Actually, I have several genealogy time management techniques, but this particular technique is the overarching, macro-level time management strategy governing my other activities (for which I utilize other time management techniques that I’ll discuss later).
~ The Technique & Background
I call my macro time management technique my “Hat Days.”
Have you ever seen the Bugs Bunny cartoon called “Bugs’ Bonnets” where the characters keep acting in accordance to the hat that falls atop their head? If not, you will need to watch it for context (I grew up watching that episode over and over on Saturday mornings; it inspired me to create this technique!).
Genealogists can probably all relate to my need for the technique, I am sure: it arose from a need to stay more focused while researching.
Sometimes, while working on one project, I’d discover a cool hack that helped me uncover a record, or I’d find a new resource online that hadn’t been digitized before, and next thing I knew, I’d be entering names from several projects (clients, my family, etc) into that database, or applying the hack to several projects. This behavior became a big time-waster and cause for inefficiency as I found myself with several open files, dozens of open windows on my desktop. That sort of chaos can only result in lost information or rookie mistakes like going back to fetch data for citations.
(Can any of you out there relate to such feverish activity when the thrill of the hunt takes hold?)
~ How The Technique Works
My “hat days” solved this dilemma by forcing me to wear only specified “hats” on their assigned days. I now only perform client work on certain days (and only for certain clients on their allotted day); I can only work on my own ancestors on Sunday. Each day (or some activities get a half-day) I wear a certain hat ONLY, and I am not allowed to engage in any other activity until I officially switch hats. All hats have their time slot, and their scheduled times must be honored each week. I only swap for emergencies (like cancelled trips to archives due to weather, construction, etc).
Genealogical studies also have their own “hat” that I can only “wear” on a specified half-day, because such studies have a HUGE tendency to send me fishing around on the laptop; genealogy journals always show me new techniques I hadn’t considered, record groups I haven’t thought of in ages or heard of before, etc, which makes me want to hit the laptop or a few courthouses and do some helter-skelter digging for every name on my list. Instead, I take good notes (and my to-do lists handy!) as I study, keeping my study hat on and my client work hat far away, or more chaos and inefficiency can result.
In my early years as a budding genealogist, my hat days were also used to separate my studies–I was learning about California genealogy, European genealogy, and more subjects. To keep myself from working myself into a dither with a document-laden desk (and desktop!), I wore my “California Genealogist-in-training” hat on one day, my “Italian genealogist-in-training hat on another,” and forced myself to stick to those topics on those days.
~ What This Looks Like
Whenever I am wearing my client research hat, because it is one of the days assigned to client research, for example, my “hat days” rule requires me to quickly jot down any other ideas/urges pertaining to other hats in to-do lists (I use the Getting Things Done time management system for my to-do lists, FYI). Then I go back to focusing exclusively on the duties associated with whatever hat I am wearing that day.
If I am supposed to be focusing on my clients, I keep my focus on them. If it is family time and I am supposed to be baking, cleaning, tending to church duties, or serving in the community, or working on my own ancestors, then I keep my sights on them–whatever hat I am wearing (mother, community servant, baker, chef, family genealogist of professional genealogist), it stays firmly in place. Gone are the days when I let myself get so carried away that I emerged all frazzled from a sea of papers and twenty open windows on my desktop.
(Confession: I still walk the line on busy days when I am hot on the trail of a great find and I am pumping out entries, analyses, citations, and paragraphs left and right, I will admit. Especially when I am on the road and time at a repository is limited. Let’s face it, genealogy is passion so great that self discipline takes constant WORK).
~ How I Keep Track
Clients come and go, and projects start and finish. PLus, many half-day and quarter-day hats means that I wear a LOT of hats!
I keep track of them in the heart of my planner, via Franklin Covey’s planner bookmarks, which can be filled with bookmark cards. These inserts come as perforated planner pages (two to a page) so I keep extras in the back of my planner that I can easily punch out and re-write when it is time to jot down a new list of hats with their assigned days (or half days/quarter days) whenever new clients need to be listed:
This technique might not work for or be necessary for others with different working styles, but it has really helped me. If it happens to help anybody who reads this, I hope that you will let me know! 🙂
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