Tag Archives: tasks

Tasks in my calendar

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I’ve got a full day today, but when I look at my calendar I don’t see meetings, I see tasks. For example, a phone call to make, an order to buy, a form submission deadline. I used to just flag tasks but I’ve found that adding them to my calendar is far more effective.

Looking at my calendar on a Monday can sometimes be daunting. So many small tasks that got carried over from the previous week. Yet this is far more effective than having a separate tasks list. Sure I still keep a small paper ‘To Do’ list with some big items that can’t just be checked off in a 15 or 30 minute calendar appointment time, but most of my tasks get calendared.

And sometimes those tasks get moved to the next day. So many times a calendar item gets swallowed up by the daily goings on of a school building. My intention to get 3 tasks done between 9:30-10:30 suddenly becomes 1 task done in the afternoon and the 2 others being pushed to later in the week. But I am definitely more efficient and effective when these tasks are in my calendar.

If I need more information before I can send an email? Slide the email right into my calendar. I need to prep (or read something) for an upcoming meeting? Slide an appointment into my calendar before the meeting.

I look at my calendar all the time. It’s available on all my devices. And consistently adding tasks to my calendar has helped me stay on top of things that can easily be missed when juggling a busy day of distractions. The key is to look back at my calendar at the end of the day and make sure anything missed gets moved forward.

Tasked again and again

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Yesterday I got an email that The Provincial Health and Safety Taskforce is asking 2 members of our school health and safety committee to do a 30-60 minute survey. Note, this isn’t something my district is adding to our plate, it’s a provincial requirement. Just like the new mock first aid drill that was added this year.

I know health and safety are important. I know we need to care for the wellbeing of our workers and our community. I just wonder how many more of these tasks are going to be added year after year… with nothing being taken away from what we do to run a school.

Two people in every one of our province’s 1,571 public schools will now need to do a survey that will average about 45 minutes to complete. That translates to almost 100 days of work (2,356.5 hours/24 hours in a day). That’s just collecting the data, then people at the provincial level, who probably spent hundreds of ours developing the survey, now have to make sense of the data.

I’m not saying this isn’t important data, but I do question the value of having every school take the time to do this? I question how many more tasks that are not related to teaching students and leading the learning in a school are going to keep being added to our plates?

It’s death by a thousand paper cuts… despite the fact tha the paper has become digital.

Leave a little undone

Student leaders at my school planned a movie night and I ended up leaving school a little after 9pm last night. After I got home I decided to have a hot tub. With headphones on I slowly submerged myself, got comfortable, and put on some focus music on my meditation app. Why focus music? I was planning to do a meditation, but I was too tired and decided to reflect on the week rather than meditating, or listening to a podcast or to my book. I thought about a couple exchanges I had this week. One was feedback from a student. I love being in a school where students can give me candid feedback. In fact, we discussed radical candour and I have to say that the feedback he gave was very insightful. The other reflection is one I won’t share, because it would be too easy for the people involved to know that I was talking about them, and it’s not appropriate for me to share. 

That second reflection came shortly after I restarted my hot tub (after the 20 minute auto shut off). I thought I was going to sit for another round, but minutes later I felt too hot and that I was done. Yet, there I was pushing myself to stay in a bit longer. That’s when I realized that I was battling myself for no good reason. I was done, but I had just restarted the hot tub, and in my head it was my ‘duty’ to stay in it longer. This of course is a ridiculous thing to think, but I thought it. Then I reflected on how often we do this to ourselves.

We push to finish… almost everything.

  • Crappy movie? Watch it all anyway. Why? Maybe it will get better? Or ‘I’ve invested this much time, may as well see it through to the end’.
  • Eating a meal? I’m stuffed but there are still 4 more bites… May as well finish my plate. Or, ‘I don’t really want fries, but it was part of the meal deal, so may as well eat them’. 
  • An online survey. A game of solitaire when you know you aren’t going to win. A boring book. A career. A course you thought would be interested, but turns out to be boring and unfulfilling. 

There are a lot of quotes and adages about sticking with something, showing grit and fortitude, and not being a quitter… but there is a difference between quitting or giving up, and being smart about recognizing when something is no longer benefiting you. This is especially true for things where the only person expecting you to finish is you. Why force yourself to finish a book that you know you’ll end up being disappointed reading? Why stuff yourself with those last 4 bites? Sometimes we need to give ourselves permission to leave a little bit undone.

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As an aside, the Northern Lights were out last night like I’ve never seen them before. (See my Facebook post.)

Distractions and interruptions

Sometimes a work day feels like a constant flow of distractions and interruptions, and while I spend the day busy, it seems that little that I hoped to accomplish actually gets done. For the last couple (rather productive) days I’ve noticed a pattern of distractions that I seem to create for myself that slow down my ability to really get things done. Here are two of them:

1. I’m working on a task and some information comes to me (a message or a person) related to another task… and I task switch. At this point, I start on the task that distracted me, even though it isn’t something I can accomplish without more information or work, so it isn’t something ideal to do in that moment. However, from there I let other tasks or distractions keep me from prioritizing or completing the task I was on before the distraction.

2. I let incoming information, emails or Teams messages, derail my attention. That isn’t to say these messages aren’t important, simply that if I didn’t let them distract me, I could have been more effective at getting my original task done.

I have a job that tends to be filled with constant distractions and interruptions. I can’t allow these to derail those moments when I actually have time at my desk to get things done. There is often only a few precious times in the day where I have time to focus on a single task and feel a bit of flow as I get something done… when these moments come, I really need to ensure that I’m not creating my own distractions and task switches. This is a sure fire recipe to having a very busy day, and still nothing feeling completely accomplished.