The Specialist Generalist: the future of work?

Did you know what you wanted to be when you grew up? An astronaut? A cake decorator? A fire truck? Some lucky people find their calling early on and work towards it, learning the skills, getting the work experience, and being happily settled into a career by the time they are twenty-five. By thirty-five they’ll be considered experts, and by forty-five they’ll be the leaders in their field. But these people are in the vast minority. A study cited by the US Bureau of Labor Statistics put the average number of jobs held by baby boomers over their working lifetimes at eleven.

Eleven! That’s very far from the traditional picture of going out, getting a job and working in the same company your whole career, retiring at sixty-something with a gold watch.

For a growing majority of us, the reality is that our career paths will look more like career mazes. We won’t just be changing jobs, we’ll be changing industries, locations, perhaps countries or continents. Skills and technology change so rapidly that we’ll constantly have to learn and educate ourselves to stay relevant.

Do we mourn the loss of the ‘job for life’ mentality? That comfort level, that knowledge that we’ll put in our hours, our years, and retire in our sixties with a little pension?

Well, it can be scary, not knowing what the future will bring. But in many ways, the twentieth-century expectation of a ‘job for life’ has been a fluke rather than the norm. Until recently, and in many parts of the world today, harvests failed, wars changed everything, and people needed a whole range of skills to survive. Running farms, tending livestock, making your own tools: these were just some of the skills you needed. The idea of someone who spends their whole life screwing the tops on toothpaste tubes, perhaps moving up to supervise toothpaste-lid screwing some day, is destined to be a strange hiccup of history, and more to be puzzled at than to be lamented.

Over time, the process of industrialization has moved us towards an ever more narrow definition of specialty, often at the expense of having a decent grasp of many generalized skills. This process has often been positive and an integral part of building an advanced society, but it has come at a price. While we can happily celebrate the neuroscience expert or the mechanical engineer, many of us have experienced the darker side of this development: tedious, unfulfilling jobs working on such a tiny part of the process that we never get to see the whole. Jobs in call centers, on assembly lines, jobs where we push paper from one side of the desk to the other, data entry… the list is long and stultifying.

But the same advances in technology have brought a new world of opportunities to our fingertips. For those of us who want to break through the tedium of the traditional, twentieth-century mindset of work, there have never been so many options to move jobs, locations, or industries. We can learn new skills without leaving our desks, can start new businesses with the minimum of investment beyond a laptop and an internet connection. We can combine our hobbies, interests, and skills in ways that would not have been possible only a few years ago. The whole concept of ‘job’ and ‘career’ is evolving.

It looks like twenty-first century survival will be about a return to generalization and having a whole paint box of skills at your finger tips. Twenty-first century success will be about knowing how to dip into that range of colors and create something unique.

Someone needs to hire a web designer with a background in landscape architecture and a working knowledge of French? Or an accountant who understands the business of livestock photography? Being able to draw on your paint box of skills and experience will not just give you the tools to get by, but you may very well be able to charge higher rates or land a more satisfying job. You might not be an expert in the traditional sense, but being able to mix together several skills from your paint box makes you one of the new kinds of expert: the specialist generalist. In the twenty-first century, having a more diverse range of skills to draw from is an advantage: red, yellow and blue are common colors; chartreuse, heliotrope, and purpure are unusual; you’ve got to have just the right mix of colors to make them. The better you can do this, the more of an specialist generalist you can become.

 

Image by Flickr user Paull Young

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Take a break: sometimes achieving less can help you achieve more

Sometimes it’s OK not to be productive.

We read a lot (especially if we are freelancers or run our own businesses) about being super productive and achieving vast amounts above and beyond our everyday work.  It can feel that having a day day job, friends and a family, and just getting by are not enough. We should have multiple personal projects on the go at any one time, from further study, to product creation, to networking and, of course, our social media lives.

And I’m just as guilty of it as anyone: I freelance, write ebooks, record informative You Tube videos, and co-run a company. Naturally, I still feel guilty that I haven’t read all the books I mean to, don’t blog regularly enough, plus all the other things that are never crossed off my to-do list.

BUT sometimes you have to let go. Sometimes you are ill, run down, burnt out, or 8 months pregnant. Sometimes you just need a break or a holiday/vacation. Sometimes even just a nap will do.

A very wise friend once said to me that no-one on their death bed ever wished that they had worked harder. As good advice goes, it is right up there with author Anne Fine (who wrote Mrs. Doubtfire), who came to my school and gave us the wonderful career advice of ‘find what you like doing and do that.’ Sensible woman.

If you feel like you have reached the end of your energy supplies, it’s ok to go away and recharge. Take a break, have a nap, go for a walk, take some time off, have a complete time-out from work if you need one. There are enough burnt-out people out there.

If you have already reached the stage where you are beating yourself up about your declining productivity and feeling that you are falling behind on everything, try setting yourself smaller daily targets. When you are reaching the burn-out point, feeling overwhelmed by your daily task-list can make you procrastinate to the point where you really don’t get anything useful done. By setting yourself more manageable goals and then allowing yourself a break or a change of scenery, you are more likely to be able to meet your targets, plus have a proper break to get away from staring at your screen.

Hopefully, by taking breaks you can get your energy levels back to the point where you enjoy what you do again. After all, many of us became freelancers because we love what we do.

Maybe if you take a step back you can evaluate how you got to this point and whether you really need to be achieving so much. If you could eliminate some of your task list altogether would you feel more in control? Happier? Would your personal life be better? Would you feel less guilty? If you took a step back, what would you say your priorities are?

Having an 8-month Bump has definitely made me realise that health must take priority to achievements, and that naps, a walk or a break are now an essential part of my day. Personally, I am just trying to focus on projects that really need to get done, and I’m putting aside everything non-essential on my task list. Focusing on smaller achievements is definitely beneficial to me, rather than feeling guilty and overwhelmed by all the things that I’m not getting done.

Everyone can feel tired and overwhelmed at times. And it’s ok! Just focus on achieving the essentials and put everything else aside for a bit. Take a break and step back: sometimes achieving less can be good for you in the long run.

Image by Flickr user mike@bensalem

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Quick productivity tip: Leave work half-finished

No-one gets paid for half-finished

Sounds a bit counter-intuitive, doesn’t it? Half-finished? I don’t get paid for half-finished.

But something I learned from creative writing is how to get over the writer’s block of starting new work. It’s not all about wondering where your characters are going to go from Chapter Ten, sitting there amongst the screwed up paper, sobbing into the typewriter (I mean, we have laptops these days). No, often the hardest part of having the sort of project-based work that freelancers and creative professionals deal with is the fear of that blank slate.

For me, it might be finding the right starting place for an article: you’re not writing about anything new, but somehow you have to find an original hook, an angle to draw the reader in. That blank page stares back at you. You begin to procrastinate and maybe check the news headlines, hop onto Facebook, or clean the sink.

Fear leads to procrastination; procrastination leads to despair; despair leads to the Dark Side. Or at least to getting to lunchtime with nothing more to show for yourself than a witty profile update and a very clean bathroom.

The solution I learned from creative writing is to end the previous day halfway through a sentence. Never leave things at the end of a chapter, all neatly rounded-off, with the blank first page of Chapter Eleven staring at you.

Personally, I find that even if I’ve just written the title and an introductory paragraph of an article with some bullet point notes the night before, I can start off the next day running. Often none of this will even make it into the final draft, but at least I have something to work with: the first steps have already been taken.

 

Do you like to start with a blank canvass or are you happier when you’ve got something to work with?

 

Image by Flickr user: squeaks2569

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Freelancers: Boost your income with effective project management

There has never been a better time to be a freelancer.

A recent study by PCG (a UK-based freelancers’ association) showed that an incredible 84% ‘believed that business opportunities would stay the same or increase in the months to come.’

The 2011 Freelance Industry Report found that ‘Fifty-four percent of freelancers wouldn’t even consider working as an employee again’ and ‘The majority of freelancers (52%) either have not been impacted by the economy or have faced only a very minor impact.’

There’s a whole lot of optimism out there in the global freelance community. Recession? What recession?

That doesn’t mean we can sit back and rest on our laurels. If anything, we need to solidify our position as the buoyant sector of the economy and keep working on our gains.

“But I already work every waking hour!”

That’s where effective project management comes in. You’re working hard to meet those deadlines, now let’s turn things around and make those deadlines work for you.

Your deadlines give you structure

With effective project planning you can work back from each deadline to create a project plan that allows you to focus on the tasks in hand and not worry about upcoming ones. This takes a lot of the stress out of your day-to-day work.

Structure helps you plan your work

Effective project planning means that you can break your work down into manageable chunks, called tasks. Work out how long each task will take and use a calendar or spreadsheet to plot out which tasks you will do on which days. This is your project plan. Then, all you have to do each day is look at your plan to see what you are working on today.

Planning your work lets you take on projects you didn’t think you could

Once you have plotted out which tasks you need to do on which days, you can see where there is slack – days or weeks when you might not have as much work on as usual. This means you may be able to take on extra projects you didn’t think you had time for.

More projects in the same time means your income rises as your stress levels fall

With good project management you can stop worrying about your seemingly endless to-do list and focus on the tasks in hand. A manageable daily task list can help reduce procrastination and boost your output – you know that future tasks have all got their allotted space and you’ll come to them in good time. This leaves you free to enjoy doing what you do best: freelancing!

What you can do right now

  • Take one project you are working on
  • Brainstorm all the things that you need to do to hit the deadline
  • Put that list in the order you need to do them: this is your task list
  • On a calendar or spreadsheet, plot what tasks you need to do each day

Congratulations! You have now made a simple project plan you can work through day by day.

You can repeat the process for each project you are working on. You can either plot them on the same calendar or spreadsheet, or start a new one for each project. Just remember not to double-book yourself when you are setting your daily tasks.

 

Money image by Flickr user epSos.de

 

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Keeping it simple: 5 reasons to use a spreadsheet to plan your project

Don't go reinventing the wheel

Many freelancers would say they don’t have the time, the inclination or the need to learn to use specialist project management software. But there are alternatives – you don’t have to give up on trying to organize your projects altogether.  You can very easily use a spreadsheet to plan your projects and keep track of your work if you don’t want to use specialist software.

 

 

1. Sharing

One problem with dedicated project management software is that if you want to send your plan around your team they will also have to download the same software.  You can save the plan as a pdf, but that does mean it is static and can’t be altered by anyone but you.  Most of your team members should be able to open a spreadsheet and even change things if needed.

 2. Learning curve

Learning new software can be time-consuming.

If you already know how to use spreadsheets competently you should find it fairly quick to create one for a new project.  Once you’ve got a template you’re happy with you can add new projects in a fraction of the time.

 3. Overkill

Using project management software for keeping track of simple projects can be overkill.  Spreadsheets are often fine for keeping track of multiple simple projects.

 4. Planning exercise

A bit like with exercise, getting into the habit of sitting down and planning your projects can be more important than the details of what your plan actually looks like.  Your spreadsheet plan might look simple, but the fact that you have been through the process of thinking through the steps involved can be worth any number of fancy whistles and bells.

5. The wheel has already been invented

There are countless templates out there, many of them for free.  Here is a list of just a few that you may find useful:

Excel spreadsheet from TechRepublic
Project Management Schedule By Google
Project Timeline (Marine Theme) By Google
Project Management – Marketing Example By Smartsheettemplates
Vertex42 Excel Project Management Templates (Several examples)

 

So if the idea of sitting down and getting your head around new software is what is putting you off planning your projects, then you can stop worrying and get planning!

 

 

 

Example of a simple project plan for a writing project.

 

(Wheel photo credit by Flickr user Jasmic)

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Go Team! Building motivation into your project management

Whether you’ve been brought into an organization to manage a project or you’ve put together your own team for a client, a freelancer faces some unique problems with team motivation.

Your team might be scattered, working remotely, living in different time zones, even on different continents. Maybe they’ve never worked together before, and maybe this is the first time you’ve worked with them.

Almost certainly, you’ll have no direct authority. You aren’t their line manager and aren’t responsible for appraisals.

So what can you do to keep your team motivated and your project on track?

Understanding your team

What are each of your team members’ goals? What makes them tick? If you understand what they want out of this project (money, exposure, portfolio building, networking opportunities, a vested interest in the project’s success etc) you can take a more individual approach to motivating each team member, rather than using a one-size-fits all approach. A volunteer working for a charity project will be encouraged by different incentives than a freelancer.

Bridge the distance

What problems do your team members face? Whether it’s working in a different time zone or juggling a family and a full-time job, if you meet their problems half-way and offer solutions early on, they’ll appreciate it. Whether it’s scheduling conference calls at a time convenient to everyone or asking how they’d like to receive project updates (by phone or by email?), a happy team is a motivated team

A problem shared…

When you run into a problem, you don’t have to struggle through it on your own. Being part of a team is a two-way process and if you involve them in coming up with solutions to project hiccups, they’ll understand the whole process better and be more likely to feel included.

Offering carrots

While most people work for the money, you can offer extra incentives for a job well done for free. Consider giving:

  • testimonials for their website
  • passing on their name to another client
  • giving positive feedback
  • promoting their work in your own publications

as ways of motivating them to go the extra distance.

…and sticks

You might not have any direct authority over your team but you can still use other methods to bring them into line if you feel they are not pulling their weight. Remember a freelancer’s reputation is hugely important and most people will want to avoid bad feedback and negative opinion.

And finally, avoid micromanagement

This team are involved because they can do their jobs. Trust them to get on with their roles and don’t bother them every five minutes. Use a pre-agreed feedback system such as weekly status updates by email to let them share their progress. Treat them with respect and they’ll most likely so the same to you!

 

Photo by Flickr user kennymatic

 

Even the Dark Side needs motivation

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Don’t just Duck and Cover: Risk Management for Freelancers

Sometimes, things go wrong with projects. That’s life. If you are taking on a new project you can take one of two approaches when dealing with the risks that might cause your project to veer off track:

1/ Stick your head in the sand, your fingers in your ears, hum loudly and wish for the magic pixies to make them all go away, or

2/ Put together a plan for factors that could derail your project and decide what steps you can take to protect from them.

If you pick the first strategy stop reading now and Google ‘magic pixies will fix my project’ instead. If you think the second would be more appropriate for your project, read on.

Your risk management plan does not have to be fancy. The most important thing is that you are going through the process of identifying risks early on in your project planning and considering contingencies. If you get used to thinking in this way before problems arise, the battle is already half won.

Going through the following simple 4-step process with each new project should help to identify threats, decide how likely they are to occur and create a contingency plan.

Step 1: Brainstorming

Sit down, either alone or with others who will be working on this project (your project team) and take some time to think of all the reasons why your project might run into difficulties. These could be anything from

  • team members who are inexperienced in this kind of project
  • using technology that some of your team might be unfamiliar with
  • bad weather in a project that relies on outdoor work
  • a new client you haven’t worked with before
  • funding difficulties

to other, more unlikely ones such as

  • tornadoes, snowstorms or volcanic ash clouds
  • several of your team all getting sick at once
  • your client going bust

The main thing is to get them all down at this point.

Try to be specific. For example, rather than saying that the task of producing invitations to a launch party might overrun, say that producing invitations to the launch party might overrun because the outside company you are relying on to produce them might not be used to such a large order. It is much easier to come up with contingencies if you are specific.

Step 2: Ranking your risks

If you are feeling overwhelmed with disasters at this point, don’t worry!  The next step is to rank the likelihood of these risks actually happening, putting the most likely at the top.

For example, it might be very likely for a wedding photographer to experience bad weather on the day. The threat of the wedding being cancelled might be much further down on his list, with the risk of a snowstorm in July in Florida would be right down at the bottom.

Step 3: Contingency planning

This is the stage when you can start thinking of what you might do in the event that one of these risk factors starts to affect your project. Now you have ranked your risks you can decide

  • how far down the list you will look to make contingency plans
  • whether you will start that planning now or wait until the event of it actually happening.

You may decide that only the top risk factors are ever likely to happen, so you will only develop a plan for those eventualities.

Example:

Your project is to organise an event to launch a new brand of perfume. You have five people in your project team, one of whom has never worked on a launch event before. The event is in January in Boston.

You risk management strategy might look something like this:

Risk Contingency
The inexperienced staff member might underestimate how long each of their tasks will take, resulting in project delays Set up a thorough reporting schedule so that the team can track their progress against the project plan and report back frequently
Bad weather might cause transport problems on the night of the event Send out transport options with the invitations so that guests are aware of the alternatives
The client has had some funding issues so cash flow could become a problem Agree with client to be paid in stages, at each significant milestone
The catering company might be unable to meet the order Choose a second catering company to supply the drinks
Sickness may affect more than one member of the team resulting in delays to tasks Have other freelancers on standby in case of serious illness

In this instance, the team decide that the first three risks are very likely, so work on actually implementing the contingencies, but that the fourth and fifth are less likely as they have worked with the caterer before with no problems and they consider it unlikely that more than one team member will get seriously ill. They will only deal with those eventualities if they arise, rather than spending time on it now.

Step 4: Communication

It is no good in having a risk management plan if nobody knows about it. Make sure you communicate your plan with the rest of your team, and with other parties such as your client if you think it is necessary. After all, it could be you that is unable to work and your team needs to know what to do!

Photo by Flickr user Zolierdos

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Keeping your eye on the ball: how to stay focused on your project goals

It’s all too easy to get sidetracked by the things that need to be done day-to-day: emails to send, invoices to pay, phone calls, thinking up new ways to market your business… Twitter…

Freelancers have to organise so many aspects of their businesses that it’s easy to lose sight of the bigger picture.  All these things are important, but so is the reason we set up our businesses in the first place: our freelance projects.  There’s not much point in being a freelance writer, event planner or designer if you don’t ever get time to do the writing, planning or designing!

There are four simple strategies you can adopt in order to keep your goals clear and your mind on the result.

1/ Define your project’s scope

It is much easier to keep your goals in mind if you know what they are!  Write down the goals of your project at the outset, and make sure you have agreed them with your client: you could both have very different ideas about what constitutes a successful project.  For more information, have a look at this previous post about the project scope.

2/ Track tasks

I have written previously about breaking your work down into tasks; once your project has been divided into bite-sized chunks it is much easier to keep track of your progress.  You can use a low-tech approach such as Post-it notes and a wall planner to keep track of your tasks, or use one of the multitude of software packages specifically designed for project management.

3/ Set milestones

If you have a larger project you can divide it into phases before breaking it down into tasks.  The end of each phase is denoted by a milestone, which might be something like submitting a piece of work, a website going live, your design being approved or moving from a planning to an implementation stage.

Reaching a milestone can give you a good sense of achievement and a reason to celebrate.  It helps to have smaller goals to focus on within your project when the end is too far away to see right now.

4/ Schedule in time-outs

It can be helpful at various points in your project to have a time-out to review your progress so far and look ahead at what is to come.  Reaching a milestone is an obvious point to do this, although you can do it at any time, especially if you feel that you have hit a wall.

Your time-out can be used to evaluate:

  • What is going well
  • What could be going better
  • What problems you have faced and how you overcame them
  • What you could change as you enter the next stage

By taking the time out to assess your progress you can avoid repeating mistakes and get yourself out of any ruts you might find yourself in.  You can monitor your work and consider whether you are still on track to meeting your goals or whether you are getting diverted or sidetracked.

Photo by Flickr user chispita_666

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