When Less Is More

Are you one of those people who strive to give 100% every day – to everything? Where has that gotten you? More often than you’d like, you’re probably exhausted, somewhat cranky, and likely feeling unappreciated. And if self-care isn’t on your to-do list, it isn’t happening. When we stretch ourselves beyond our limits, we slip into a negative mindset while draining our abilities to keep going. We look at all we are doing, all that still needs to be done, and find ourselves coming up lacking.  

What if, instead, we worked to get the maximum return for the time allotted? Not necessarily, giving 100% all the time, but making smart, specific choices about what we do and when we do it – and how much it truly needs from us.

It starts by determining the level of importance of any task. Does it promote or advance your Mission and Vision? When you think about it being completed, what will be achieved as a result? Once you’ve gotten clear on these decisions and distinctions, do it as excellently as possible within the parameters you gave it.

Kristin Hendrix explains the concept of less is more in How an Athlete Mindset Helps Me Optimize My Work Performance. Thinking of our job in the context of an athlete makes the idea more understandable. No athlete trains or plays their sport at maximum level all the time. Basketball players don’t play the same way in the middle of the game as they do in the final minutes.

Hendrix makes 5 key points:

Top performance doesn’t come from constant 100% effort – What would a basketball player have left in the final minutes if they were playing full-out throughout the game? Hendrix notes this is true for our mental strength as much as for physical strength. As she observes, responding to the expectation that we will give our best all the time leads to “mental exhaustion, stagnation, and burnout.”

Plan for the surge – It’s easy for athletes to know when to draw on the reserves they have been saving. They have a time clock or other way to know the end is looming. We have deadlines. That’s when we need to be able to give our maximum effort. It is almost certain that every  project will have problems as the finish draws near. That’s when we need to have enough in reserve to go into overdrive to that we can see things through to a strong completion.

Case study: Mindful surges to avoid overwhelm – As librarians you have an inordinate number of jobs and tasks to accomplish. AASL’s National School Library Standards lists your 5 roles: Leader, Instructional Partner, Information Specialist, Teacher, and Program Administrator (pp14-15). On a daily/weekly basis you have things to do for each. Note where the deadlines loom for each and plan for those “surges” by cutting back on your other tasks as needed. Do you have several important tasks that have overlapping needs? Write them down, get clear on what’s needed, and what the deadlines are. Planning, will keep your energy levels where they need to be.

Building up our strength and stamina – As you take on new roles or increasingly more significant roles as a leader, whether in your building/district or on a state/national level there is much to learn. It can be hard initially to get a grip on what you need to do and in what order. The answer Hendrix recommends is scaffolding. Determine what you need to know and what you don’t know yet. Look for the people and sources that can help you learn it. Depending on the situation, social media groups, Professional Learning Networks (PLNs) or mentors can give you the support and information you need. With each step, you’ll know more and be stronger for the next time – and you’ll need less energy because you can better prepare.

Want to outperform?  Underperform first – Hendrix alludes to the story of the turtle and the hare, modifying it by recommending we be the turtle at the start and the hare as the finish line approaches. Compare your mood and mindset when you are taking short breaks as compared with when you do everything all day full-out. When do you accomplish the most? What about your mood? Learn what works, what helps, and how you can improve the next time.

Don’t let the work of being a leader bog you down. Learn to give less in order to give more. By managing your time, energy, and priorities, you will be better able to embrace your work and the enjoyment that leadership brings.


Time – It’s Irreplaceable

Nothing is more valuable than our time. Once it’s gone, we can’t get it back. Each day, someone or some task claims another piece of it. At the end of a very long day, you are often left wondering where the time all went. When you look closely at a typical (if there is such a thing) day, there are precious few hours to complete all your tasks. How do you manage the available time to get the best results?

It takes organization and focus. Be mindful of what you are doing – and why. Create a system that works for you. Know where you are and what you will do next. For example, as I head into my office to begin my day, I always know what my first task will be. When I was working in a school library, I did a mental review of my schedule while on the drive to work. On my way home, I would shift gears, plan my route if I needed to do an errand or recall what I had to do to get dinner started.

What do you need to do to get a handle on time management? In How to Use Your Time Effectively and Efficiently, Paul B. Thornton recommends for effective time management to “Separate the ‘vital few’ from the ‘trivial many.’ Don’t waste your time solving the wrong problems or pursuing the wrong goals.”

Effectiveness is about using your time for the right things. He lists these five effective techniques:

  1. Writing down priorities and making them visible – Whenever possible, tie these to your Mission and/or Vision statements. It will keep you focused on what really needs to get done.
  2. Periodically reviewing and revising your priorities – Change happens. Are your priorities adjusting and changing with them? And when was the last time you reviewed your Mission/Vision statements? Be sure they are current. I recently read one from a library whose mission dates from 1987.
  3. Learning to say “No.” -Two letters, but a very important word. If the request doesn’t fit your priorities, consider if it’s possible to say no. If it’s not, look for alternatives. (I did a blog post on this a few weeks ago).
  4. Checking for alignment – Again, review your list to see if there are tasks that don’t fit with your priorities. Thornton advises you to see where you can make changes. Also, look for ways to delegate to others.
  5. Schedule uninterrupted time – Officially scheduling this time is incredibly challenging during the school day. If you have a period of time where no one is with you in the library, I recommend shutting off the lights, so people think the doors were closed. Commuting time can also be used this way.

Efficiency means you what you can to not waste time. Thornton’s top five efficiency techniques (he lists ten) are:

  1. Create a “to-do” list – Connect this with your effective techniques (above) by reviewing your priorities when making this list. It’s also important to choose a listing method that works best for you. Do you number the highest ones or star them? Do you prefer a daily or weekly list?
  2. Periodically identify what you can stop doing Just because something was a priority, doesn’t mean it still is or is as high a priority as it was. Thornton recommends looking for ways to eliminate what doesn’t provide value.
  3. Get organized – More than the “to-do” list, this is your calendar allowing you to keep track of meetings and deadlines. What works best for you – digital or paper? How do you ensure you don’t overlook what you have recorded? Do you have a reminder system in place?
  4. Remove the clutter – Looking for things wastes time. If you don’t need it, get rid of it.
  5. Deal with paper and electronic documents only once – A follow-up to the previous one. Thornton reminds you there are only three things to do with them: file it, toss (or delete), or take action. It can be hard to make an immediate decision, but doing this whenever you can will make you more efficient.

And don’t forget about your time outside of work. Be sure you are giving you and your family the time they deserve. You also need personal time to refresh and rejuvenate. It may not be every day, but if you aren’t doing something at least weekly, you are wearing yourself out. Time is your most valuable commodity. Don’t waste opportunities for joy.

Deciding What To Do First

We all have full plates. So many tasks calling for our attention at the same time. New ones constantly being added. Where do you start?  What do you do next?  How you answer those questions determines how efficiently you work and how successful you feel at the end of the day.

There are lots of ways to develop your to-do list and determine your priorities. I use the tried and true pen and paper list. To help me, I break my tasks into categories such as Blog, Montana (where I am teaching online), ALA, and Personal. But where do I begin?

Starring the highest priority items helps, but there are always several starred items. The first item of business is knowing which comes first. On Saturdays, it is this blog. This gives me room to complete it by Sunday should life interfere. The imperative is to get it to my editor who edits what I’ve written as well as posts it on my website on Monday.

My second task on Saturday is checking on my students, responding to their posts, and grading their work. The rest of the week, they come first. I count on the amount of time I need with them to increase slowly through the week as they complete readings and are then able to submit work. The other tasks follow.

During the week there are other things on my schedule. Doctors’ appointments, phone calls that are important, and any other number of things which make planning essential because something is bound to throw me off course at some point. Holding onto my fallback mindset, “Everything will get done — it always does” can keep me calm (mostly) about unanticipated disruptions.

Another way to determine what to do first and what to next is to use the Eisenhower Box or Eisenhower Matrix, named for US President Dwight Eisenhower. It’s an excellent guide for helping you making the decisions on what to do first, next, and so on.

James Clear, author of the bestselling book Atomic Habits, explains how to use this  in How to be More Productive and Eliminate Time Wasting Activities by Using the “Eisenhower Box.”  To construct the Box, you work with two categories, Urgent and Important and their flips, Not Urgent and Not Important which give you a matrix with four boxes. Clear gives the following explanation to help differentiate between the two, “Urgent tasks are things that you feel like you need to react to: emails, phone calls, texts, news stories. Meanwhile, in the words of Brett McKay, ‘Important tasks are things that contribute to our long-term mission, values, and goals.’”  You can easily redefine Urgent for your work environment with school-related tasks – student disruption, fire drill, call from the principal.

The Box is pictured above. If something is Urgent and Important – DO it. It’s a priority. If something is Important, but not Urgent, you can schedule when it will be done. If it is Urgent and Not Important, look for ways you can delegate this – it’s not the best use of your time. And if it’s Not Urgent and Not Important… don’t do it. Cross that off and move on to the things in the other boxes.

What is important about the Eisenhower Box is that it has you identifying the difference between what is urgent and what is important. Eisenhower said, “What is important is seldom urgent and what is urgent is seldom important.” But it is wise to know when it’s both and when it isn’t.

Life being what it is, this matrix doesn’t always work. Sometimes, you cannot delegate something, and because it is Urgent, you need to do it anyway- sooner rather than later. Which may mess up the scheduling you’ve done for the things that were Important but Not Urgent. Fortunately, this won’t be an everyday occurrence and you can return to the matrix when it’s time to plan again.

If this thought process works for you, consider adding the Eisenhower Box to your time management skill set. When you consciously decide what to do and when to do it, you feel more organized and have a sense of accomplishment. I also, am aware of what time of day is best for me to do certain tasks and what small and not very important things can be dealt with when I have short periods of time available. Look for those things in your schedule and hopefully soon you’ll be spending your time on your priorities and crossing things off your to-do list.

Perfect or Good Enough

When my daughter was in high school, I told her, “Good enough is not good enough.”  I was wrong. One reason for our stress and exhaustion is our need to get everything done perfectly. That’s not an option. We have too much to do, and we need to be honest about the importance of our tasks. From making the bed in the morning to leaving the library looking neat, we often treat everything we do equally, but that’s not a good use of our limited time. The result can be that important jobs do not get the detailed attention they need, and we are worn out.

Time management requires more than a to-do list. It means looking at what we do with an eye toward the return we get from our investment of time. In The Costs of Being a Perfectionist Manager, Anna Carmella G. Ocampo, Jun Gu, and Mariano Heyden discuss how to use perfectionist strengths without wearing yourself out trying to get everything done perfectly. They warn that perfectionism frequently leads to dissatisfaction because even when a job is well done, it still may still not meet your standards. It becomes a matter of balance and priorities.

In addition to describing several different types of perfectionists, the trio recommends the following approaches when faced with your own perfectionism:

Design the Right Goals – Ultimately, your goals should be tied to your Mission and Vison, however, as they say, your goals need to be “attainable yet challenging.” Interim goals that inch you towards your larger one will give you the best results. You learn what works and what doesn’t, and you don’t beat yourself up for not seeing your whole Mission in operation or achieving your Vision. You enjoy the process.

Recognize Failure as Part of the Process This can’t be stated often enough. We teach students that failure is learning, then don’t apply the concept to ourselves. We won’t get it right the first time. The learning is as important as the goal. If we don’t accept this, then fear of failure will keep us from taking risks, and risk-taking is an important leadership quality.

Cultivating Mindfulness – How you think is how you feel. Meditation is what the trio recommend. This could be traditional meditation, but anything that gets you away from your desk and immediate demands on your attention can be beneficial (long time readers of this blog know that I’m a walker). Look for times in your day when you can take a break, listen to your own thoughts (or music, or a podcast) so that you come back recharged.

Using Pep Talks – We are well-aware that we speak a lot of critical things to ourselves, things we’d never say to others. Perfectionist tendencies can make these thoughts batter us too often. Ocampo, Gu, and Heyden recommend finding calming and positive mantras to help banish these thoughts. I use this technique and remind myself of past struggles and ultimate successes. Again, what you think is how you feel.

Fostering Positive Interpersonal Relationships – Although every conversation is an opportunity, you don’t have to have an end goal in mind for each one. We know how important relationships are to the success of the library program, and building them begins with casual interactions. The authors point to how good we feel when we help someone. Doing so is a natural part of being a librarian. And not all help needs to be tied to library use. It’s about being an empathetic, caring person.

Managing Emotions – This is part of SEL and is vital for us all. Perfectionism leads to stress which tends to make us irritable and unpleasant to be with. The above techniques can help reduce that as will reframing. Every cloud has a silver lining. Find it and use it to calm yourself. This may also be a good time for a walk or reading some funny memes. Do whatever you need to restore your mental balance.

How many tasks do you have that don’t need to be done perfectly? Look to your priorities, give them the time they deserve, and then let the other things go. Sometimes, and again with apologies to my daughter, good enough is good enough.

I Don’t Have Time To…

How are you completing the sentence in the title? To get books shelved? To do a diversity audit? To eat lunch? We are so pressed for time we focus on the most urgent tasks or the ones we are struggling to complete and forget ourselves. It’s not only that there are a limited number of hours in the day. The fact is, we can’t be creative every hour we are awake. We cannot even be productive every hour. Our bodies and brains need a break.

We’ve all tried a variety of ways to organize and manage our time. We have our to-do lists in whatever format we prefer, project planners, and post-it note reminders. Then your principal pulls you to cover a class and have no choice but to do what you were told. And there goes the to-do list and your day. You surrender to it and are too tired to use whatever time you have left to tackle the task you expected to get done.

Despite your best efforts, you may not be making the best use of the time you do have. Mary Kelley has 5 Ways to Find Out If You Are Maximizing Your Time.

  1. You Stick to Your Schedule – First, make sure you’re doing what you said you were going to do when you wanted to do it. You’re not maximizing your time if you are checking emails before getting started. But what about those unscheduled interruptions?  What happened to the task you didn’t get to finish? Get back to it as soon as possible. You may need a quick review to see where you left off. An alternative is to consciously reschedule it for a better time. Then get on with the next task on your schedule.
  • You Plan Ahead – Kelley is referring to looking long range – next week, next month. I call it telescoping, periscoping, and microscoping. In telescoping you view a project through its completion. This could be an advocacy plan or a unit you are doing with a teacher. You are aware of when the parts need to be completed to meet your final deadline. In periscoping, check in every so often to see if you are on target for completing a task. If not, make the adjustments to the schedule to make sure there are no surprises as you head toward the finish live. In microscoping you focus on the immediate work. Then if you are interrupted, you can make the needed change when you periscope.
  • You Prioritize – Kelley uses a whiteboard with her MITs (Most Important Tasks). You may be doing that with your to-do list but having them in front of you is a constant reminder. It might also alert those interrupting you to the work you are trying to do. And don’t forget to put yourself in the schedule. Put in your lunch time. Add whatever you do to stay healthy such as a chair yoga exercise or even going to an open window to breathe. You need these pauses to refresh your brain. You are a priority too.
  • You Avoid Multitasking – It’s been proven that it doesn’t work, and we keep doing it. Know which tasks require the most brain power and/or creativity. Make sure that has your total focus. If there is an interruption you must respond to, do not work on the task while dealing with the interruption. Tasks involving creativity often require that you pause to think through a problem. It may be tempting to scan your emails while you think. Just because you are not actively doing something doesn’t mean you aren’t engaged in the task. Trying to get through those emails will only slow you down, and you are likely to miss important details on both tasks.
  • You Cheerfully Say NO – I like this one. While you can’t say no to your principal, there are many other requests you can turn down. Knowing when and how is important in making the best use of your time. If the request connects to a priority of yours, “yes” is probably the right answer. If not, refuse, but carefully. Suggest an alternative. You may be able to take it on at a future date. It’s important to know how to say “no” without damaging a relationship.

In her post, Kelley notes our brains can’t run at full capacity for more that 4 hours a day. Know when your most productive/creative times are and develop your schedule around it. Do what you can to work on your biggest priorities during those times. And give yourself a break when the schedule goes nuts.

Diffusing Pressure

We are all under pressure. The bad news is, it’s not going to get better. The worse news is, if you don’t do something about it, the pressure will (and undoubtedly has) affected you physically and emotionally. The good news is you can learn to manage pressure. You can develop strategies that reduce its hold on you. Mostly, it’s about how to reframe and change your mindset.

When we’re under pressure, we feel an adrenaline surge. This surge gives you the energy to stretch your physical, creative, and/or emotional drive. Unfortunately, the crash that follows depletes you, and you still have more on your plate.

Strategies for developing the right mindset can help you from escalating pressure and lowers the anxieties you are feeling. Theodore Kinni in Leading Under Pressure offers Dane Jensen’s four-step technique for diffusing pressure. It applies to the business world, the world of athletes, as well as your professional and personal life.  

  1. Ask yourself what’s not at stake – When you focus on a big project, a deadline, a chosen or imposed job change, remember to pause. Take the time to identify what in your life is not hinging on this one thing. Intense focus may be needed, but it also blocks out everything that’s not in our face. We cannot see the complete picture. Stop and took for what is good in your life, personally or at work. This hasn’t changed. These things will to be there however this one big thing plays out. The perspective can help you breathe easier.
  • Avoid the anxiety spiral – We have overactive brains which usually jump to the negative. We tend to escalate things. It’s a form of catastrophizing. A simple example might be when your principal asks to speak with you. Immediately, your brain goes to, “What did I do wrong?” “Are they going to eliminate my position?” “Did a parent complain?” You haven’t learned the purpose of the meeting, yet you assume something is wrong. It could be something positive, but you are already in a panic about what might be coming. The energy wasted is enormous. Your stress is high for no reason. This is another time to pause and remind yourself that until you know, you don’t know. You can’t deal with an issue that is still unknown. Wait for further information.
  • Let go of ego-driven stakes – This usually applies when we’re leading or initiating a big project. Maybe you launched a “One book, One School” event. Perhaps you are planning to genre-fy your collection. You’re out on a limb and everyone is looking at you. Besides the anxiety spiral of “what if it doesn’t work?”, you may also find the Imposter Syndrome has taken hold. “Why did I try this?” “What was I thinking?” With support from your PLN and others who have done this, you will get through it. Plan to get help and share credit. Leadership involves risk. The more risks you take, the more successes you have as compared with projects that didn’t meet your expectations. What did you learn from it that you can use next time? Whatever happens, it’s not the end of the world – or your career.
  • Gauge what is truly urgent – Too often we expend time and energy on what is immediately in front of us. Using Jensen as a guide to deal with this, ask yourself, “What might happen if I rush to get this done?” Then ask yourself, “What will happen if I delay for a while?” Not everything that lands on your plate is urgent. How does it relate to your Mission and Goals? What/who is the source of this task/request? Is there a due date on it? If it is immediate, does it make sense to request a delay? Focusing on the high priority items in your to-do list, however you keep track of your tasks, reminds you of what needs doing first. I use a star and sometimes multiple stars.

We don’t need to eliminate pressure. Pressure is not the problem. It can, in fact, be useful. It powers us to go beyond ourselves and do better than we knew we could. However, the anxiety pressure causes drains us. By developing the strategies to reduce the anxiety, we gain the benefits of pressure with fewer negative effects of accompanying anxiety.

Taking Charge of Your Life

“You’re not the boss of me,” is what kids say when they don’t like being told what to do. While it may not be something we’d say as an adult, it is important to be aware of when we are allowing too many people to tell us what to do and direct our lives.

To make others happy, we often say yes to things we don’t have time for, or which don’t support our priorities. Then when we’re asked to do something for an administrator or which we want to do, we’re stressed because there’s already too much on our plates. How often do we say yes because we’re worried about what others will think if we say no – and what’s the cost to us when we do it?

Why do we worry so much about what other people think of us?  If we are living our lives based on our values and principles, our actions and choices speak for themselves. Those who judge us should not matter. But somehow, they do. It can make us compare ourselves to others and find ourselves lacking. Or keeps us from setting boundaries because the opinion people have of us matter more than our wants and needs.

In The Trap of Caring Too Much about What Other People ThinkGregg Vanourek says, “Life is too precious and short to let others determine our path.”  People pleasing is a trap many of us fall into. He offers eight tips to prevent what he refers to as “the downward spiral.”

  1. Acquire more self-awarenessWhat is your heart and mind telling you to do? Your inner voice when you are not letting it criticize you, knows the truth. When you hear your thoughts say “no, I can’t” don’t say “sure, no problem.”
  2. Develop clear and compelling personal purposes, values, and vision – You have them for your library. You need them for your life. Who are you? What do you want to accomplish in your life and be remembered for? Write these down if it helps and refer to them before taking on anything new – in or out of work.
  3. Cultivate self-acceptance – Talk to yourself the way you would speak to a good friend who is dealing with whatever is happening in your life. You certainly wouldn’t criticize or only point out what they’re doing wrong. Self-compassion goes a long way when setting healthy boundaries.
  4. Take time before saying yes – New tasks always take more time than predicted. Before saying yes, go through tips one and two. Be aware of what you can do and if the new requet first with your purpose, values, and vision. If it doesn’t, say no. (For help with this – you can read my blog post on this topic.)
  5. Gain perspective – How important is their opinion in the overall scheme of things? In the long run, will it matter? In the moment, it can feel very important, but when you stop and think (see point #4), you’ll likely realize you’re reacting out habit and not out of an active choice to do something that works for you.
  6. Experiment with experiencing disapproval – Vanourek suggests mentally picturing what would happen if others disapproved of your choice or action. Does it feel less right because of them?  Or do you see how the choice represented who you are? It’s important to separate feelings about others from the feelings we want to have about our decisions.
  7. Notice how people may respect us for setting boundaries – A favorite phrase of mine is, “If you act like a doormat, people step on you.” It goes well with, “We teach people how to treat us.”  When you are clear about what you will and won’t do, your communication carries that message and is invariably respected. And people are less likely to comeback and step on your again in the future.
  8. Imagine and pursue the freedom on the other side of this mental block – In the moment, it’s hard to keep a boundary, but think about how you will feel after. It will likely feel as though a weight has been lifted. There is a huge difference between what we do for others because it’s who we are and what we believe in, and what we do because we fear the criticism or judgement of others.

It’s important that we take responsibility for our choices and not let the responses of others be our primary motivation for making those choices. Setting and keeping boundaries allows you to have more of the life and career you want. You’ll be known for saying yes with clarity and you’ll be doing more of what you want. There will be mistakes and successes, but they will be truly yours.

Lessons Moving Forward

We have gone through what has been an exceedingly challenging year and survived. There are scars, and there are lessons. The scars are a tribute to our resilience and will always be with us. The lessons need to be as well. What life lessons helped sustain you and others in the last year and a half?

One of my big lessons was the need for scheduled connections. In my pre-pandemic hectic life, I reached out to family and friends as the mood struck and time was available. Now these important people are on a schedule and/or on my to-do list. I don’t see them as work, of course, but I don’t trust myself to be consistent without reminders. I am too likely to get caught up in the returned busy-ness and forget. I don’t want to lose the connections that were deepened.

As we relax over the summer and make plans for the year ahead, this is a good time to take stock of what we learned or what we’d like to make sure to keep in the future. I found LaRay Quy’s article The Best Advice People Can Give Their Younger Selves touches on seven recommendations to help us:

  1. Make plans but write them in pencil – You need a direction, but you also must be prepared to change it as the situation demands. Being flexible was key in the last fifteen months and that will not change. If you are traveling on a highway, accidents and construction can force you to detour. Life’s journey is no different. Sometimes the detour allows you to see and experience what you might have overlooked. Sometimes it slows you up, but you still saw something new. That’s life. Or as Ursula LeGuin said in Left Hand of Darkness, “It’s always good to have an end to journey toward, but it’s the journey that matters in the end.”
  2. Read better books – We read –we are librarians. Have you been denying yourselves the pleasure because of too much work?  We need our reading to help us grow. It’s not necessarily significant texts. It’s new authors who present a different perspective.  I have found important insights in romantic fiction. The genre is not what’s important. The author and their message is.
  3. Invest in friendships – As my opening example shows, we need friendships and connection in our lives. We need our old friends and need to make new ones. Quy notes we attract people like us. Focus on your positives and your friendship circle will be enlarged by equally positive people. Find people who want to grow and learn as you do.
  4. Know when to leave – This is true in relationships and in work. Reflect on the relationships in your life. Are there some that are draining? You don’t need people who only take. Some jobs are toxic as well. I left one, and it changed my life for the better. Don’t stay in bad situations because you fear losing tenure. If you are good, you will get tenure in the next position – and you’ll have a situation where you can thrive.
  5. Forget about following your passion – Here is where I disagree with Quy, but it’s mainly a question of definitions. She says passion is fleeting and self-serving, and it’s better to follow your purpose. I emphatically support following your purpose. But my purpose has become my passion, and it has been my passion for many years. Take time to look at what you’re passionate about and see how that weaves into your purpose – the connections you find will surprise you.
  6. Solve harder problems – It’s easy to continue doing what we have always been doing, but growth comes from leaving your comfort zone. This is where you truly live your purpose. Take it onto a larger stage. Volunteer for a committee with your state school library association. If you already do that, move to the national level. Scary?  Yes, but as you grow, you become better at your job. Your new knowledge will affect how you present yourself and boost your confidence. The result – your colleagues and administrators will recognize you as a leader.
  7.  Forgive first – This may seem like an odd piece of advice for this list, but anger and resentments weigh you down. It gives the other party power over you. You don’t have to forget, but recognize the issue is in the past. You don’t want it in your future. And don’t forget to forgive yourself.

I would add two more to Quy’s lists; Being Aware of Others, and Gratitude. I am far more conscious of the many people on the fringes of my life whose work makes my life possible. Delivery drivers, sanitation workers, the employees of my local supermarkets, and health care providers are among the many people who make my days easier. I am more aware then ever of the work they do and I am very grateful.

It’s time to reflect and plan. As expected, our post-pandemic world is a changed place. We need to envision how we will be in our new normal, and that means integrating the lessons we learned. What would you put on your list to help you move forward?

ON LIBRARIES: When Everything is a Priority

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.

  1. 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.

  1. 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.

  1. 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.
  1. 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!)

  1. 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.

ON LIBRARIES: Should Have – Could Have

Do you give yourself credit for all you are accomplishing?  Our days are jam-packed.  Many of you stay late to complete tasks that can’t fit within the regular school day.  By the time you get home, there are more things that need to be done.  You are tired, cranky more often than you like, and are feeling worn out.  And as it is now November, you’re facing getting ready for the holidays.

We are experts at finding fault with ourselves, but it doesn’t help us do better. More often it becomes a type of self-sabotage because these thoughts make us believe we are failures. Too often we speak to ourselves in ways we’d never speak to another, focusing on our weaknesses and believing everyone else does or achieves more. Of course, this isn’t true. We know we have had successes, but when all we can hear is the negative self-talk, none of that matters.

So I ask you again – Do you give yourself credit for all you are accomplishing?  Probably not. You are

most likely mentally beating yourself up with “Should Have” and “Could Have.”  You should have gotten more done. You could have if only you were more organized.  If only… you fill in the blank. I’m sure you have a list. What would support us better is go through the important process of deciding what priority, what isn’t, and do what we can to stop listening to the rest of the noise that’s distracting us.

Kristin Hendrix reminds us of the power of self-talk in her article Words Matter, Choose Carefully. We tend to be aware of that with others, but don’t treat ourselves with the same consideration.  As goal-driven people, we have a lot of “need to’s” in addition to the “should have’s” and “could have’s.”  It’s important to take a realistic look at what you have been saying to yourself and consider whether it’s really true.

Very often, negative self-talk is a story we tell ourselves, and it keeps us from focusing on what is important and remembering where our strengths lie.  Hendrix suggests you begin by looking more closely at the “need to’s” that have been swirling around in your brain and ask yourself – Is this true?  Do you really need to do it, or is it something you would like to do?  Is it a priority? What level of importance does it have – honestly?

If it isn’t a high priority, you might not need to do it.  If it is, then take the time to look at why you haven’t made the commitment yet.  Is fear behind it? If you’re unsure if you can do it, maybe you need a mentor. Or if the project is too big, perhaps you can delegate part of it.  Be honest with yourself and get you’ll find it easier to either move forward or delete it for good.

How many times do you say, “I should…?”   Unless you figure out if this is true, you will continue saying it and make yourself feel unworthy because of it.  Should you exercise more? Take a course related to librarianship? Maybe the answer is yes, but the answer could be ‘not yet’. Whatever it is, do your best to be honest (and kind!) with yourself. Too many times things are on the list because we’ve bought into the belief that they should be (ironic, yes?) on the list. They aren’t our priorities yet we’ve taken them on. Taking the time to look at the truth then accepting what’s true for you can go a long way in stopping the negative self-talk.

Hendrix notes that we complicate this problem by saying we don’t have time.  We can’t because we’re too busy. As I have written in past blogs, this, too, is a story we tell ourselves.  It has an element of truth as we are exhausted by the time we fall into bed (or long before we fall into bed), but it’s far from the whole truth. When something is important and we know and can feel why it is important, we take the time to do it.

For years I said I should exercise.  I didn’t. When I made it a priority, I was able to fit it into my life and it’s off my “should have” list. I also make it a point to turn off my computer by 6 p.m. each day. Maybe I should continue.  If I did maybe I could have finished the task.  But turning the computer off is the priority because it gives me the time I need in the evening to be with my husband and do other things for myself.  And I don’t think about those “should have’s” or “could have” because I’m clear about my priority.

Do I manage to stick to my priorities every day?  No.  Some days I goof off.  Too many games of Klondike (my weakness as you know). But I have learned not to beat myself up for it.  Rather than fall into negative self-talk, I know there’s a chance I needed the day off, and I can get back to my priorities tomorrow.

The golden rule of treating others the way you wish to be treated may need to be revised.  We need to treat ourselves the way we treat others.  We are much more understanding of the shortcomings of others than we are about our own self-styled failures. Be good to yourself this week. Notice where the negative words are draining you. Take a breath, look for the truth, and let the rest go. Honor yourself and your priorities, leave the shoulds and coulds behind, and – one more time –  give yourself credit for all you are accomplishing.