1. In my last article, I talked about the huge benefits we can get from funneling information into an outline. Outlining is helpful for a single person (or sometimes a group) to take a lot of information and make regular use out of it. In this follow-up, I’ll talk about other ways to organize a lot of information or ideas, with pros and cons for each.
When I began to get serious about professional speaking, it was clear to me that regardless of how much I knew about my subject (teaching people how to change), that I had a lot of research still to do–on professional speaking itself. I needed to get much more familiar with types of events, presentation practices, ways to structure talks, compensation, how to deliver the most value for my audiences, and so on. To that end, I started reading books and articles and hunting down videos to watch online. A flood of information began pouring in, and I found myself coming up with a steady stream of ideas for presentations and ways to connect. The problem then was to find a way to make sure I could use everything I was getting, that it wouldn’t get lost or forgotten.
This is the same situation a person runs into, for example, when writing a book, getting immersed in a new topic, planning a business, or organizing a large event. What do you do with all this information?
You outline it.
Why an outline?
To make use of a lot of information, we need to categorize it. This isn’t just for convenience: our brains are used to dealing with just a few things at a time. (The limit used to be thought to be around 7 items, but it turns out it’s probably more like 4: for example, see http://www.livescience.com/2493-mind-limit-4.html .) So if I have 2,000 individual pieces of information to keep track of, I’m going to want to group them into few enough categories that I can easily navigate through the whole thing. Within those categories, I’m still going to have hundreds of items, so I need to group that information further, and so forth. These categories-within-categories make up an outline.
Once I have my outline, I may have sections that have a special purpose, like a to do list (or items to add to my main task management system, whatever that is), questions that need to be answered, people I’ll want to remember, and so on. The great thing about using an outline for this is that I can find a piece of information whether I know what I’m looking for or not. For example, here’s a screen shot of part of my outline for my speaking business. You can click on it to view it at full size. Each of the little folder icons represents either a category or a chunk of text (or both).
If I’m putting a new topic together, I’ll be looking at my Speaking section under “delivery techniques,” and I’ll be reminded of the tip about having one key point under “structuring a talk.” If, in a different situation, I’m trying to remember exactly what I thought was important about structuring a talk, my outline will make the information easy to find.
Creating the outline is easy
The actual work involved in putting an outline together isn’t hard, because all you have to do is take one thing at a time and decide where you want to put it. If you don’t already have a good place to put it, you make one up. If one part of your outline is getting too full, you break things down into a greater level of detail. If you have too many branches off of one item, you can group them into larger branches, for instance grouping a bunch of recipe ideas for an event into desserts, entrees, side dishes, and so on.
When I’m gathering information or brainstorming ideas, I usually start by taking down a whole lot of unstructured notes. Whenever I’m ready, whether with all of it at once or just one section, I can start putting those notes into an outline.
Of course, you’ll need something to create the outline in. Less complicated outlines can be kept in a word processing program, but what’s more useful is a specialized kind of program called an outliner. The screen shot you see is of a free one I’ve been using called Treepad Lite, which you can get at www.treepad.com . There are more sophisticated outliners too, and I’ll probably upgrade to one of those before too long. Suggestions are welcome.
Outlines are made up of “nodes.” Each node can contain information and can also contain other nodes. With a good outliner program, you can have as many levels of nodes-within-nodes as you need, which means that you can branch or group or expand your outline however and whenever you want to.
If the information you’re gathering is meant to end up as a single written piece in the end, I can wholeheartedly recommend Scrivener, which is a kind of hybrid outliner-word processor that can take a lot of material and help you cook it down into something that flows from beginning to end.
In the second article in this series, I’ll talk about the alternatives to outlining and the pros and cons of each.
Not everyone has an elephant lurking in the downstairs closet, a brachiosaurus in the garage … but a lot of us do. And by this I of course don’t actually mean elephants or dinosaurs, but projects. Big projects. Big, ugly, scary projects that are disturbing to even think about because they’re so big and we haven’t even started on them (or have left them sitting around for much too long). It might be a major house repair that needs to be done so that the roof won’t start leaking, or a long overdue class assignment, or a book project that got tricky and has been sitting there on the hard drive, mocking you, for months now. Regardless of exactly what your beast is, there’s a simple, immediate way to take the first step toward vanquishing it. Unimpressively enough, it’s called “Do any little part of it … right now.”
Don’t take “right now” too literally: “right now” could be this weekend, or later today, or for two hours on Thursday. But don’t mess around with “right now” too much, either. As big as some projects are, there are very few that couldn’t benefit from a little attention very soon, even if it’s late at night and you’re tired and the project is unmentionably huge.
“Do any little part of it right now” may sound simple, and it is very easy to act on, but it has impact far beyond the effort required for it. Consider this joke:
Q: How do you eat an elephant?
A: One bite at a time.
It’s true. Humans are designed to eat things in bites, so the size of the what you’re eating doesn’t matter. To put it another way, you never, ever have to do a huge task: you only have to do small steps that over time add up to a huge task. That may sound like just playing with words, but it’s much more substantial than that: all large projects are accomplished through small steps, so the only way to do a large project is to do one small step. Then do another. Then another.
And honestly, the first small step breaks the whole thing wide open. Instead of having to say “I haven’t worked on my book in four months,” you can say “I worked on my book last night, even though it was only for 20 minutes.” Instead of saying “Someday I have to clean out that junk room,” you can say “I spent 45 minutes this morning gathering up all the spare linens I had in the junk room, and now the ones we need are in the linen closet and the rest are in the car, ready to go to the Salvation Army.” Zero small steps is a dead stop. One small step is being right in the midst of getting the job done.
Sometimes it may be hard to see what the small steps are, either because there’s so much to do that it’s all a huge tangle or because the big project consists of just doing one thing for a long, long time. In either case, there are ways to proceed. If you have no idea where to start, then the first step is figuring out what your next few steps are going to be. It’s organization, cataloging the problem. For instance, if your project is making a garden, make a list of things you need to do to be able to break ground: plan the size of the garden, choose what you’ll plant, look up the planting schedules, buy the seeds, etc. Making that list is itself the first step, and by the time you’re done, you’ll know what the second and third steps are already. If at any point you don’t know what to do next, that means that what you need to do next is figure out where you are in the project and what action needs to come next in the sequence.
And if the project is just a whole lot of one thing, then your steps are just pieces of that thing, of any size. Writers face this issue all the time, when the goal is to write a novel of, say, 100,000 words. While there might be (depending on the writer) a lot of preparatory work to do (or none at all), at a certain point the job is to sit down and churn out a lot of words. While you do that, you can count chapters, pages, words, hours at the keyboard, plot points completed, or anything else that gets you through the night, but if the project is daunting, figure out how much of some measure you need to do, then start doing that thing–and counting it.
Of course, after that first step there is always a second, and so on, and this discussion doesn’t delve much into the question of how to keep on track. On the other hand, keeping on track is much easier than getting on track in the first place, so if you have a big project you know you need to tackle, try starting in on any constructive piece of it, and if you don’t find yourself plowing ahead naturally, come back here for more ideas on how to keep the engine moving. After all, I’ve got a lot more I’ll need to post on this site over the course of years, and the only way for me to do it is one post at a time.
Elephant picture by Omar Junior.
Blank screen picture by Simon Scott.