Guest Blog: Jeff Abbott

Okay, it's official. Philofaxy has gone--temporarily--fallow again. But like the proverbial Little Engine, I think I can, I think I can, I know I can bring it back again. Actually, that should be WE can, because the comeback post this time is from a special guest blogger, Jeff Abbott. The following passage was inspired by, and originally published on, a discussion forum on 43 Folders.

I hope you all find it as inspiring as I do:

I’ve had nine suspense novels published; my most recent, FEAR, was a top 5 bestseller in the UK. I’ve also done some rewriting work for a major film studio. I use a simple GTD set up, paper-based, to both clear the decks so I can deal with the administrative side of being a full-time novelist and get my creative writing done.

I use an @Studio context for all my creative writing work. If I need to write five pages each day in completing a draft, then “write the next five pages” is a next action and it repeats until the draft is done. Not glamorous but it keeps nose to grindstone. If I need to devote an afternoon to brainstorming, I will block out that time on my calendar, to be as sancrosanct as a business appointment would be. If I have more than one project—say a rewrite on a novel and writing a film treatment—I may divide the day between the projects, just as if I had two appointments that split my day. So some example Next Actions for @Studio context might be: —write the next five pages —rewrite character bio for Lucy —brainstorm on how James can steal a gun in Chapter 13 —rewrite murder scene from new notes on blood splatter or in the case of film work: —reread Act One to find a more dramatic way to introduce the character of Fred.

This sounds uncreative, I guess, but this keeps my focus on what I need to accomplish to move the book/film forward. If I have a brainstorm I capture it and deal with it later if it’s not relevant to what I’m writing at the moment. If I feel like surrending to distraction (say I’m writing and I suddenly feel I must get on the internet to research some obscure data, a common way for writers to avoid working), I add that as an action for @Online so I remember it, but I don’t let it derail me from what I’m doing at the moment.) If I’m not worrying about what to do next, my brain is free to concentrate on the art. So my writing next actions tend to be different depending whether I’m writing first drafts or rewriting.

For research, I will use a mix of contexts—@Online for web-based work, @Errands for when I need to go to the library or the bookstore. If I’m interviewing someone, the context depends on if it’s face-to-face or more likely, through email or phone. I don’t have a lot of phone calls to make in a normal day, but I do use an @Office context for calls and administrative stuff—filing and research I’m doing via phone. I use an @Home context for normal family life.

When I’m on book tour, I create an @Tour context just for that period of time, although since my publisher handles the details of touring for me most items land on the calendar (radio interview or book signing or print interview), but I feel better having the context when I’m out of the office—although it could be argued it’s a project not a context, but I don’t want to think that much.

I now have a part-time assistant and quite a bit of those next actions that used to crowd @Office and @Errands are now delegated. I use Someday/Maybe lists for things I’d like to do in the future, but NOT for forthcoming book ideas—those get captured and then processed into a notebook where I keep such musings.

I used to try to do all my simple GTD via my Mac and my Palm, but I found it distracted me from writing (mostly when I’m at the computer, I just want to write). I also never found an electronic way to manage projects that I liked. So I now use a Filofax Classic A5 to hold all my project notes, my To Do lists, and my calendar. It lays open on the desk all day. I keep a lot of blank pages in there for idea capture and I find the paper approach is easier to review than on the computer. Again, not at all sophisticated but simple and it gets the job done. The tabs on my Filofax read: PROJ—for all project notes, and also includes a vertical year planner with due dates for projects so I can see my year at a glance DO—my next action lists IDEAS—whatever I need to capture LISTS—books to read or buy, movies to see, music to buy MAYBE—a Someday/Maybe section REF—reference that’s useful to have always—phone numbers, sources, the last time I had my oil changed, etc.

I do think GTD is very useful for ensuring forward movement on creative projects, but I think there is a big danger in fiddling overmuch with the system instead of doing actual work. I keep thinking an electronic way might be better but I haven’t found one yet, so I’ve happily stuck with paper. Hope this is helpful.

American Eagle Day

Don't bother checking your Filofaxes, gentle readers. I guarantee you won't find this one. In fact, I spent an embarassing portion of my July 4th holiday searching the Internet to find out whether American Eagle Day is for real.

It all started with the June 19 episode of the Colbert Report. Stephen Colbert featured a bald eagle on his show, and invited everyone over to his house for an American Eagle Day celebration. I wasn't sure whether to believe it. (When faced with a sexy guy in a well-tailored suit and silk tie, my powers of reasoning somewhat fail me.)

Here are the facts, as I've been able to ascertain them:

May 1, 2007: According to the American Eagle Foundation, the U. S. Senate unanimously passed a special resolution naming June 20 “American Eagle Day." The House of Representatives is expected to pass a similar resolution.

June 20, 2007: The International Fraternal Order of Eagles celebrates American Eagle Day. (According to legend, the Eagles were always a little ahead of their time; they were early proponents of legislation that created Social Security and Mother's Day.)

June 28, 2007: U. S. Dept of Interior removes bald eagle from endangered species list.

Now if you'll excuse me, I have to watch a cute guy in a well-tailored suit conduct a 4th of July concert.

Green Flags

I write my day-to-day to-dos ("call the bank," etc.) right on my daily pages, and if I don't get them done by the end of the week, I flag them. I make my own flags by tearing small Post-it notes into strips.

So now I have green flags going back to February. What month is it...July? I used to use a To Do page and bind it in the middle of the weekly spread. I quit doing that because the page started collecting "maybe do's." But it occurs to me now, I could just move it behind to To Do tab, which is where I keep all of those nonurgent to-dos. Or I could at least look more respectable by using actual Post-it flags, maybe in red to match the binder.

But that doesn't answer the real question: why do I have undone URGENT tasks going back to February?

Flags and Frenzy

A reader recently asked about a day that's not listed in the Filofax, but on many American calendars -- Flag Day; June 14. "Could it be as simple as flying a flag?"

Well, it's even simpler than that. According to US CODE: Title 36,110, it's just a day to recognize the adoption of the American flag, which became official in 1777. No one's required to fly the flag, but many cities and towns do put up a few extra flags on the main street, though. Some places have parades.

Here's a Web page with more than you ever wanted to know about the Stars and Stripes -- the original Stars and Stripes, that is, which is still on display in the Smithsonian. (I love stuff like this.)

I haven't been posting during my current busy season at work, but I'll try to do something about that soon. My A5 Filo has come through for me at times, let me down at others. Its To-Do pages are great for recording everything I need to do and what I'm waiting for others to do, but not for helping me decide what to do first and when. Some days I just have to grab a separate sheet and make a quick daily list.

Editor's note: President and Mrs. Bush are violating Flag Code in the above picture, according to USHistory.org. Thought you'd like to know.

In Praise of Procrastination

I've successfully scaled the wall of procrastination enough times to notice some side effects. For example, when I really crack down on keeping up with paperwork, I find that any money I save by paying my bills on time may actually be outdone by the extra money I end up spending through the mail. When I set aside time to do mail every week, I actually open and read subscription offers from fascinating magazines...and end up subscribing to them. Getting so I actually have time to fill out a Who's Who questionnaire -- hoo boy, big mistake.

I think the reason I'm procrastinating with mail right now is I know there's a jury duty notice in there. The last time I returned one of those, my boss threatened to revoke a recent promotion if I failed to keep up with all my new responsibilities while I was, you know, in a jury room instead of the office 8 hours a day for 2 weeks. That was a fun couple of weeks. I'd rather be arrested for forgetting to update my address, thank you.

I guess sometimes when I postpone or avoid decisions, it actually helps me not make the wrong decisions. If subscription offers expire, I end up not subscribing to magazines that I really didn't need in the first place. Which begs the question, why am I not better at making decisions in the first place? Could it be because I've procrastinated so many times, that I've never really learned to make them?

Scary thought.

Oh, well, I'm little behind in mail right now, but not drowning in it. As I pick my way through the small pile on Monday, my paperwork night, I'll strive to do only what's necessary, not what looks interesting, even though I have the time to do it.