Organization Matters

We all know those people who never respond to the question you ask, almost never return an email unless you hit them up a second (or third) time, and generally do not follow through on their statements.  

There are a million reasons why these questions go unanswered and emails do not get a response, but the bottom line is that it is frustrating for those of us who are trying to accomplish the many tasks at hand.  

While organization has always been one of my strengths, as an educational leader organization has now become paramount to my very survival.  The days are too hectic to spend time searching for that lost paper or to read two emails from a teacher because I forgot to respond to the first one.  

If you are struggling with the never-ending demands of the job, I strongly encourage you to do two things.  First, sign-up for the Instructional Leadership Challenge.  The suggestions offered are simple, easy to implement tools that will give you peace of mind to think clearly about the myriad of issues that cross your desk each day.

Second, take the time to do it.  I know the days are beyond busy, but the old saying, "an ounce of prevention is worth a pound of cure" could not be more applicable here.  Spend some extra time - before school, after school, on the weekend - cleaning up your desk, phone, computer, etc.  A clear work space will help you have a clear mind.

Need some pointers?  Here is a quick snapshot of my desk and the processes I have put in place to help me stay organized:

1. Principal Binder -  This is a product I purchased from Teachers Pay Teachers author Stephanie McConnell.  Still a teacher at heart, I love browsing TPT and was beyond thrilled to find Stephanie and the creative, applicable items she has produced for administrators.  This binder goes everywhere with me.  It has sections for budget info, accountability, passwords, meeting notes, campus data, and more.  Stephanie has designed several color schemes - including a few that are more male in color and design.  I spend time each summer organizing my binder for the upcoming year and it saves me hours of time throughout the year because almost everything has a place in the binder. 

2. Fold & File/Utility Tote - This is a great place for your quick-reference materials.  I keep our crisis plan, phone book, and behavior reflection sheets here. It is such a help not to dig around to find these items.

3. Calendar -  While it may not work for everyone, I use a paper calendar and an electronic one.  I compare the two each week to be sure they are in sync and keep the paper one visible on my desk at all times.  Whether you use a paper or electronic version, just remember to USE it.  

4. The Notebook -  I use a simple, college-ruled notebook to keep up with daily tasks and communication.  There is a pocket in the front for papers, phone messages and referrals.  I write the date at the top of each page and list the tasks that need to be completed that day.  I also record phone messages/numbers and notes.  

5. Walk Through Cards - A little tip I learned from the Instructional Leadership Challenge.  I keep an index card for each teacher to ensure I am visiting everyone in the building regularly.  Keeping the cards on my desk ensures that I am following through with those visits.

6. More quick reference information - Here is a list of teacher numbers, central office numbers, the lunch schedule, etc.  Basically all of the information you need to access quickly and often.  Having it put away somewhere would only cost minutes of precious time.

7. Surface.  The division recently purchased some Surface devices and I volunteered to try one.  I quickly sent my iPad to a first grade classroom and have fallen in love with the Surface.  It doesn't matter which device you use - as long as you use it to be productive outside of of the office.  The Surface is identical to my desktop and I can easily complete observations, walk throughs, check email, and work on a presentation from anywhere in the school.  

8. The Stack - Here is a stack of mail and current projects that need something done to them before they can be filed.  Again, it is easy to see and access and will be put away when complete.  Keeping a visual reminder helps me to know what needs to be done.

9. Feel Good Reminders - This job is unbelievably hard. I have a "Feel Good File" in my desk where I keep more detailed cards and notes, but having photos and quotes readily available can provide that brief moment of sanity when the day has you questioning why you left the classroom.  

My system is by no means the best way to stay organized.  By sharing how I stay organized, I hope to have sparked an idea for how you can use simple tools to free up valuable moments of time throughout the day.  

I would love to hear about tools that you use to keep your daily routine running smoothly.