As a sort of « Part 2 » of the existing post on « how to 3 – how to get organized », which presents the following points
- have clear objectives of your week –> SMART method!
- have a notebook for different projects/ activities
- preparing your working space
- allocating time for a specific task
- taking frequent breaks
I thought of sharing my tricks on how to save time and effort while working.
For some of you who know me personally, I am teaching more than 80 students in 4 different groups at different levels. I am also a coordinator which involves training and mailing communication on a weekly basis to the whole cohort of students with sometimes one-to-one follows up as well. I have been finding tricks to make sure that I wouldn’t be overwhelmed by the workload.
Forecast clearly your tasks/activities you aim at achieving on a daily basis.
From this list, try your best to be accurate at writing down the activity to be done as the day will go. Estimate the needed time for each activity and when would you be able to do it. If you are facing difficulties at knowing when and how long the activity will last, just force yourself to have a try for one activity at first and by experiencing yourself, you will know later on, how long it will last.
Prepare emails’ template.
For your recurring tasks or for some specific communication email, keep some emails in your drafts box which actually present some emails’ template. Whenever I am about to send an email which refers to something recurrent as sending a request for printing’ work, as reminding my students of a deadline, as sending an email about recommendation’ letter, all these emails are ready and can be simply copied/pasted into the new email. You are saving 3/4 minutes there and 1 more minute in another email, end of the day you may have already 10 minutes of your whole time, meaning 50 minutes a week, almost an hour!!
Plan plan, have a planner!!
This has been such a helpful tool to forecast and know in advance the upcoming activities/projects/events on your way and try then to breakdown the activities to prepare this future work. The work on planning can also be connected to another exercise called « visualization ». The more you visualize on how your activities (end goals) will be taking place, what to plan for, and for who and who to write to? You will be able to better forecast and plan ahead these activities.