I have three spreadsheets that I use to track different types of activities throughout the year, with creating the new sheet being part of my ritual for the new year. One tracks the books I read (in addition to tracking the books on Storygraph). One tracks my exercise habits. The third tracks my writing.
These sheets, including the manual upkeep, serve similar purposes. First and foremost, they provide accountability not only to track what I’m doing, but how. For instance, tracking different types of information about what I read has caused me to seek out and read books by a wider variety of authors than I did when I first started tracking this information. Similarly, the exercise data has evolved so that I can see my activities and I am able to hold myself accountable for a daily yoga practice. I also like entering the data manually because it means that I look at the information almost daily, and a few simple formulas can give me a snapshot of how I’m doing.
The system I developed for tracking my writing shows signs of having developed organically.
I started this spreadsheet in October 2017, several months removed from having completed my PhD and wanting something to hold myself accountable as I was starting to revise my dissertation and turn chapters or conference papers into journal articles. The core of my system developed at this point with two sets of columns. The first tracks my daily academic writing, which I defined as time with the academic work open on my computer (or printout), social media closed, and with no other distractions. This is of course not all of that goes into research, but it serves as a rough proxy for time spent in dedicated work.
The section for daily academic writing consisted of four columns, to which I added two columns a few years later. Thus, each row in this section has the date, day of week, the time that I worked, the number of minutes in that period, the project I worked on, and, if relevant, the number of words written. The last two sections also double as places where I can add notes about what I worked on that day (editing, drafted introduction, etc).
From the start I also had a second section that collected the total minutes written on a weekly basis, tracked by date, using the spreadsheet function to collect the sum from the daily section and a simple formula that converts that total into hours written. At the top of this column I keep a running tally of the total hours written and the average length of time I spent writing each week that year.
Starting in 2018, I added a third section where I track everything I produced in that year, in both the total and on a month-by-month basis. What gets tracked here has evolved over time, but generally includes everything from blog posts to reference letters to job applications to presentations. I don’t count all of these as “academic writing,” but this section serves as a snapshot of what I have done in a given year in terms of my academic and academic-adjacent work. This section thus proves useful for filling out annual reviews, for instance.
I added the fourth and final section of this sheet in 2020. Functionally, this section is a key for the projects that I am working on, listing not only the name of the project, but also an abbreviation that I use in the daily-writing section, a due date, and a color-coding scheme that can tell me at a glance the status of each project. The color-coding is the latest addition to this sheet.
Last week on Twitter I ended up in a conversation about systems of tracking writing and accountability. I offered this system to someone asking how academics track their writing and one of the other participants in the conversation pushed me a little bit about whether this collected data is purely for accountability and, if so, what I’m holding myself accountable for, or whether it also has a diagnostic purpose.
To this point, I have mostly used this system for accountability, but only in the loosest of senses. My projects have largely been in various stages of revision since I started tracking this data, so word-counts are not the best way to assess progress. This is also just fine with me since raw word counts have never much worked with my process. Instead, my primary metric for tracking my writing is the time I spend doing it, and I have aspired to write for about an hour a day in the beliefs that writing a little bit every day will be better in the long run than writing in binges and that writing just a little bit most days will cause me to write for longer than the proscribed time on at least some of them. This aspiration has both been wildly successful and an utter failure. I have not averaged five hours of writing per week since the first three months that I tracked this data, at a time when I was teaching just one course, but most years I manage to average about four hours a week, albeit in more booms and busts than I’d like recently.
I don’t explicitly use this spreadsheet as a diagnostic tool. It serves this function in a passive way, in much the same way that I can get a sense of how my writing is going based on whether or not I am writing in this space. I do make notes to myself in the daily section, particularly when I have hit a wall, and I will do the same with the weekly section for weeks during which I’m sick or, for instance, if I got no writing done because I was in the middle of moving or going to a conference. The sheet for 2020 has a row that reads “NULL SET CRISIS.” In the past I have done somewhat minimal data analysis to see trends in my writing activity, but I didn’t find it that useful so I stopped.
In writing this post it has occurred to me that accountability and diagnostics would probably work better with an adjustment to the weekly section. The update I have in mind is to add two columns, one with a target for that week and the other being the time I spent writing in the week minus that target, thus giving me a snapshot of how I did relative to my expectations. These columns will also let me adjust my goals week-to-week based on what is happening with the rest of my schedule, hopefully making them more achievable (always my downfall in goal-setting) than holding to a single goal for every week.
However, as much as I started keeping this sheet because I wanted accountability and really like tinkering around with data in various aspects of my life, this system has also just served as a nice ritual around writing that reminds me that I have in fact done something even when it feels like that is not the case. I don’t know that I will ever go much beyond what I have now in terms of analysis, but it certainly helps me maintain what I hope is a healthy and productive writing practice.