I use a to-do list along with my daily planner. I find it to be very practical and effective.
This can difinitely be a challenge for me at times, depending on the time of the term and the nature of my job duties. There is only so many hours in the day, and from when the time the grades are posted, and the time that the next set of classes start. I really find that this is part to do with being understaffed.
Sometimes during the Fall season, I arrive to work when it's still dark, and leave when it's dark. I've tried various techniques from not answering the phones, to shutting my door, following a set "to-do" list, but I find it very challenging for the unique nature of our office and the time restraints we have to get things completed for the next term, and there's only so much stuff you can do in advance to prepare for it.
Shara,
What do you do to mitigate distractions?
Jeffrey Schillinger
I am jsut starting to use my phone to help me manage my time. I hope that it will help rather than be a distraction. I know it has many options that are helpful with time management.
I agree. Sometimes the destraction keeps me from focusing and really being productive on what I am trying to accomplish.
I utilize my Outlook calendar for meetings and the post it notes for tasks assigning them importance top to bottom. On occasion I will use colored post its to differentiate projects.
Since I thought this module was for everybody not just for management I will enlighten the board on how I prioritize myself. Ok I use reminders first I can not stress how helpful these can be. Postits, big calendars with boxes to write
(in different colors inks or pencils)also I put stars after them to subprioritize if need be.
There is the daily to-do list Ive used them. They are good to delagate to teammembers.
I make a to-do list and date the items according to thier priority. I then transfer those items into my daily planner and 'schedule' time for each task. I even do this with my house work at home. Setting goals, and making them attainable is the key!
James,
Thank you for this post. How do you separate items that seem to be the same level of priority?
Jeffrey Schillinger
I priortize by identify what I absolutely need to have done and when it needs to be accomplish. I work on the tasks that need to be done first. After that, I work on less critical tasks.
Tasks that are due immediately or restricted time frames receive the highest priority. These would include recording hours for externs, Contacting students that are at risk of being dropped, Preparing reports for daily meetings. Other tasks which should be completed weekly or monthly receive less priority. These include book orders, adjunct teaching assignments, Completing new student photo ID's, monthly closing schedules and proctoring schedules. With this process, nothing is missed or forgotten and all tasks are completed within the time constraint.
Sheri,
How do you decide which ones get which numbers?
Jeffrey Schillinger
I prioritize my tasks by entering them into my calendar and marking them with a 1, 2, 3, etc. I know the ones that are listed first are the most important ones I need to do first.
Tim,
This sounds like a workable system. (It would not work for me due to colorblindness.) What are the things you consider when assigning a color to a task?
Jeffrey Schillinger
I live by my Outlook calendar. If it isn't on my calendar it doesn't happen that day. "A" tasks, which must be completed that day are color coded as green. "B" tasks which could be pushed into tomorrow are color coded as yellow. However, should the "B" task be pushed to tomorrow, it now becomes an "A" task and is changed from yellow to green. "C" tasks are always peppered throughout my calendar but are not color coded as they are low priority. This helps the colors to standout.
I use "to-do" lists as well. However, I have learned how to better use the lists after taking this course. I assign hi, medium, lo priority and estimate time it will take to get each done. My biggest downfall seems to be "overloading the to-do list". I can eliminate a lot of lo priority from the list by delegating and using some of the mentioned strategies (including HALF the number of things you think you can do, keep unimportant lo-pri OFF the list entirely, etc.)
Thank you for the suggestion Jeffrey. I find that I accomplish a lot more when no one else is around, and when I bring work home, but that has caused an imbalance between my work and personal lives. I have very limited time available with my partner, so when I am not at work, I try to spend that time with him. Going in early or staying late just extends my work day (as I still have to be there 8-12 hours normally) as I have to be available at the times when others are there. I also found that when I brought work home, I found myself getting angry or frustrated with my friends and family for interrupting me, when I was really just frustrated with my job and myself for having to bring the work home in the first place.
Jacqueline,
I face similar issues. I have found setting aside time whrn no one else is in the office allows me to get a lot done quickly. Sometimes I go in early, other times I stay late. sometimes I do some of the less critical tasks at home at night.
Jeffrey Schillinger
Outlook is a great tool, but the user has to be aware and in control of his or her own goals and priorities. I am often running time management workshops for my students, because I struggled with it when I began college.
I find that the "unforseen" challenges that arise in a day are now beginning to outnumber the planned tasks. When I try to resolve this by discussing with my supervisor (or even colleagues) they are so inundated with tasks they do not have time to address it.
I know the course suggests delegating lower-priority tasks to others, but I also don't have a staff. Anyone have any suggestions?
After reading some of the best practices here in the course, I would now pay more attention to the A-list. I have been simply listing my goals, tasks and must-dos without prioritizing them according to which are critical in terms of contributing to important objectives or those which may be truly time-sensitive.
Suzanne
