Time Management for Libraries Handout and Resources



Time Management for Library StaffTime Management is a good thingAccomplish more with the time you haveSucceed despite economic circumstancesProvide better customer serviceAchieve greater job satisfactionUsing a Time LogHow:Write down all activityUpdate frequently (every ? hour)Repeat every day for at least 2 weeksInclude small, “unimportant” activityReview:How much time are you spending on tasks?How often do you stop to do something else?Are there typical times when you’re busy/not busy?Can you delegate tasks?Managers: scheduling time for thinking/planning?Prioritize:Not everything is high priorityMark tasks A,B,C,D according to priorityUse priority matrixKeep priorities visibleBe flexibleGoals:Set goals to change habitsPareto principle – 80/20 ruleUse employer evaluation formTo-do ListsMorning or evening for list creation?Include every single thing you want/need to doList is dynamic, should change oftenSuggestions:3-ring binderList tasks in order of importanceGroup tasks by dayInclude small, short tasksGroup like tasks togetherMaster list and daily listPaper vs. electronic? Doesn’t matterSchedulingIdentify your available timeSchedule time to accomplish priority tasksSchedule time for regular tasksSchedule contingency timeSchedule time for professional growthCalendarsPaper:One page per dayTwo pages per week (week-at-a-glance)Two pages per month (month-at-a-glance)Electronic:SmartphonesComputers (Outlook, etc.)Use whatever makes you want to use itWorkspace organizationDe-clutteringPerform a basic sorting of items:TrashFilingPass on to someone elseNeeds more thoughtSPACE system:Sort your papers how it makes sense to youPurge your piles – be ruthless!Assign items a homeContainerize – make them easy to grabEqualize – tweak your systemDe-clutter your computer:Give files a descriptive nameSave files in larger foldersFile away desktop iconsFiling“Retrieval System” not “Filing System”Sort first, file secondMiscellaneous fileRecycle ruthlessly!Move items or cross-referenceIndex your filesMultitaskingDon’t do it!Create priority list for serving patronsInterruptionsIn-person:Change workspace arrangementBe honest, tell people you’re busyUse body languageWalk and talk / help me workDo not disturb signMinimize co-worker chatWork during off-peak hoursDon’t face windowsTelephone:Don’t let the phone run your life!Let it go to voicemailReturn calls as time allows, or schedule timeGet caller to the point quicklyTake notes during callScript outgoing callsEmail:Turn off email notificationsSet time for checking emailRead efficiently:Scan/delete/sort firstLeave inbox emptyPurge regularlyComposing messages:Be briefPhone/in-person for urgent messagesUse of Cc: and Bcc:Useful, active subject lineSave text of common emails3 strikes ruleDon’t forward jokes/junkMeetings:Schedule for morningSet agenda, distribute prior to meetingStart on timeTime limit on meetingDemonstrate your preparednessLearn about meeting skillsTwo-way communication required?Thank your attendees!Procrastination:Dull or boring? Make it fun!Big and uninspiring? Take it slow.Overwhelming and complex? Start out small.Stuck? Ask for help!Too small? Schedule or delegate.Lateness:Live by your calendarArrive very early and readPlan the night beforeDesignate place for important itemsUse peer pressureContact State Library:800-928-7000, ext. 342502-564-8300, ext. 342KDLAReferenceDesk@ TimePriorityActivity8:008:309:009:3010:0010:3011:0011:3012:0012:301:001:302:002:303:003:304:004:30Time Log example – created in WordImportant and UrgentImportant and NOT UrgentNot Important and UrgentNot Important AND not UrgentPriority matrix – Stephen CoveyTo-Do ListGoCallDoBuyGrouped tasks to-do list – created in WordTasksWhen DueNotesTo-do List – created in WordBibliographyDittmer, R. E. (2006). 151 quick ideas to manage your time. Franklin Lakes, NJ: Career Press.Felton, S., & Sims, M. (2009). Organizing your day: Time management techniques that will work for you. Grand Rapids, MI: Revell.Hindle, T. (1998). Manage your time (1st American ed.). New York, NY: DK Publishing.Hoover, J. (2007). Time management: Set priorities to get the right things done (1st ed.). New York, NY: Collins.Mackenzie, A., & Nickerson, P. (2009). The time trap (4th ed.). New York, NY: AMACOM.Mancini, M. (2007). Time management: 24 techniques to make each minute count at work. New York, NY: McGraw-Hill.Morgenstern, J. (2005). Never check e-mail in the morning: And other unexpected strategies for making your work life work (Fireside ed.). New York, NY: Simon & Schuster.Siess, J. A. (2002). Time management, planning, and prioritization for librarians. Lanham, MD: Scarecrow Press.Tator, R., & Latson, A. (2011). More time for you: A powerful system to organize your work and get things done. New York, NY: AMACOM.Walster, D. (1993). Managing time: A how-to-do-it manual for librarians. New York, NY: Neal-Schuman Publishers.Web LinksArticles and resources on Stress and Time Management: time management articles and ideas from : Street Journal article reviewing time management strategies: Time Management Ninja – blog about time management, productivity, and goal setting: Up – an organizational blog; search keywords like “to-do list” and “calendar”: From Love to Know, here is a page of printable time management charts: iCalendar Lite – a PC desktop calendar (free; paid version also available): Efficient Calendar Free – a PC desktop calendar that’s similar to Outlook (free; paid version also available): VueMinder Lite – a PC desktop calendar (free; paid version also available): Evernote – software that lets you save things you’d like to remember later (free): the Milk – software to help you manage your tasks (free; paid version also available): – software to help you manage your projects and tasks (free): – software to help you track your computer activities (free; paid version also available): – software to help you see how you’re spending time on your computer (free; paid version also available): ................
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