Tag Archives: organization

Tactics for Organization: Making Progress

I started my job as the Undergraduate Services Resident Librarian back in August, and I remember often not knowing what to do with my time during the day. I think that’s normal when you start in a new position, especially a newly created one like mine. For at least the first month or two I had to get used to a new work environment, meet a ton of people, learn as much as possible, and generally begin to shape what my job was going to be. However, I wasn’t sure what to do with the “down time” between scheduled meetings and training.

Fast forward six months and I found myself in the complete opposite situation. Instead of having time on my hands that I wasn’t sure what to do with, I felt like I had so much going on and not nearly enough time to keep up. February was a particularly hectic month and while things have settled down a bit now, I have to constantly work towards staying organized and on track with the variety of projects going on at any given moment.

This week is spring break for students on my campus, so it’s quiet and empty around here and I will hopefully be able to get a lot more work done. Here are some things I’m keeping in mind to make sure I’m actually making progress:

  1. Prioritize, prioritize, prioritize. Everything needs to get done, but something needs to get done first. When I have a list of things to do, I want to jump into them all. This can end up in doing a little bit here and a little bit there, when that time could be better spent focusing on one priority.
  2. Fill your to-do list with specific, actionable items. Instead of “work on X project” or “plan session Y,” I’m thinking in terms of things like “write first draft for X project” and “email instructor about session Y.” Setting smaller, measurable to-do items helps me take on the larger goal.

These may seem obvious, but a reminder doesn’t hurt. Being mindful of those practices has certainly helped me recently.

Getting organized is key to staying on top of things. I’ve tried out several tools in an effort be more organized and to consolidate my many notes and to-do lists, but have yet to find the *one perfect thing* that works for me. Therefore, my notes are scattered throughout many places. Since I’ve found benefits to all of them, I thought I would share:

  1. A friend recommended Workflowy and I fell in love with it immediately. Workflowy is great for list-making and brainstorming, and is very simple and easy to use. I think the best part is that you can collapse or expand any bullet point on the list, allowing you to either see the larger picture or focus on just one point.
  2. I’ve heard Evernote is a great note-taking tool that you can do a lot with, and decided to give it a try. I haven’t delved into any neat tips and tricks, but the Evernote iPad app is now my favorite way to take notes during conference sessions – and now at least most of my conference notes are all in one place.
  3. Sometimes good old Microsoft Outlook is my best friend in organizing. It took me a while to discover the Tasks and To-Do List within Outlook, and now I use them all the time. Flagging emails, setting reminders, creating custom categories…I can get really into this stuff, but the important thing is that is actually helps.
  4. A pen and notepad can be the easiest route to go, especially when I’m dashing off to a meeting and just need something to write on. However, I now have about five notepads in rotation, and have grabbed the wrong one in situations where I need to reference previous notes.

I’m always trying to improve my personal organizational system, but maybe this is what works for me – a combination of many systems. Feel free to share what works for you, and any interesting tips or tools. I’m wishing you all a very productive rest of the week!

Just Around the Corner

It’s the middle of August, which means that the Fall semester is coming up fast. Posts about beginning the new academic year on the right foot are starting to pop up all over the higher ed blogosphere. Here’s a couple that have caught my eye recently:

1. Earlier this month Tenured Radical* encouraged us to “conjure–for a second–a week in mid-semester.” What will our days (and nights) look like? How stressed out will we be? What plans can we make now to minimize our stresses later?

While her post focuses on faculty who teach full-time rather than academic librarians, there’s lots of good advice here for us too. A central thread of her post is know your limits, and know when to say no. Of course, saying no can be difficult–I often return to Emily Ford’s excellent post How Do You Say No? at In the Library with the Lead Pipe when I need a refresher on strategies for declining with grace.

*(Tenured Radical’s post was also published at Inside Higher Ed.)

2. And here are a few tips from the good folks at Prof Hacker:

• Before the summer winds down, why not take some time to get your CV in order? Even if a job change isn’t on the horizon for you, it’s a good idea to have an updated CV in case you’re asked for it–for example, many grant applications require a CV.

• How do you keep track of your plans for the new semester? Creating a checklist of things you need to do is a great way to prepare for the start of school. Again, many of these are teaching-specific, but librarians need snacks and supplies, too!

• And while it seems almost impossibly far away, the holiday season is sooner than we think, and the winter holidays arrive when many of us in higher ed are at our busiest. Some advance planning now can help make a smoother end to the calendar year.

What advice do you have for getting the new school year off to a good start? Please share any strategies that work for you!