Crash Course in Time Management for Library Staff

1. Effective time management reduces stress and increases productivity

Effective time management is not about being a faster machine. Rather, it is about feeling less stress and greater satisfaction with work and life after work with friends and family.

Manage energy, not just time. Time management is really about energy management. Being aware of your energy levels throughout the day allows you to tackle high-priority tasks when you're most alert and productive. This leads to better outcomes and less stress.

Create a balanced approach. Effective time management isn't about cramming more work into your day. It's about:

• Aligning your activities with your goals and values
• Setting realistic expectations for what you can accomplish
• Taking regular breaks to recharge
• Making time for personal relationships and self-care

By managing your time thoughtfully, you can reduce overwhelm, increase your sense of control, and find greater satisfaction in both your work and personal life.

2. Track your time to understand your current usage patterns

Tracking your time allows you to learn to realistically assess your actual usage of time.

Gain awareness through logging. Keep a detailed time log for at least 3 days, noting:

• Tasks you're working on
• Start and end times for each activity
• Interruptions and distractions
• Your energy levels throughout the day

Analyze your patterns. Look for insights such as:

• When you're most productive
• Common time-wasters
• Underestimated task durations
• Misalignment between priorities and time spent

This data provides a reality check on how you're actually spending your time versus how you think you're spending it. It forms the foundation for making meaningful improvements to your time management approach.

3. Set clear goals and priorities to guide your time allocation

Effective time management involves prioritizing our goals and spending time on them, rather than on activities that are not a priority.

Create SMART goals. Set goals that are Specific, Measurable, Attainable, Relevant, and Time-bound. This framework helps ensure your goals are clear and achievable.

Align daily tasks with long-term objectives. Regularly review your goals and priorities to ensure your daily activities are contributing to your larger objectives. Consider:

• Personal values and life goals
• Professional development targets
• Organizational priorities

Use tools like Eisenhower's Urgent/Important matrix to categorize tasks and focus on high-impact activities. Regularly reassess and adjust your priorities as circumstances change.

4. Use basic tools like to-do lists, calendars, and timers to stay organized

Calendars are basic time management tools and the most important of all.

Leverage digital and analog tools. Experiment with various tools to find what works best for you:

• To-do lists: Capture tasks and prioritize them
• Calendars: Schedule dedicated time for important activities
• Timers: Use techniques like the Pomodoro method (25-minute focus sessions)
• Project management software: Organize complex projects and collaborate with others

Develop supportive habits. Create routines around your tools, such as:

• Daily planning sessions to review your calendar and to-do list
• Weekly reviews to assess progress and adjust priorities
• Regular "inbox zero" sessions to process emails and other inputs

Remember, the goal is to find a system that helps you stay organized and focused, not to create more busywork for yourself.

5. Overcome procrastination by breaking tasks into smaller steps

To procrastinate is to intentionally put off doing something that should be done.

Understand your procrastination triggers. Common reasons for procrastination include:

• Fear of failure or perfectionism
• Lack of clarity on how to proceed
• Feeling overwhelmed by the task's size
• Low motivation or interest in the task

Apply targeted strategies. Once you identify why you're procrastinating, try these approaches:

• Break large tasks into smaller, manageable steps
• Set mini-deadlines for each step to create accountability
• Use the "two-minute rule" – if a task takes less than two minutes, do it immediately
• Reward yourself for completing difficult or unpleasant tasks
• Find an accountability partner to check in on your progress

Remember that overcoming procrastination is a skill that improves with practice. Be patient with yourself as you develop new habits.

6. Balance perfectionism with efficiency to avoid burnout

There is a difference between striving for excellence and perfectionism.

Recognize perfectionist tendencies. Signs of unhealthy perfectionism include:

• Difficulty starting or completing tasks due to fear of imperfection
• Excessive time spent on minor details
• Reluctance to delegate or collaborate
• Burnout and stress from unrealistic standards

Adopt a "good enough" mindset. Strategies to combat perfectionism:

• Set realistic quality standards based on the task's importance
• Use time constraints to force completion (e.g., "I'll work on this for 1 hour, then move on")
• Embrace mistakes as learning opportunities
• Practice delegating and trusting others' work

Remember that perfection is often the enemy of progress. Strive for excellence where it matters most, but learn to recognize when "good enough" is sufficient.

7. Minimize distractions and interruptions to improve focus

Despite misconceived public notions of library work as peaceful book centered solitude, library work environments are often not conducive to long periods of uninterrupted focus.

Identify your common distractions. These may include:

• Email and messaging notifications
• Social media
• Colleague interruptions
• Environmental factors (noise, temperature, etc.)

Implement focus-enhancing strategies:

• Create dedicated focus time: Schedule blocks of uninterrupted work time
• Use "do not disturb" signals: Communicate your need for focus to colleagues
• Minimize digital distractions: Turn off notifications, use website blockers
• Optimize your environment: Use noise-cancelling headphones, find a quiet workspace

Remember that some interruptions are necessary and valuable. The goal is to manage distractions, not eliminate all human interaction.

8. Collaborate effectively by setting clear expectations and using shared tools

Successful collaborations require shared objectives and timelines and thorough communication about tasks and responsibilities.

Establish a strong foundation. At the start of any collaboration:

• Clarify shared goals and individual expectations
• Define roles and responsibilities
• Agree on communication methods and frequency
• Set clear deadlines and milestones

Leverage collaborative tools. Use technology to streamline teamwork:

• Shared project management platforms (e.g., Trello, Asana)
• Cloud-based document storage and editing (e.g., Google Drive)
• Video conferencing for remote meetings
• Scheduling tools for coordinating team availability (e.g., Doodle)

Regular check-ins and open communication are key to successful collaboration. Address any time management issues promptly to keep the project on track.

9. Help others improve their time management skills

Strategies included in this book for you to try on your own could be helpful suggestions to share with others, too.

Lead by example. Demonstrate good time management practices in your own work. This sets a positive tone and opens the door for discussions about productivity.

Offer targeted support. Ways to help others improve their time management:

• Share specific techniques that have worked for you
• Help break large projects into manageable steps
• Assist with realistic time estimates for tasks
• Encourage the use of time tracking and planning tools
• Provide constructive feedback on time management issues

Remember that time management is highly personal. Be sensitive to individual working styles and preferences when offering suggestions.

Last updated: July 22, 2024