2.2 Staying Organized
Although setting up a schedule is relatively easy, sticking to one is challenging. Even if you are the rare person who never procrastinates, unforeseen events may interfere with your ability to complete tasks on time. A self-imposed deadline may slip your mind despite your best intentions. Organizational tools (e.g., calendars, checklists, note cards, software) and setting up a buddy system with a classmate can help you stay on track.
Throughout your project, organize both your time and resources systematically. Review your schedule frequently and check your progress. It helps to post your schedule in a place where you will see it every day. Email systems usually include a calendar feature where you can record tasks, arrange to receive daily reminders, and check off completed tasks. Electronic devices such as smartphones have similar features. There are online task-management tools you may use for free on the Web, such as Google Tasks, HiTask (https://hitask.com/), Nirvana (https://nirvanahq.com/), and Remember the Milk (https://www.rememberthemilk.com/). Some people enjoy using the most up-to-date technology to help them stay organized. Other people prefer simple methods, such as crossing off items on a checklist. The key to staying organized is finding a system you like enough to use daily. The particulars of the method are not important as long as you are consistent.
Organize project documents in a binder or digital folder. Label these clearly. Use note cards, an electronic document, an online database folder (this will require you to set up a free account on the database), or free downloadable software such as Zotero (https://www.zotero.org/) to record bibliographical information for sources you want to use in your paper. Tracking this information during the research process will save you time when creating a list of references.
Writing at Work
When you create a project schedule at work, you set target dates for completing certain tasks and identify the resources you plan to use on the project. It is important to build in some flexibility. Materials may not be received on time because of a shipping delay. An employee on your team may be called away to work on a higher-priority project. Essential equipment may malfunction. You should always plan for the unexpected.
Anticipating Challenges
Do any of these scenarios sound familiar? You have identified a book that would be a great resource for your project, but it is currently checked out of the library. You planned to interview a subject-matter expert on your topic, but she calls to cancel. You have begun writing your draft, but now you realize that you will need to modify your thesis and conduct additional research. Or, you have finally completed your draft when your computer crashes, and days of hard work disappear in an instant. These troubling situations are all too common. No matter how carefully you plan your schedule, you may encounter a glitch or setback. Managing your project effectively means anticipating potential problems, taking steps to minimize them where possible, and allowing time in your schedule to handle any setbacks.
Many times a situation becomes a problem due only to lack of planning. For example, if a book is checked out of your college’s library, you can request it through interlibrary loan to have it delivered to your campus in a few days. Alternatively, you might locate another equally useful source. If you have allowed enough time for research, a brief delay will not become a major setback.
You can manage other potential problems by staying organized and maintaining a take- charge attitude. Take the time to save a backup copy of your work on a portable flash drive. Or, instead of using the hard drive of one computer to save your work, create your word-processing files using cloud storage such as Dropbox or Google Drive, which you can access with a username and password from any computer with an Internet connection. If you don’t have a reliable Internet connection off campus, then visit a computer lab on campus or a public library with desktop computers, or you can go to a coffee shop with a laptop; it is important to find a space where you can concentrate and that is open during times that work with your schedule. As you conduct research, maintain detailed records and notes of sources—doing so will make citing sources in your draft infinitely easier. If you run into difficulties with your research or your writing, ask your instructor or a librarian for help, or meet with a peer or writing tutor.
Writing at Work
In the workplace, documents prepared at the beginning of a project often include a detailed plan for risk management. When you manage a project, it makes sense to anticipate and prepare for potential setbacks. For example, to roll out a new product line, a software development company must strive to complete tasks on a schedule in order to meet the new product release date. The project manager may need to adjust the project plan if one or more tasks fall behind schedule.
