One of the biggest challenges of any professional’s career is time management. There are so many things we need to find time for. We need to find time for our families, our friends, and ourselves. We need to meet deadlines. We need to remember important events and time-sensitive information. Below are some really basic tips for finding time and staying organized in my words and style. If you want a much more professional look or if you’re a visual learner, you may actually benefit greatly from skipping my blog post and checking out Lauren Lawrence’s Stenovate Time Management Master Class.
Most of you hold in the palm of your hand a tiny supercomputer capable of wonderful things. Any time you schedule something, stick it in that phone calendar. There have been times where I’ve double-booked friends, work obligations, and life goals because I failed to make a calendar. I failed to take that extra step every time someone said “save the date.” I failed to take scheduling seriously and it bit back hard. If you have Gmail connected to your phone, it’ll even automatically update your phone with Google Calendar invites when you send or receive them. A calendar is a simple extension of your memory and you are ten steps ahead of the game when you start using yours. You can even even stylize it to be as neat or cluttered as you want. For example, my mind works best when it’s in a constant state of chaos:
Whether you want to take a nap or get a full night of sleep, waking up is pretty important. Getting out the door is pretty important. Hitting whatever goal you want to hit is pretty important. There have been a few times in my life where I’ve suffered a night of bad sleep and had to take a snooze on my lunch hour. This stuff isn’t ideal, but it can help you get through rough days. Whether you use a loud and obnoxious alarm like Online Alarm Clock or select custom alarms by hand in your phone, setting alarms can mean the difference between getting in on time and having to explain to your boss why you’re habitually late.
Long used by fitness enthusiasts as a way to measure time and progress, the stopwatch is an incredible tool for the court reporter. At least once in your career, sit down before you transcribe a job and start running the stopwatch for an hour while you’re transcribing. At the end of an hour, see how many pages you’ve transcribed. In my own career, dependent upon my layout and the subject density, I found I was able to transcribe between 20 to 60 pages an hour. If I had a really bad day, that number could drop to ten pages an hour. This isn’t just useless trivia, it allows you to mentally gauge how much time you need to set aside to complete your work. Let’s say I went to an afternoon deposition and that was 120 pages. I knew that if I got home and sat down at 5 p.m. to do it, it would be done between 7 p.m. and 11 p.m. This helped me schedule stuff around my transcription habits. I was able to avoid scheduling recreational time that conflicted with transcribing time because I knew roughly how long almost every transcript would take.
If you use Gmail, you might be surprised to learn you have the option to schedule e-mails. This is helpful if you have a situation where you find time at 1:32 a.m. to draft an e-mail but don’t want to look crazy. You can click the little arrow next to send on the Gmail e-mail on your computer and schedule to send it tomorrow morning, Monday morning, or any time you want. If you’ve ever gotten an e-mail from me at about 8:00 a.m., responded, and then gotten no response from me until about 11:00 a.m., it probably meant that I was unconscious somewhere and had thoughtfully scheduled the e-mail to send to you regardless of what I was doing. I haven’t figured out a way to do this on my phone, but I spend so much time at my desktop / laptop it hardly matters. An additional benefit? The e-mail goes to your “scheduled folder,” so you can cancel it and edit it any time before it sends. If you’ve ever thought “wow, I come up with my best work right after I click send,” e-mail scheduling is for you.
Coincidentally, if you have a WordPress blog or its equivalent, you also have access to a scheduler. Many people have asked me where I find the time to write. Magicians and salespeople don’t reveal their tricks because they want to stay in business. I show you how the magic works and ask you to believe in it anyway. A scheduler will let you do stuff on your time and send it off when it needs to be sent. A two-hour bus commute can turn into a two-hour writing project that launches by itself without any further input from you. Automating broadcasts through a scheduler means productivity gains!
Your Word Processor & Spreadsheets:
The most famous example of a word processor is Microsoft Word. It helps you type notes, letters, and express yourself in many different ways. Keeping accurate notes on a meeting or situation is vital. It saves you an incredible amount of time and energy trying to remember things. Spreadsheets, like Microsoft Excel, also work this way. You can use spreadsheets as a budget, database, a calculation tool, or even just a list of ideas. The best thing about these tools is that they are so necessary that there are alternatives for people who cannot afford or do not wish to pay for Microsoft products. As of today, I know that Apache Open Office has a Writer and Calc version, which are akin to Word and Excel. Google also offers Google Docs and Google Sheets, also akin to Word and Excel. For the average user, any of these will likely suit your needs, especially if you’re starting from the position of having no word processor or spreadsheets. Personally, I am a fan of Google, because their phone apps allow me to access my documents anywhere with cell service or wi-fi for free.
Your Case Naming Convention:
Many reporters today struggle with naming their cases and folders appropriately. You can burn hours of time looking for a case if you are not careful about how you organize cases. My personal suggestion with regard to standard case naming? Use the date. When you use the date to name a case, if someone places an order, you do not need to know anything else about the job except what year, month, and day. I do not disparage reporters who like to name things by last name, location or any other naming scheme, but the date has always been incredibly effective. If you ask me whether I took court notes on any particular day, I can tell you almost instantly, because it’s all neatly sorted by year, month, day.
In my particular case, I have a “COURT” folder. That folder then has two folders inside it named “TAKEN” and “TRANSCRIBED.” “TAKEN” contains all the notes taken and not yet transcribed. “TRANSCRIBED” contains all the finished transcripts ordered by anyone ever. Inside “TAKEN” and “TRANSCRIBED” there are year folders for each year, and inside the year folders are month folders with the number of the month and the name of the month. Inside each month folder is a file named after the date, the courtroom, and the judge. For “TRANSCRIBED” these files also include the defendant’s name so that they are easily identifiable. If you have the date, I know where the notes are, and I know whether the transcript has been transcribed before. If you’re going to use “my” naming scheme, you must put a zero before single-digit numbers because otherwise the computer will not sort them correctly when you sort by name. This is idiot-proof. I know that because I am an idiot.
Your Ability To Stop Fooling With Tooling:
I think I’ve made my case for all the tools that can help you become better at time management. But to echo the work of Euan Williams, beware of busywork. The more time you spend trying to find the perfect tool, develop the perfect routine, or think about how you will manage your time, the more you will watch time slip away without accomplishing much of anything. Your ability to stop fooling with tooling combined with your ability to identify and use the tools at your disposal will find you the time you need to succeed and get to the things that matter most.