Sane in the Membrane: Maximizing Personal Effectiveness Through Time Management & Organization Sara Cotner Educational Consultant Catalyst Consulting www.edcatalyst.org
Inbox (a.k.a. piles)
Tips for Being Strategic 1. Categorize Your Tasks Urgent and important Important but not urgent Urgent but not important Not important and not urgent
Tips for Being Strategic Prioritizing tasks Urgent and important Important but not urgent Urgent but not important Not important and not urgent
Slide 1 Delineate Your Roles
List all the roles you play in your life, both professionally and personally.
Examples may include:
Tips for Being Strategic
Focus on Quadrant I and II tasks.
Balance your time among all your roles.
Get everything out of your head and into a system that works for you.
The more you hold in your head, the more energy you waste trying to re-remember it.
Backwards-Planning Yearly Goals Monthly Goals Weekly Goals Daily Plan
YEARLY Time = Once/year GOAL: Implement reading remediation program MONTHLY GOALS: March = Pull together a committee interested in working on this; Talk to other schools about what they use April = Search the internet for research May = Order samples; decide on program June = Train self on program July = Train staff on program August = Implement program
Record due dates
Record backwards-planned next steps from big due dates
WEEKLY/DAILY: Time = 30 min./week Look back at monthly goals Transfer due dates from calendar Transfer appointments from calendar Block out chunks of time for e-mail and important but not urgent things
Jot down things to check in about
Also include a box for things like staff meeting, e-mail updates, etc.
Revise as Necessary
Q & A
Inbox To File Action Required Upcoming
Once per month, file the “To File” stuff
Q & A
Set aside a chunk of time to read and respond to e-mail. Do not process e-mail one at a time as it comes in. (Just say no to reading e-mail on your Blackberry!)
If you can respond to an e-mail in two minutes or less, go ahead and do it. If it will take longer, move it to your “1. Action Required” folder and add it as a to-do task on your action plan. Keep your inbox cleared out. Also create files for “2. Follow-Up” and 3. “Upcoming”.
When you are working on something else, turn off your e-mail! You will lose focus and time flipping back and forth.
Q & A
Ideas for Protecting Your Time
Set aside chunks of time for things that are “urgent and important.”
When someone interrupts you while you’re working on something important but not urgent, ask them if they can wait until ______ for your attention.
Making It Routine
A few hours once a year to set yearly goals and translate them into monthly goals
30 minutes once a week to translate monthly goals into weekly goals, transfer weekly goals into your schedule, and transfer calendar items into your schedule (Friday afternoon or Sunday evening?)
10 minutes per day to process your inbox
One hour once a month to file items in your “To File” box
Q & A
Decide between electronic or tangible system (if hard, purchase a thin binder or report cover to carry it around in)