Design your ideal work habit

Create a repeatable daily process to get your most important work done

What were you put on this earth to do? What is your purpose? What do you want to accomplish with your precious, albeit short, life? And are you doing the work you know you need to do every day to realize your dream?

If it only took intelligence or raw talent to achieve our goals, success would be so much easier. But because (except for the extremely fortunate) success requires that we apply ourselves and work really hard for our dreams, they seem out of reach at times.

My biggest challenge is that even though I know what I need to do every day to pursue my lifetime goals (write, publish, and promote my work), I battle with myself to get my work done. I wake every day with the intention to write, with a long list of ideas and even professional writing commitments, then I open my phone, check email, look at what's new on YouTube or Netflix and before I know it, my intention is buried under a day's worth of distractions. Without a process to get the necessary work done every day, reaching my goals is taking a very long time.

When I avoid those distractions and lean into a block of writing time, I am actually productive. I use the Pomodoro method to work in twenty-five-minute bursts of intense focus. I can make 2,000 words of progress on my novel, stay well-ahead of my copywriting deadlines, even draft, polish, and post an entire blog post in one two or three-hour early-morning writing session. So long as I write before I do anything else that day.

I could blame the world for my lack of progress -- it is filled with distraction after all (damn you high-speed Internet access!). I could blame my family (we all need to eat and have that pesky roof over our heads after all). I could blame my job (why do they need actual results for the money they invest in me?). But none of those things are the reasons I haven't achieved my writing goals.

No one is going to hand your dream to you

No one else in the world cares if we accomplish my personal goals. It affects no one. At the end of time, what we chose to accomplish or not accomplish with my flicker of our lifetimes won't make a difference to how it all ends. I alone need to accomplish what I feel I am on this earth to accomplish. I need to do it because what I am asking to happen only affects my life's experience.

It comes back to intention. I talk a good game, but unless I follow up my intention with actual work, I will always fall short of my ambitions. Successful people apply their talents and skills in clear, repeatable, and consistent ways. Accomplished people have a process to follow so they get things done. They are disciplined. They show up and do their work. They learn and iterate They stay their course.

Since intention is not enough for me to avoid my own productivity traps, I need to create a system, a process to make sure that I do the right things for myself every day. But how? How do you do create a work process that overcomes your lazy habits and programming?

The epiphany for me was to think of my mind as a computer. In computing, algorithms (software code) are used to make computers perform all kinds of repeatable tasks for us. The computer is not smart or talented or focused, it is simply a machine executing the tasks programmed into it. Computers aren't subject to self-doubt and distraction, they just perform the commands given them. What I wanted for myself was a computer-style program I could run in my brain every day, an algorithm, a set of instructions to execute in a repeatable loop that led to a specific result (writing work output).

Re-writing your brain's programming to get shit done

To create the most-efficient work process, we first have to know ourselves. What time of day works best for us (are you mentally freshest in the morning or does your creativity flow best after everyone else is asleep)? How much time do we need to make progress (Can you spare an hour? Two? Five? What feels like the right amount of time you should spend on your work each day?) What environment suits you best (solitude and silence in the perfect home office, or the background bustle of a coffee shop).

We also need to know how we work. Are you task-oriented (make plans and lists and derive satisfaction from checking off tasks)? Are you goal motivated (thrive when there's a tangible reward at the end of the work)? Are you social (work best within a collaboration with lots of feedback) or introverted (need a cone of silence around you to work)? We need to design our process around our best flow. For me, it's tasks. I am most at peace when I get to check off a big list of things I needed to get done. I also enjoy the process of planning; set a goal, create a strategy for accomplishing the goal, create the tactical plan (tasks) to achieve the goal.

The final piece of the puzzle is to anticipate the potential barriers there are to the sustainability of your program and prepare in advance to manage them. For me, I needed to thwart what Steven Pressfield in The War of Art calls The Resistance; the inner voice that is constantly pulling us away from our creative work. I wanted a process that was so pre-planned, so clear a set of clear instruction, that it required me only to sit down at a certain time and follow it without overthinking. I want a recipe to follow, a formula, a paint-by-numbers approach to writing.

With my intention set, the best working time of day established, an understanding that I need task orientation, a calculation of the hours I can dedicate to writing, and an acceptance that the Pomodoro method is an ideal focus method for me, I wrote the following algorithm to reprogram my brain:

<PRIME - BEFORE BED> - Before I go to bed at night, I review my master writing task list (a OneNote page with lists of all my writing ideas). This master writing list contains every writing idea I have. Whenever I have a new writing idea, I add it to this list. They include copywriting and marketing assignments I need to deliver to clients, blog post ideas, article ideas for a personal project I'm developing, as well as fiction projects. The list could contain first-draft writing, editing, polishing, publishing tasks, any kind of writing work that leads to finished writing projects. Each night I set a specific intention for the next day to focus on five 'on deck' priority projects, sorted in order. Before I go to bed, I make sure I know exactly what writing I'll be doing in the morning, even typing up rough, bullet-point outlines. Planning the night before takes away all thinking in the morning. All I have to do is show up, put my fingers on the keyboard, set my timer, and write what the list says is next.

<START = WAKE UP> - This is the logical first step in my work block. I set Wake Up as the first step in the routine so that when I go to bed the night before, I know that when I wake up, I am immediately executing the writing algorithm. If I don't start at wake up, then I might allow myself to get pulled into distraction.

<MAKE THE BED> - I make my bed when I get up in the morning to declare to my mind that sleep time is over. It is a psychological act. I am also immediately priming myself by checking off a task that the time to complete tasks has begun.

<SHOWER and DRESS> - Again, this is psychological. I could wait to shower and dress until after the writing session is done, but by taking care of it first, I approach the writing desk ready for the rest of day. It becomes one less thing I have to stress over. Showering before working also gives me a few extra minutes to come fully awake, more time for my brain to prime for what's coming. And by avoiding any media, I give my mind fifteen minutes to ponder what I already know (because I prepared the night before) are the first writing assignments for the day.

<COFFEE> - I take a couple of minutes to make coffee before I sit down to the computer. Ritual? Need for caffeine? I don't even know at this point. All I know is that I like coffee, I draw satisfaction from the rhythm, and routine of making it, and by doing it before I start writing, I don't break my writing momentum by doing it halfway through my writing session.

<WRITING LOOP> - I use the Pomodoro method to focus when it's time to work. I've written about this before, but essentially the Pomodoro method is a system for removing all distractions. You set a timer for twenty-five minutes, work with complete focus on one task until the timer goes off, take a five-minute break, then start the timer for another Pomodoro. My first Pomodoro always starts with a handwritten page in my notebook/journal (about whatever is on my mind). For me, this opens the creative flow. I then switch straight to the first task on the 'on deck' writing list. I do five pomodoros in an unbroken block, working only on tasks from the master writing list. During the five-minute breaks, I get up and move around; let my mind work on the writing and let the blood in my body flow. I reward myself with five lovely marks in my notebook to record the session. And I get to check off any completed projects on the master writing task; both blissful, satisfying feelings.

<END SESSION> - I finish my writing algorithm with five minutes of filtering the email in my inbox. Checking and filtering email before I leave the house for work lets me commute without email stress. If I didn't have a plan to get to it, email would be on my mind all morning. I'll wonder if there is an important message waiting that must be taken care of right away (there ever is, but until I know for sure, the possibility creates anxiety)? By knowing that I have a specific time to check email before I move on to anything else for the day, I hold off that anxiety. My mind is at ease simply because I know I am going to get to it.

The whole routine takes me three hours from the moment I roll out of bed to the moment I walk out the door for work. That means I need to get up at 5:30 to leave the house at 8:30, which is not ideal for a non-morning person like me, but by sticking to this routine, I have had the least stress and most productive writing month of my life.

The Writer’s Essential Toolbox

I love looking at photographs of famous writer's desks. Seeing the way another creative person works is pruriently fascinating. I can't be the only one. Websites dedicated to sharing famous writer's workspaces exist. Hashtags exist (#writersdesk). Kurt Vonnegut's wife Jill Krementz produced a book of photographs of writer's working spaces (the Writers Desk).

These images are like porn for a writer. Is Stephen King's desk cluttered or organized? Did Hemmingway write in pencil or typewriter? Does Dean Koontz use notecards to plot stories? It is so interesting to look at these images and try to glean some hint, some epiphany that can help my own journey as a writer.

But for all I absorb this kind of imagery, obsession over how other people write is just another way we put off getting to work ourselves. The truth is that I have long settled into my own way of working. Looking for the silver bullet to getting writing done in photographs of other writer's workspaces is just another form of procrastination. I have what I need; a simple set of tools that are essential to me sitting down and getting my writing work done every day. Yes, I have a desk (three actually; one at each day-job engagement I have and one half of the big kitchen table at home). But the desk does not determine the flow of my work. I prefer to be mobile. I write wherever my butt and my brain happen to be when it's time to get the writing done. My workspace is virtual. My workspace is this set of tools:

Good, old-fashioned pen and paper: The most basic tool in my kit is a notepad and pen. To be a writer (to communicate in the medium of language), we don't need anything more than this. Paper and a pencil. A typewriter and a clean sheet of copy paper. A notepad and a pen. I keep my version of these tools close by at all times because even though I am digitally organized, as a writer, capturing ideas and thoughts at the moment they occur is critical to my writing process. So long as you have a pen and some paper close by, you have the most essential tools a writer needs to get started on any project. Mainly because I thrive under the stability of routine and known things, I am a bit particular on which notepad and pen I use; soft-sided, medium-sized, lined notepads from an Italian company called Legami (because I just fucking love them) and a LAMY Studio fountain pen with a medium nib and blue/black ink.

Any old computer: You can't post an article on the Internet using a pad and paper or submit a handwritten manuscript to a publisher or client, so a computer is essential to writing. I use the Microsoft Surface Pro because it's light, it has cellular service built in (which gives me Internet access anywhere whether there is WiFi available or not) and has a strong enough battery that I can work 5-6 hours without recharging. You don't need something fancy though. The great thing about being a writer (compared to say, a photographer or graphic designer) is that we need very little computing power. I've written on an iPad, at a library desktop computer, on whatever company machine was assigned to me in my day jobs, even my smartphone. Anything from the cheapest used laptop to the best credit will buy you will work.

A word processor: We lived in blessed times. There are so many options for word-processing software, that there is the perfect option for everyone out there. It almost doesn't matter which one you choose. For my work, I use one of four.

• Microsoft Word - I use MS Word for my professional writing (copywriting, marketing pieces, and blog posts for business clients). It's the most widely-used word processor in business, so I can supply finished work in Word to any client without the problem of them being able to access it.
• Scrivener - Have you heard of Scrivener? (What? You haven't? And you call yourself a writer?) Don't worry, I hadn't heard of it either, even after years of pursuing writing. Scrivener is a stand-alone word-processor and writing-organization system that is perfect for long projects (like novels or non-fiction books). Whereas Word is organized as a single document for each written work, Scrivener is organized as folders containing individual written files that make up longer work (like chapters in a book). As well as all the word-processing functions a writer needs, Scrivener provides tools to create outlines, synopsizes, and manage research material (among other things). It even provides the ability to output work in a variety of formats (so you can output formatted files for printing or publishing on all the available platforms). There's more but I can't do it justice in this small space. Check out Scrivener for yourself if you're serious about writing in long form.
• WordPress - I built my personal website and my humanbeing.earth project both using the free web-publishing platform from WordPress.org. Its built-in editor is perfect for writing web posts. You can dynamically move blocks of text around to get the right flow, add images, videos, links, and every other element you need to make your work sing online. WordPress offers the ability to create and save drafts, to publish immediately, or schedule posts to go live at a specific future time. It manages versions. It's a powerful writing tool. I draft right into WordPress for content that is going to live on either website.
• Google Docs - For personal journals or documents that I want to share, I use Google Docs instead of Word. It's free, works like a charm, allows you to create, edit, and share documents whether or not you have an Internet connection, or not. If you don't have access to any of the above and just need a word processor, I recommend Google Docs.

Grammarly: When I started writing, just out of high school in the mid (ahem) 1980's, you spell checked and added diversity to your writing using a printed dictionary and thesaurus. Computer-based world processing, with spell check and grammar functions built in, saved us from that laborious task and made the printed reference all but obsolete. The spell check and grammar functions within Word (and other software tools) are robust and you don't need much more to put out clean copy, but I have recently adopted a tool called Grammarly and recommend it highly. Grammarly is a service you subscribe to that then plugs into your browser and word-processors like Microsoft Word which provides running guidance to help you perfect your written language skills. beyond basic spelling and grammar checking, Grammarly provides you with robust feedback on sentence structure and language-flow problems. You also get data on the kinds of mistakes you make repeatedly (words you use more often than needed, the fact that I miss that serial comma almost every time). Grammarly has been like getting critique-group or editorial feedback on my work as I write. While I don't follow every piece of advice the service gives up, but it informs my writing continuously and I feel my work is stronger after running it through Grammarly than before.

A camera: I know this is counter-intuitive, but every writer needs a basic camera. Why? I write short pieces for web publication on my own websites and to post on third-party publishing platforms like Medium and LinkedIn. Web articles need an image to draw the reader's attention. Sure, you can source images online (like the one at the top of this article), but to avoid rights and usage problems, you're better off using a picture you take yourself (like the one in the middle of this article). The good news is you probably already have the camera you need - your smartphone. Modern smartphone camera's take excellent pictures, plenty good enough for online publication. If you're writing for print, the images need to be of higher resolution. When I need something better, I have a fixed-lens Fuju X100T (the digital equivalent of the 35mm reporter's camera). I use GIMP and DarkTable, both free equivalents of Photoshop and Lightroom, for photo editing.

A process: The best tool I developed for my writing was a simple, repeatable process for getting my work done. I know this is outside of the realm of the what's-on-your-writing-desk nature of this article, but having a work process is just as essential to my writing as a laptop or the right software. We all struggle with getting our writing done. We procrastinate. We get busy with all the other aspects of life. It's hard to put your butt in your seat and fingers on the keyboard some days, but the only true way to progress as a writer is to write. You have to put down words, and put those words out into the world, to get better. I am old enough and wise enough to know where I am weak about writing. I am weak if I let myself get distracted before I work (when I check email, when I go to the office first, when I check in with the news). I am weak when I tell myself I'll write later, after I just do this one thing (or ten things) first. I am weak if I think I'll really, really focus on writing tomorrow. I am best and happiest when I write first thing in the morning, before I do anything else that day. I am strong when I use to the pomodoro method to focus. I am strong when I take a minute to start a writing session with a handwritten warm-up page in my notebook. I am strong when I already have a plan, a task list of writing that needs to be done. To take advantage of where I am strong, and to defend against where I am weak, I have developed an algorithm than I run every morning to get my writing done. I think of myself like a computer, a machine that just has to follow this programmed routine. All I have to do is show up to my writing space and follow the program. No thinking, no negotiation with myself, just show up and follow the instructions. The program works like magic. The writing gets done and I go off into the rest of the day with the sense of satisfaction that the most important thing i want to accomplish in life was done that day. So long as I execute this three-hour morning routine every day, I trust that time and intention will equal a great amount of progress in my writing.

Feedback: The last essential item in my minimalist writing toolbox is feedback. I identify myself as a writer, a human being who uses writing to communicate thoughts, concepts, knowledge, ideas, and stories to the world. I write just for myself occasionally, but my ambition is that my writing is to be read. It is meant to have an audience. Writing is, like Stephen King says, telepathic communication, transmissions of thought from one person to another. I put down thoughts from my mind. Someone reads them and inputs them into their mind. For writing to be effective, the original thought must transfer as comprehensivley as possible. The only way for a writer to know if their work is being received as intended is to hear back from the reader. What did they think of the message? Did they understand it? Did it lead them to wonder, to think, to be inspired? Or was it confusing or uninetresting? Feedback is the only way to develop as a writer.

That's it. Those are my writing essentials, my virtual version of a writer's desk. If I boiled my writing life down to the bare essentials, everything with a purpose and nothing unnecessary, these are the things I need to be a writer.

What about you? What's your desk? What tools are essential to your writing?