Juggling Multiple Projects - More Insights from Buck's Organization Made Easy: Tools for Today's Teachers

“The secret of getting ahead is getting started.  The secret of getting started is breaking your complex and overwhelming tasks into small manageable tasks and then starting on the first one.” ~Mark Twain

Projects involve multiple steps – not just one thing on a task list.

From start to finish, successful completion of a project focuses on 8 strategies:

1.       Defining the goal

·         The goal should be a statement in past tense.

·         Record in your signature tool; in a paper system on a page in the back of your planner; on a digital tool, in the task list preceded by the + sign (which indicates a goal with multiple tasks, not just a single task).

2.       Breaking the project into small steps

·         In paper system, define all steps of project from start to finish, or as many as you can presently describe.

·         In digital system, attach note to task with list of project steps from start to finish, or as many as can presently be described.

3.       Continually adding the next step to your task list

·         In paper system, place “G1” (1^st step of goal) after task in “to-do” list; when completed the “G1” indicates you should check goal page in back of planner for next step to add to task list.

·         In a digital system, place each task to the left of the + sign.  This lets you see the task and the goal it is linked to.

4.       Keeping necessary notes with the project

·         In paper system, place notes on the goal page in the back of the planner.

·         In digital system, place information in the note section of the task.

5.       Sticking with the project as long as possible

·         Continuity will make you more productive, rather than dividing your attention among multiple projects.

6.       “Bookmarking” the project

·         If you must pull away from the project, “bookmark” where you left off, in order to save time once you come back to the project.

7.       Dealing with supporting material

·         Task list will drive the project; you have to place the supporting material where you can access it at the proper time.

8.       Linking tickler files with the task list.

·         Link tickler files to letters of the alphabet (1A; 2B, etc.) Place supporting material in appropriate tickler file.

·         Use parentheses at end of task line to indicate, for instance, that you should check tickler file “A” for supporting material.

Each day when you get to school, check your task list (Outlook, for instance) and your tickler file for the day.

Once a project is complete, place planning pages and supporting material in a folder, if you need to maintain a “paper trail.”  You may want to print your digital notes, as well.  Organize everything neatly, and eliminate duplicates or unclear notes.  Put everything in a file folder, labeled with the name of the project, and place the file in your reference files.

With these tips,  you can build a reputation of “staying on top of things.”