spreadsheet – Deborah Makarios

September 1, 2017

Getting Control of Your UFOs

Spreadsheets have a reputation for being cold and factual. Less often are they seen as a form of inspiration and a repository of dreams.

Let me explain. Some time ago, I was going down for what felt like the third time under a morass of unfinished things and dreams deferred. Hope deferred makes the heart sick, as the writer of Proverbs sagely observes, but a dream fulfilled is a tree of life. (You know you have too many UFOs when even the creator and sustainer of the universe tells you to get your act together and start finishing things.)

But where was I going to start? There were too many of them, and some had to be done before others, and they all had different conditions attached, and….

Enter the spreadsheet. The first thing to do is to list all the projects you have underway, followed by all the projects still at planning stage (Column A). To my shock, my list came to nearly 20 items.

The next step is to assign them deadlines (Column B). These socks need to be finished by the intended recipient’s birthday; those curtains need to be lined before summer; this project needs to be completed before that one can be started, and so on. Some things don’t have a deadline; that’s fine. Just put down NA.

Then reorder them accordingly. Column B gives you your deadlines (where applicable) but it’s Columns C and D which really tell you what to work on next.

Column C tells you whether each project is portable or not. Can you take it out and about (to the theatre, on the bus, to a friend’s place), or is it a strictly stay-at-home kind of project? Obviously, if you only do one or the other sort of project, skip Column C.

Column D rates the concentration necessary for each project. A rating of 1 means you can do it while focussing on something else – TV, someone reading aloud, a conversation… Plain knitting, sewing hems or seams, and projects you’ve done a zillion times all fall into this category. A rating of 3 means that the project requires your full attention: complicated projects, cataloguing materials, or trying something you’ve never done before.

A column for notes can also be handy – take photos throughout for this one; break this one down into smaller tasks; check you have all the materials before starting. Do not attempt when tired. Here be dragons. Whatever.

The results? While I still have plenty of UFOs, there are fewer of them. Fourteen at last count, of which only six are actually UFOs – the others are still in the planning stages. When I add something new to the spreadsheet – for a gift, for example – it moves toward completion more quickly.
And then it disappears. You may wish to keep a record of your Finished Objects, so you know where all your time went, but don’t clutter up your UFO spreadsheet with them – you want to see at a glance what you still have on your plate, and what you have, so to speak, eaten. (Let us leave this metaphor before it becomes any more ooky.)

After so long spinning my wheels, I finally have traction, and I am enjoying it. Enjoying making progress, enjoying knowing the UFOs are under control, enjoying seeing my dreams come closer, and enjoying the productivity of my hands. Because good time management isn’t about being harried by a to-do list, it’s about enriching your life. As Benjamin Franklin wrote, “Dost thou love life? Then do not squander time, for that’s the stuff life is made of.”

January 22, 2016

Prospect & Retrospect

Have you ever seen your past laid out on a page? It’s unnerving.
Last week I typed up my 2015 work diary (a daily note of what I did or why I didn’t do anything) into a spreadsheet: a year at a view. It was disheartening, encouraging, and then disheartening some more.

Consider the numbers. There were 365 days in 2015. Of these, 52 were Sundays, and therefore days of rest. That leaves 313. (Yes, I work Saturdays.)

I took four days off for public holidays, including Waitangi Day, Good Friday and Christmas. I also took three days for private holidays: my birthday, our wedding anniversary, and our family name day. That takes the total down to 306.

I had a startling eleven sick days, although nearly half of that was eye-related – having laser surgery does require a certain amount of time spent in the offices of eye-people, and also a certain amount of time resting the eyes afterwards (total: 295).

Then there were visits to friends or family, including one for a wedding – a total of five visits, to my amazement, which between them ate up 25 of what would otherwise have been working days (270).

I also took Edith Sitwell’s advice and had some days in bed – well below her suggested quota, though, as I only had six in fifty-two weeks (264). Am I super-lucky? Well, yes, but if it’s any comfort, I haven’t had a paid holiday (or sick leave) in nearly two years.

That’s 101 days already off the total. Disheartening, yes? So what did I do with the remaining days? Did I, you may be asking, do any work at all? I am happy to say, I did.

I did 36 days research; spent 64 days writing; another 40 days typing up what I’d written; a further 8 days reading through what I had typed and taking notes; and a whole 44 days blogging. I also spent a day on a letter to the Prime Minister about the Polish children of Pahiatua and another day on a skit for a local Light Party. 194 days of writing work, not counting the three I spent overhauling my workspace between projects, or the two I spent on working out a mission statement of sorts. Call it 199. (That’s the encouraging bit.)

The advanced mathematicians among you will have realized that if you have 264 days, and write in 199 of them, that leaves 65 unaccounted for. What happened to those days?

I wish I knew.

Some of them likely included unrecorded blogging, since the frequency of posts appearing here certainly exceeds the frequency of blogging mentions in the work diary. But bits of the year seem to have just disappeared, like the calendar of Verrius Flaccus.

For the most part, the blank days are scattered in ones and twos about the year. There are two and a half weeks looking blank in December – I don’t much mind that, we had some very special guests I don’t get to see nearly as often as I’d like – but there’s also a great wealth of blank days in May. After the 6th of May, there’s nothing recorded til the 3rd of June. And I don’t know why. There don’t seem to have been any external causes, I just ground to a halt for about four weeks. Except for blogging. (So thanks to you all, for keeping me writing in some form at least!)

2016, I decided, must be different. In preparation, I did my version of the Relaxed Writer’s exercise I did two and a half years ago. Three columns: I Don’t Want, I Want, and I Will. I think I meant to look at my writing life in particular, but it came out very much more general than that. And very repetitive. This is apparently normal and shows you what you’re most concerned about. Happily, this meant that my list of forty-plus “don’t wants” were reverse-engineered to a shorter list of “wants” and in the end my list of “I wills” had only six items on it to cover the lot.

Two or three of these are specific to a single matter, but the others are very general. In essence, what I need to do this year is to trust the process and trust God. I have a routine which I am gradually converting to habit;*; a routine which, if followed, will make sure that the things that need to happen happen, and nothing gets wildly out of control. Like turning the heel, I just have to keep going in faith that it will all come together if I just keep going.

So 2016 will be for me the Year of Trust. Trust God. Trust the process. Keep going. And for my theme song, I could do worse than this (try here if you prefer to listen).

*In looking back at this habit post, I note it was written in late May and mentions that I’ve been sick for the last couple of weeks. This may explain a large part of the absence of May, although you would think I could at least have left myself a note. In the diary, rather than on a blog. Do I look like the sort of woman who subscribes to her own blog? Still, it’s nice to know I wasn’t slacking off entirely.

September 9, 2013

The Great Silence

Not the monastic zip-lip after Compline, or even the rather fascinating documentary about the Grande Chartreuse (proof that monks do indeed use the Alps as a snow-slide). No, I refer to my lamentable lack of posts lately – due in large part to having been away for the weekend to recover from the after-effects of moving house.

Today, however, I was at home, and have finally unpacked the books! It took some time to find space for them all, but in the end the deed was done.

One of my favourite things about our new house is the study (or library) – an entire room for reading and writing! Unprecedented luxury. One long wall of this room is entirely covered in shelves, so I didn’t even need to have much recourse to the four bookshelves we brought with us. The result of my afternoon’s labours is something like this:

There is one free-standing shelf containing my mystery collection (a collection of mysteries, that is – hard to collect something if you don’t know what it is) and writing books. There’s also a lady’s reclining armchair (designed for those of us whose legs are of moderate length) and my little writing desk (aka the elegant bedside table).

Happily, these are now accessible as the thicket of book-boxes has been cleared away. The empty boxes are now rendering the laundry largely non-navigable, but that’s not such a problem. Translation: I don’t read in the laundry.

Next Monday I should be able to get going on the writing in earnest.

For, to confess (is not the internet the great confessional, except without penance, privacy, or more often than not, penitence?) I have not written a word in weeks. This past week I’ve spent my extra time in the morning asleep, and I can’t even remember the last time I did morning pages. Or updated the word count spreadsheet.

OK, I checked. The last time I updated the spreadsheet was the 10th of August (yes, a month ago) and the last time I recorded anything other than blog posts was on the 24th of July.

I’m pretty sure I’ve written something since then, but yikes.

Any advice for getting back into the swing of things, or suggestions of appropriate penance?
R.S.V.P!