Time management starts with focusing on your priorities, but what do you do when everything is a priority? You always had a full plate, but these days that plate is piled high – and more seems to be added regularly. When you have so much to do, it can be nearly impossible to know where to start. You might start with the one you notice first, or you might choose the hardest task or the simplest one. Yes, you’ll get through everything eventually, but is your approach the most efficient?
Breaking the to-do list down can be a good beginning. First, divide what you need to do into two groups: personal and professional. Divide the professional into those directly connected to your library, ones required by your school, and then your additional commitments such as course work, professional development you are doing, responsibilities for your work in your state school library association, and any other related tasks.
For your library tasks and those for your school, choose the ones that support your mission first, that way you know you’re supporting that important goal. For the other professional responsibilities, evaluate where you might need to adjust deadlines and/or get help.
And don’t forget the personal items that need your attention. Those are another kind of priority and you need to allot time for this as well. Be sure you are giving this some time each day, particularly making time for yourself regularly.
To help you determine what to do first, consider the recommendations of Naphtali Hoff in his post on How to Identify the Most Important Tasks. His six-step approach to dealing with your MITs (Most Important Tasks) – with some of my tweaks and comments — should help you deal with your overloaded plate.
- What are the most 2-3 important things that I need to do today? Good question. If you identify these and complete them, the result is a tremendous sense of accomplishment. But how do you identify them? Choose one of your groups. Look for tasks that have an upcoming deadline. Are they of high importance? Are any of them tasks you enjoy doing? Will the professional task promote your Mission?
Naftali also suggests you take the Pareto Principle into consideration. In brief, the Pareto Principle, named for the Italian economist who first observed the 80/20 relationship in many places in life, is used to note that 80% of the work is done by 20% of the people. Applied here, it means that 80% of your outcomes result from 20% of your work. You want to invest your time first where it will bring the greatest result.
- What is the task’s value or ROI? ROI means – return on investment. What will you get back from the time and effort you spend? Related to the Pareto Principle, look at your list and determine what will bring you the greatest return on the investment of your time. Also look where completing some tasks may make another task easier. These connections will support your success.
As you determine a task’s ROI, you must consider advocacy. How will others know of your accomplishment of the task? It’s always been true, but as budget belts tighten again, this is truer than ever. You do great work, but if no one knows about it, it won’t make a difference in the long run.
- Is it related to your goals? Is it part of a strategic plan you have created? How does it relate to your Mission? Other than things aministorators have directed you to do , your answer to this question should set your priorities for what task you should do next. The more distantly related – the lower the priority. These are the things that should be relegated to the end of the day or week, if/when there is still time.
- Is it a task that you’ve been thinking about for some time? I really like this one. If it’s been on your mind, it’s worth considering. And this includes your personal tasks.
And don’t discard it or put it off because you have other more well-defined items on your list. It most likely connects to a passion of yours. Bringing it to fruition will give you a great sense of satisfaction and accomplishment and will likely spur you on to deal with the other tasks you have. (That gives it a high ROI!)
- Have you been putting it off for too long? This is the flip side of #4. There are always things on our list that get moved to the next day and then the next. Why have you been putting it off? Do you dread doing it? If so, why? Is it very time consuming? Is it boring? Think about way to break it into small steps and focus on those. Does it take you out of your comfort zone? It can be hard, but these can be the tasks that help us to grow the most. Turn to your PLNs for advice on how to accomplish it. With support, you are more likely to tackle it and come out on top.
6. Is it a task that will free you up to work on your real MITs? Sometimes you do need to complete small jobs so you have a large enough block of time to work on what is really important. Hoff suggests setting an artificial deadline to complete these. I love artificial deadlines. They create a cushion, so I don’t miss the real ones when life “happens.”
The Hoff article didn’t cover two additional things I consider vital.
Know the best time of day for you to tackle the tasks on your list. He does refer to the things you need to do, but when? For me, it is the first thing in the morning. If it is something that has a deadline (even an artificial deadline) I can’t look at email or anything else until I get the highest priority task of the day finished.
Don’t forget to apply these questions to the tasks you put in the Personal group. You must make time for family, friends, and for yourself. There’s a huge ROI when we honestly take care of ourselves. Laundry can wait another day. Taking time for the personal will make you happier which will likely make your professional tasks easier.