Tag Archives: time management

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!

Getting Started with Instruction

This semester marks a significant step for me as I’m finally getting into doing instruction sessions on my own. Throughout last fall, I observed a lot of instruction sessions from several librarians and across a range of subjects. I also co-taught a handful of classes with a colleague, but it wasn’t until this month that I took on my own instruction sessions. I’m really glad I did some co-teaching already, because I was definitely nervous at the time and it’s good to have that out of the way now (for the most part).

In a short span of time I have done a handful of sessions, and not one of them the same. I started writing detailed reflections of all the instruction I have done so far – what I did, what worked, what didn’t work, what I would do differently next time, etc. – and while that is incredibly useful for me personally, I will refrain from posting the entire detailed accounts here! However, I will give a quick run-down:

  • So far I have done one-shots for two sections of Rhetoric, a course that’s required of all undergraduate students, but which can vary a lot depending on the instructor. For one section, their assignment was concept-mapping and researching potential careers based on their majors; the other section needed to find images to use for a visual analysis. Like I said, interesting stuff going on that was fun to work with!
  • I did a workshop in collaboration with TRiO, an organization that works with first-generation students. Part of the goal was to send them out into the stacks in a safe, no-pressure situation, so that they can avoid the “panic moment” later on when they really need to find something. Attendance was pretty low as expected, because it wasn’t required for a course, but some good discussion came out of it nonetheless.
  • Large groups of middle school students visit our library throughout the year to do primary research for the National History Day competition, and on one occasion I gave a 15-minute introduction. I kept it simple with just basic information and demonstrating SmartSearch – it was fun to switch gears for a bit for a much different audience than usual.
  • And most recently I gave an Express Workshop on how to use and make infographics. Express Workshops are weekly 30-minute workshops held in an open area in the Learning Commons, with a different topic and presenter every week.

I’m glad to have such a variety of classes to work with – for one thing, it keeps things interesting, and for another, I think it’s more challenging (in a good way) than if I were repeating basically the same session. However, the planning has been difficult at times.

A lot of the difficulties may come down to time management and figuring out my own process. I planned ahead as much as possible, but often felt like I was really getting prepared when time was down to the wire. I wanted to have lesson plans laid out a good deal ahead of time and prevent the stress of procrastination, but it was difficult for me to focus on future sessions when there were others to take place first – especially since these were my actual first instruction sessions ever. I think my planning problems stem in part from the fact that this is a much busier time of year than I expected it would be!

I can’t wait to get to the point where I’ve done enough instruction that I’m more confident with the whole process, from planning, to delivery, and assessment. When planning a session I consider many possible options and what would be most effective, and then still tend to question my decisions on what to include and how to conduct the session. I already feel a little more confident in my teaching abilities than I did even a month ago, and I know that the rest will take some more time and practice.

Does anyone else have similar concerns? Do you plan ahead, or do you work better under pressure? How much time does it take to plan a session?

Strategies for That Time Again

It’s that time of the semester again, the time when I find myself responding to requests by saying “When is this due? It’s that time again.” And beginning conversations with the same phrase: “How are you?” “Busy,” is usually the response. “Me too — it’s that time again.”

At my university the weeks between Halloween and Thanksgiving are usually the busiest time for library instruction, the time just after midterms and when students are beginning to work on their final research assignments. This year enrollment is up at the college so we have an unexpectedly large number of library sessions for our introductory English Comp course. It’s a good thing — we love it when students come to the library! — though our Instruction Team is perhaps stretched a bit thin this semester, our classroom nearly constantly booked.

With so much instruction this semester it’s easy to feel somewhat out of control, like we’re spending our time being more reactive than active and less intentional about instruction than we’d like. Our Instruction Team’s usual strategy for instruction is to tie it closely to students’ course assignment, to allow students time to work on their course-related research during the library session, to try to incorporate active learning whenever possible. But when things get busy it can be challenging to meet these goals. With all of the additional sections there are a large number of adjunct faculty who are new to the college, and it can sometimes be difficult to get in touch with them to discuss the session beforehand. Sometimes an instructor’s schedule will change; what seemed at the beginning of the semester like a library session date that fit well with students’ work on research assignments suddenly isn’t anymore. And sometimes, despite our best efforts, a class comes in without an assignment, the instructor requesting an orientation lecture that’s not closely tied to their research for the course.

My colleagues and I have given lots of thought to these intro English Comp sessions, the backbone of our library instruction program. We’ve created student learning outcomes, we have a short assessment, we think hard about how the session can meet the needs of our students as they begin to build their information literacy competencies in college. But when the classroom is booked straight through from 9am-5pm most weekdays, when we can’t find an hour during the week for our whole team to meet, I wonder how we can preserve some time for reflection and intention. What strategies do you use to build in time for thinking on and discussing instruction at your library, even when the semester’s at its most scheduled?

Turning the Research Lens on Ourselves

I’m working on a research project again this year exploring the scholarly habits of undergraduate students at my university. One of the methods we’re using to collect data is a mapping diary. We ask students to record all of their movements through the course of one typical school day–time, location and activity–and draw a map to accompany their time logs. Last year’s responses from students at my own campus were fascinating, and I’m looking forward to interviewing this semester’s students when they finish their logs.

Many of last year’s participants told me that they really enjoyed the opportunity to reflect on what they do and where they go all day. Now that the semester is firmly underway and things are busy as usual, I wonder whether it might be a good idea to do some research on myself. I’ve often wanted to join the Library Day in the Life project in the past, but it always seems to be scheduled for days that I’m either out on vacation or before the semester has begun (that is, not really a typical day for me). Maybe it’s time for me to pick a day (or week, or month) to record my activities?

It’s all too easy to fall into the trap of thinking that there’s not enough time for everything I want to do. Of course that’s true on one level, because no one can do everything, but I also think that we may be less busy than we realize. A post on Prof Hacker over the summer popped into my mind when I was considering this, a review of a book called 168 Hours: You Have More Time Than You Think (168 is the number of hours in a week). The review isn’t completely positive, but does highlight the use of time logging to inject a dose of reality into how we perceive that we spend our time.

Judging from my interviews with students last year, this kind of reflection can help with both time management and task prioritization. Though it sounds like more work to add a time log to my to-do list here in the thick of the semester, I think it’s worth a try. And maybe the next time the Library Day in the Life date rolls around I’ll be ready to participate, too.

Damming the Information Streams

It’s incredible how fast the library gets busy again once the semester starts. This week started out quiet as I caught up on email after returning from vacation, but by the end I was spending my days attending several meetings and in the thick of scheduling classes. I generally prefer to be busier than not, so I’ve been happy for the increase in activity in the library and on campus.

But as my workdays fill up I’ve begun to worry that my strategies for keeping up with library and higher education news and scholarship are wearing thin. It’s so much easier during the summer. Not only is there more time to breathe at work – fewer meetings and classes, quieter reference desk – but there’s also less to read. The publication pace of everything seems to slow down, especially online information sources. My summertime RSS feeds are well-mannered and easy to control, my email inbox usually hovers near zero.

Now that the new academic year has started, there’s much more to read and browse. Items linger in my feed reader for days at a time and emailed table of contents alerts from library databases pile up. On my desk there’s a stack of articles I’d planned to read over the summer, and several books I requested from other libraries at my university have come in all at once. This week I realized that I’m suddenly swamped by my information streams.

Clearly this calls for a new strategy. This week I re-read Sarah Houghton-Jan’s excellent article on information overload published in Ariadne last year, which offers loads of good advice for keeping up and staying sane. Encouraged by her suggestions, I headed to my RSS reader and weeded feeds mercilessly. I also reorganized them by priority into several folders—critical, desirable, and optional—which I hope will make it easier for me to ignore less important items until there’s time to read them.

I also plan to cull many of my table of contents alerts, as I’ve found them to be something of a double-edged sword. It’s important to me to keep up with what’s new in the library literature, but ultimately I’ve printed more articles than I’ve had time to read (which accounts for the pile on my desk). So I’m going to cancel several of my alerts and let myself off the hook with the journals that remain. If an article catches my eye, I’ll try to take the time to scan through it before adding it to my To Read folder. I’m hopeful that this will help shrink my current stack of articles, and maybe facilitate more thorough reading of the articles I do print out.

Finally, I’m going to try and build intentional time for reading into my schedule. For many of us this time is built into the daily commute. That won’t work for me, but I still think I can carve some time out of my daily schedule to devote to reading. Once I’ve made all of these changes I’m not sure if I’ll end up reading more than I do now, or less. But if these strategies help me read more thoughtfully and feel less buried, then that’s a worthwhile trade.