My diary management

Hi! How's your new year going?

Mine is going well thank you! Especially now I am over the cold that slowed me down over my Christmas and New Year holiday. Hurrah!

So, last week I talked about how I have moved my to-do list over to workflowy (one week in and it's working out well so far!).

Today, I want to mention the progression of my diary management over the last couple of years and how I am working on perfecting that. I am also tracking where I spend my time, and I'll blog about that next. I am aiming for a super efficient 2012, and there's always room for improvement!

Up until Feb 2011 I kept track of my commitments with a traditional week-to-view diary. I had been using that type of diary for a good few years (always a silver WHSmith diary. It became a tradition every December to buy one). As the year went by the pages would become more dog eared, and I liked that. This year I haven't bought one, but I kind of feel I should just because I am so used to see it sitting in it's place on my desk!

However, as my work, commitments and areas of interest progressed I knew I needed to take it to the next level, which for me was Google Calendar.

This felt so clean! And I could account for time hour by hour. And all those hours to fill! Whooohooo!

I devised a multi coloured calendar. Each colour representing a different task; social, work, running, time off, blogging etc.

And this is what the result was. Ta da!! So many colours, so pretty! ;)

BUT after a couple of months of this type of diary management I could see it's flaws. 

Yes, I could account for every hour, but as you can see, some days involved jumping from task to task. And more often than not, the tasks took longer than the time I had allocated for it. And then I would have to jiggle things about and it became a bit much really. I also hadn't given myself any room for maneuver. 

So, I had a think and devised a new type of schedule which allowed longer for each task so I wasn't jumping about so much, plus I gave myself more room and flexibility by introducing Leeway Days! 

Leeways days are time I reserved in my diary and keep empty as I've learnt that something unexpected will come up each week, it could be an event, work, or perhaps I need more time to work on something. Or just have some time off! It's handy to have some time in reserve if something needs to be juggled about or re-scheduled. 

These leeway days have been a really beneficial addition. I highly recommend them. 

These first few months of this year are looking to be busy ones already, and I'm looking forward to them and seeing what 2012 brings. 

And if you are looking for some events to fill up your diary with, you won't go wrong with these social media get togethers in Birmingham:

Birmingham Girl Geeks

Website

Twitter

Saturday 21st January

2.30-5.30pm

at Urban Coffee, Church Street, Bham

A meet up for geeky girls and women in Birmingham. And men can come too! Just grab a girl and put your name down. You can come there with me if you want!

I'll be doing a short talk there about social media and the 4am Project. 

Wordpress Birmingham Meet Ups

Website

Twitter

Wednesday 11th Jan (and monthly thereafter)

6.30-11pm

at The Old Joint Stock, 4 Temple Row, Birmingham

WordPress Birmingham (UK) is a monthly meetup group based in Birmingham, UK (unsurprisingly), aimed at bringing together WordPress designers, developers and site owners.

And not forgetting of course......!

Birmingham Social Media Cafe

Website

Twitter

Friday 27th Jan (and every last Friday of the year)

10am-midday

at Birmingham Town Hall, Victoria Square, Birmingham

The Birmingham Social Media Cafe is a place for people interested in social media to gather, get acquainted, chat, plot, scheme and share!

There we go!

How do you manage your diary? Any tips to share? :)

Say hello on twitter: @karenstrunks

Tips and advice on starting and running your online community project

So, you have a super, duper idea for an online community project! You want the world to know about it and join in, but where to start?

I’m writing this from the point of view of running the 4am Project. It’s a global photography project that asks participants to capture a view of their world at 4am. It’s had a reach in over 50 countries and over 4,000 images submitted to date. I wear many hats with the 4am Project (and it’s been an amazing learning curve!), from event organiser, pr person, community manager, press spokesperson, advisor to name just a few.

A little while ago I received an email from someone who was starting an online photography project and asked for my advice

I thought I would share some of my experience of running an online community project with you and the approach I have taken. So, with out further ado!

 Planning

Who do you want to reach? Where are they? Why do you want them to take part? How are they going to take part? How are you going to reach them?

I found twitter incredibly useful for growing the 4am Project. I searched for people with an interest in photography on twitter, checked out their individual profiles (and whether they were actually active on twitter,) and I followed them.

Note: I didn’t follow people randomly. I took the time to research each person individually, as there was a greater chance that they would be interested in the project, follow and take part in the project and also tell their friends. I don’t do this so much now as the project has been established and I generally let it grow organically on twitter now.

Because my project is photography based and using flickr, I tapped into the flickr community. Again, I researched groups and individuals and connected with them. I’ll warn you now that both this twitter and flickr method is VERY time consuming, but both yielded good results as I took the time and trouble to do my research as make a personal connection. Where is your new community hanging out?

As you tick one ‘to do’ off your list of plans, others will take their place. As your project evolves and grows you will probably get a host of new ideas! The more the merrier in a way, but before you dive into them, think about what’s going to work the best and what is worth your time. Some things you will have to try to see if they work, but as soon as it becomes apparent that an idea isn’t working for the benefit of your project, drop it and move on.

Time Investment

This one took me a while to figure out, and it still does to some degree.

From day one I wanted the 4am project to be global. I invested practically all my free time in promoting the project (I had no support/staff or £ to pay anyone to do it). It did take over my life, and there were times when I was exhausted but felt I couldn't take a break from it. (I'm quite driven anyway and put 100% into everything). However, I do think that experience has instilled a new discipline in me to manage time/work/effort more effectively which stands me in good stead for other work and projects.

There were times when it felt like the project was controlling me rather than me controlling the project. Be aware of this. The larger your project grows the more people you will be interacting with. They will ask questions and comment. Are you going to be there to respond?

When your project takes off the ground, there may be press interest. You may be asked to do interviews, that might be by email, or on the phone or even in person. You will have to allow the time to do this.

Another extension of your projects is growth may be that you get asked to speak about it publicly in workshops, conferences, net working events etc. Is this something you will be comfortable with? Of course you don’t have to do it, but it can act as a good way to reach a new audience and of course build up your confidence in public speaking too!

I run the 4am Project around paid work (the project doesn't earn any £). And it’s very likely you will have to work on your project outside of your paid work too. So, start thinking now about how much time you can/want to invest in your project, and schedule it into you diary. I've got a better balance with the 4am Project now, by setting aside specific block of time to work on it ie. Rather than, ‘I’ll do a few hours next Saturday’, it’s "I will work on this next Saturday midday-4pm". Other arrangements, social or otherwise will have to be worked around this. I don’t give myself much flexibility in this area, as it would be all too easy to ‘do it tomorrow’. Don’t fall into that trap if you really want to make a go of your project.

Let's talk money!

Do you want to earn £ from your project? Do you want sponsorship/funding? Start working on that now. You can't start too early. I found with the few companies who have sponsored the 4am Project so far, and the funding I have received, that the wheels can turn very slowly. Frustratingly so at times. I have found that to even get a relatively small amount of sponsorship, it has required a big time investment. Weigh up what's on offer, what you actually want, how it will benefit the project, and whether it's worth it.

However, it’s not all about the money! I would say don’t wait for money, unless it’s an absolute critical part to get your idea off the ground. You may not necessarily need any money (though you might think it’s good to have it). What you really need is your enthusiasm, time, energy and you have all the free online tools you need at your disposal.

Hopefully this glimpse into running an online project and community doesn’t sound too overwhelming!

There are a lot of upsides. It can be a lot of fun, it can give you great experience (that can stand you in good stead for future work), it can raise your profile and put you on the ‘radar’, and it will bring you into contact with people you wouldn’t ordinarily have met.

The bottom line

What do YOU want to get out of the project? When you are deep in the middle of it all and it really takes off and it's keeping you really busy, it can be easy to lose focus, so most importantly don't forget why you have started it. Put a sign up. Remember what your online adventure is all about! :)

Say hello on twitter! @karenstrunks