Does this picture look familiar or are you a person who has a to-do list for everything? This subject has cropped up a couple of times recently in online meetings and with LinkedIn contacts, so I thought it could be a good time to write a blog about it!

I am an experienced copywriter, based in Leek, Staffordshire. I have undertaken writing projects for many different businesses over the years, both digital and hard copy. If you think your business could benefit from a professional copywriter, please get in touch to discuss your project in more detail.

As for me, I am firmly in the camp of to-do lists (written, not digital), and anyone who knows me, also knows that I always have a to-do list on the go! Whether it is for work, holiday planning, Christmas presents – whatever the project, both personal and work-related, I find the physical writing of a to-do list an invaluable tool to help me:

  • To prioritise
  • Be organised
  • Complete tasks in a logical way
  • Add thoughts as they occur to me
  • Make sure I don’t forget anything
  • Show me the progress I am making
  • Give me a warm and fuzzy feeling when I look at everything I have managed to accomplish!

Everyone has their own way of doing things, and I know that a to-do list, especially hand-written, isn’t necessarily for everyone. Personally, I find listing tremendously liberating. Writing everything down frees up headspace. It stops me from becoming distracted, or, even worse, talking to myself so I don’t forget to do something!

However, my to-do lists aren’t written in stone. In fact they change frequently as I go along and new things occur to me, or unexpected hitches crop up. What starts out at the beginning of the week as a neatly numbered list, gains ticks (or crosses), asterisks, extra notes, arrows linking to other items on the list and additional things by the end of the week.  In fact, my to-do list would only make sense to me. And perhaps, that’s the point of it?

To do-lists and project management apps

As a freelance copywriter, I sometimes have several projects on the go at the same time – all for different clients, on different topics and at different stages of completion – so, in addition to my to-do list, I use a simple project management tool to help me to avoid overwhelm and stay on top of things.

I was introduced to Trello by a client a few years ago and have never looked back!

I colour-code client projects; add due dates; set reminders etc. I admit that I don’t use it to its full potential, simply setting up three boards (last month, this month and next month), with a list for each stage of a writing project as follows:

  • Waiting for brief
  • Briefs received with due dates
  • Working on right now
  • Draft completed
  • Final edit
  • Submitted to client
  • Invoiced

Each job card has the project name as its title. I include the client and due date, adding notes as required as the card passes from one list to the next, for example:

  • Whether there is enough information in the brief
  • When I requested more information/clarification
  • Date of email chasing a brief
  • Quote reference
  • Research notes and references
  • Recording time/dates spent working on big projects for accurate invoicing

I move the cards from list to list according to progress. As a famous meerkat would say, ‘Simples!’

I like the visual display of the board. At a glance, I can see what is outstanding, what is in progress, which projects can be invoiced etc.  Because all the project details are recorded on individual job cards, I use them to put together monthly invoices. The fact that all the details are in one place, saves me valuable time from having to access different systems or documents.

I write my daily to-do list according to:

  • What is required to move the job cards across to the next list (or stage of completion)
  • The due dates when individual projects need to be submitted to clients
  • Whether I am waiting for a client to come back to me

There are lots of other project management apps out there to help, no matter what size of team or organisation. In fact, when I typed it into a Google search, it returned 24 different apps, such as Asana, Basecamp etc. All have their strengths, some are more suited to team working, e.g. sales teams or creatives. Which one you choose to help you depends very much on the nature of your business, how many employees or teams you have working for you, and how you (and your brain!) prefer to work.

I work on my own and find Trello both easy and helpful. Overwhelm can be a problem when you work by yourself, especially when juggling multiple clients and projects or if you find it hard to say “No!” However, I find that by breaking writing projects down into the stages listed above, I avoid being overwhelmed. I can easily see progress as the cards move along the row of lists, from one task to the next.

I know, small things, but it does provide a sense of accomplishment!

To do-lists and online calendars

In addition to to-do lists and Trello, I use an online calendar for appointments and meetings, whether online or face-to-face.

I find that sometimes, especially when a meeting is booked a few weeks in advance, I may forget about it! Having handy reminders pop up in my inbox and being able to set audible reminders on different devices helps me to feel prepared and in control.

An online calendar is also useful for allocating segments of time, so I can:

  • Allocate time for working on client projects, according to my Trello boards
  • Request briefs ahead of time to make sure that work is completed before taking a holiday
  • Avoid double-booking or crossovers with personal and work appointments
  • Space out appointments to make sure there is enough time set aside to work
  • Block out time for admin tasks, such as accounts, invoices etc.

I believe that this is a management strategy called ‘time blocking’? To me, it is just a common sense way of making sure I am organised.

A lot of people think that being a freelancer means that I can work when I want, for as long as I want. Well yes, but I also have to be extremely organised to make sure that I complete work on time and am available for client meetings and consultations at their convenience. I also have to know when to say “No!”, so that I don’t let anyone down, or over promise and under deliver. In fact, I find that the more organised and planned I am, the more flexible I am for last minute requests, meeting new or prospective clients, or having to fit in an unexpected appointment.

To-do list, or not a to-do list?

How do you manage your workload? Are you a to-do list sort of person, or not? Do you like to write things down in notepads, or use apps to keep track of where you are with tasks or projects? We are all different, and what works for me may be completely alien to someone else! Every solopreneur, business owner and freelancer will find their own way of working, whether digital or hard copy, comprising an individual mix of tools, that suit their individual businesses and ways of working.

For me, this involves harnessing the power of a hard copy to-do list in conjunction with the digital elements of Trello and an online calendar. I use this combination of tools to know exactly what I have to do, and by when.