's hard to know when it's done.??

This list now becomes your mini paper project manager. You no longer have to think of all the things you need to get done or worry about what you might be forgetting or not. You can now focus that attention and energy on actually getting those things done —?doesn't that feel better?

For some of you who maybe deal with anxiety and the thought of writing it all down and seeing all those things on the list is overwhelming I hear you. But I'd encourage you to give it a try, it may well be stressful to see all those to-do's but those to-do's exist whether you write them down or not and if you do, you are freeing yourself to focus on the doing —?doing quells anxiety.

Step 3: Focus + Prioritize

This list is the smallest list you will make. And you will make a new one every day. I use 3" square sticky notes so they are portable and small. On this note you will list 3 things that you want to complete today. They shouldn't be small but they can't be too big either. Make them tasks that require some time and focus but could realistically be completed during the day. That's it. Then the next day grab a new sticky note and write down three new things you want to accomplish. If you didn't get all three from the day before completed, carry those over.?

The Payoff

Once you have your lists you just have to allocate time and attention —?Block it off! Disconnect. Prioritize. As you get things done you then get to participate in one of the most satisfying things you can do, cross something off your list.

Once you get to the end of the week, or the beginning, whichever works better for you as a point of reset you re-write all of your lists. Yes write. On paper. With a pen.? Digitally crossing something off just doesn't cut it.

I consistently take a bit of time before the beginning of each week to update and revise my big list in preparation for the week ahead. It works for me, helps me to make sure that nothing (usually) gets missed, organizes my time and effort, and makes me cognizant of what the week is going to look like. If you're feeling like you might be forgetting things, or that there is too much going on to keep track of, some organization might help. It might help you be more productive, less stressed, and get things accomplished in a more efficient and methodical way. I encourage you to give it a try. Let me know if it works.