HIT: Time Management

[Sheila Arthur <cchsmdcn@GNATNET.NET>]

I apologize for the late HIT on this topic.  I compiled all the necessary
information for class, and as soon as the presentation was over, I left for
vacation.  Thank you so much for all the wonderful and fast responses from
all over the place.  The members of my class loved the help.  I have now
managed my time around so I can post the information :)

Time Management Tips and Tricks for Media Specialists:

--divide tasks to match the periods of the day (i.e. 3rd period - read mail)
--make each day a "special project day" (i.e. Mon. - cataloging, Tues. - inv.)
--arrive at school BEFORE the students (otherwise you're going backwards all
day)
--work on other tasks while the computer boots up in the morning
--use separate drawers for files -- projects, committees, catalogs, etc.
--keep mouse parts and have children check them out (to save on replacing parts)
--wear an apron and keep a pen and paper in the pocket to write requests on
the fly
--use tabbed notebooks to keep information, forms, list of procedures, etc.
--throw catalogs in a basket and deal with them when you can -- make getting
to the bottom a treat
--keep a journal by the phone to log important calls -- incoming and outgoing
--keep a project file for those projects you hope to get to
--keep copies of directions on how to shelve books, check-in, etc. handy
--create "quick and dirty" guides to computer programs; better yet, have
students write them
--schedule "lunch and administrative duties" time every day
--schedule the same grades to come in on the same day
--use your Rolodex for more than just phone numbers
--use a Rolodex to create a file cabinet index
--carry book review (i.e. Booklist) and a highlighter/pen everywhere you
go--when you get free time, look through and mark items as gotta have, 1st
priority, 2nd priority, and give the list to a paraprofessional or volunteer
to type so you can create order lists from it later
--encourage students to check in books before school so you can do a mass
check-in
--ask yourself if the task you're doing can be done by someone else -- DELEGATE
--have students shelve books, water plants, dust computers, do bulletin boards
--decide what NOT to do, and learn to say NO
--have a computer at home compatible to what you have at school
FOR LIST MAKERS
--use Post-It notes on everything; there's even a computer program
--make tomorrow's to-do list today before leaving
--provide lists of jobs for student aids, and put them in the same place
every day
--make daily, weekly, monthly lists and priortize them
--include necessary phone numbers on lists to save time looking them up later
--preprint usual weekly or monthly checklists for maintenance procedures for
automated systems
--consider the library schedule and your personal clock when creating to-do
lists
--call your answering machine at home to record especially important messages
FOR THE COLOR-CONSCIOUS -- COLOR CODE
--files for committees, projects, records, personal, instruction/classroom,
articles, manuals
--calendar - school, community, personal
--Sears ???
--computer disks
--books (labels for SC, Ref, Mystery, Romance, Accelerated Reader, state
authors, etc.)
MAIL CALL
--sort mail into task stacks and take care of stacks immediately - action
items (immediate), information items(important, but not immediate),
subscription (can be delayed), sales (catalogs, etc.)
--read mail by the trashcan (HANDLE PAPER ONLY ONCE)
--label and file on the spot
--label all magazines with month/year in a uniform spot (preferably the
upper left corner) to aid in searching through the stacks
--put bills in a special tray or folder
SUGGESTED READING
The Hurrier I Go by Bonnie Wheeler
Time Power by Charles Hobbs
Doing It Now by Edwin C. Bliss