First Things First

It's 2:00 A.M, I'm lying awake making a mental list in my head about all the things I need to do the next day, but that's not all. I mentally go over this list over and over, so I won 't forget when I wake up. Sometimes I write an important email over and over again in my head, so I won't forget. Does this sound familiar? For many it does. I tried keeping a notepad by the bed so when I wake up at 2:00 A.M. I can just get the thoughts out of my brain and onto paper. Mostly I kept the notepad at my vanity so as I got ready for work in the morning I would just "brain dump".

That worked for a while until my brain dumps became these messy endless lists that were not prioritized. The lists mixed home life and work life stuff so the brain dump list became overwhelming. I had to do something to keep it all straight.

First thing I had to do was to understand how my daily tasks are actually broken down. Stephen Covey revisited President Eisenhower’s 4 quadrant theory of time management in his book First Things First. The 4 quadrants are broken down in the illustration in this blog. It basically divides your tasks in urgent or not urgent and important and not important. Later Stephen Covey partnered with Franklin Quest planners and developed the Franklin Covey time management system. For years I used this system as it not only helped me prioritize my tasks using the 4 quadrants but also helped me identify the many roles I held in life and helped to balance it all. This planning system takes work but has been my most used and successful system. I know many people use electronic calendars and I did too. Electronic calendars combined with a paper planning system is optimal. The electronic system ensured and reminded me of meetings and appointments. The paper planning system helped me plan and prioritize.

For about a year I switched to a planning system called Define My Day. This system also defined my roles and organized around priorities but added personal reflection each day as well as daily practices to form good habits to become a better person overall.

John C. Maxwell also has a planning system. I have not used that one but most planning systems you will find follow the 4-quadrant theory. As a principal or any leader whatever you use, use same thing. A simple calendar won't cut it.

A few years ago, I coached a person seeking to become an assistant principal. The biggest area she needed to grow in was time management. She frequently forgot meetings, showed up late. She had a hard time balancing family life with her professional life. We discussed many times the need for her to spend the beginning of the week mapping out her week. As a school administrator you can't thrive in chaos and be successful. Your day will be chaotic, but YOU have to be organized and methodical with your daily, weekly and monthly tasks. The topic of time management could be a whole course and a great coaching series.  As you work to develop your system here are a few things to consider.

1.)         Time Management takes TIME.

I used to use Sundays to plan out my week. I looked at my week and planned out all of my tasks. For example: If my team leader meeting was Friday, I scheduled time to work on the agenda. I also kept a running list of topics for the agenda as ideas and needs popped up.

2.)      It’s OK to Combine Systems

Digital calendars are great to keep you on schedule, but a paper planner is called a “planner” because you have to "plan" ahead.

3.)      Always Think Ahead

As a leader it is important to always be one step ahead in your planning.  Not just for the week but next month, next quarter and even next year. In January of every school year, I already started planning for the next school year. At that time, I had one foot in the current school year and one in the next school year.

4.)      Write it Down

Have a way to write down thoughts that come to you. I was notorious for having an idea while I was in the shower. I would immediately write it down when I got out. Ever have a thought or idea while driving? I have found that using the Notes App in my cell phone is the best place. Mostly because I can also speak into the app while on the run. However, you get those ideas out of your brain do it.

Your time management can make you or break you. As a leader you need to always appear to be put together, organized, methodical, and intentional. If this is an area you struggle with get help. Get help from someone you know who is successful with time management or find yourself a coach. I provide coaching in this area so feel free to reach out to me if you would like to work in this area.

Next blog- 1st week - When Staff Returns