Okay, not everything. Some of the most important things I know about time management are highly personal, abstract, and difficult to put into words. Maybe I’ll attempt a post about those sometime. But today, I want to share some of the practical “tips and tricks” about time management that I’ve accumulated over several years of reading magazines and productivity books and teaching courses that I didn’t write and that have a time management element.
This is on my mind because next week is likely going to be my busiest grading week since I wrapped up teaching on-campus classes back in the spring. I’ve made a rough outline of which class I’ll need to tackle on each day, but I haven’t come up with a specific plan yet, and in the back of my mind, I’m starting to panic a little bit. But in the other side of the back of my mind, I’m reminding myself of all these tools that I can use, modify, or drop as I see fit, and I know I’ll be okay. So I hope this pep talk to myself will be useful to you as well.
The Pomodoro Method. You can Google this well-known method to find out about the Italian guy who invented it and named it after his tomato-shaped timer. I’m sure you can also find hundreds of variations on it. I like this method–which simply involves working for a set time and then taking a break for a set time, then repeating–because it allows me to divide my tasks into discrete units of a definite length. When I’m grading big final papers as I will be next week, I spend one pomodoro (i.e. work period) on each paper. (I’m not going to tell you how long my pomodoros are because it opens up the perennial English-teacher can of worms of how much feedback is the right amount, which may be a topic for a later blog post.) It ensures that I’m giving the same amount of attention to each student (with exceptions allowed, of course), and it gives me a clear view of how much I have left to do. I use the Forest app (see my review) as a timer and incentive.
The Kanban System. This method, which you can also Google, was developed in Toyota factories back in the 1940s, and according to a student of mine who grew up in Japan, it’s still widely used in Japanese workplaces and schools. One of my online universities teaches it to students in their first course and reinforces it in the writing course I teach, so I learned about it alongside my students. Like the Pomodoro Method, it’s stunningly simple yet rewarding. You make three lists: To Do, Doing, and Done. Then you put each of your tasks on the appropriate list. There are apps for this, and I’ve seen people do it in Word documents and Excel spreadsheets, but the best way, in my opinion, is the lowest-tech way: with sticky notes on a wall or piece of posterboard. Many of my students have attested to the sheer joy of physically picking up one of those notes and moving it to the “Done” column. They say crossing items off a list gives you an actual chemical rush (endorphins or dopamine or whatever; I’m just an English teacher, but I can testify to the feeling!), and physically moving your sticky notes amps up that rush just a little. I don’t regularly use the Kanban System because I have a fantastic planner that makes it a bit redundant, but occasionally when I’m starting to freak out about the amount of work I’m facing, I’ll slap a sticky-note Kanban board on my wall to get a visual of what I have to do. I know of its effectiveness mainly through my students, many of whom find it revolutionary as they attempt to fit online education into their already busy lives.
I’m going to stop there and let you give those a try! Here are a couple of quick bonus suggestions:
Highlighters: I over-plan my week, so each morning, I highlight the tasks I actually want to focus on each day.
Email breaks: I read about this one in the latest issue of Real Simple, though I’ve seen variations of this suggestion elsewhere: Instead of keeping your email open throughout your workday, schedule a bit of time at the end of a focused work session to check it. That way, you keep up with it, but it’s not distracting you while you’re working. (Yes, this is a variation on the Pomodoro Method.)
I hope you find these helpful. Let me know whether you’ve tried them, whether you’re going to try them, and what time management methods work for you!