College administrators are juggling meetings, events, and projects. How can you efficiently manage them all?

Two things I do is start/end my day with intentional admin and not overcommit. Essentially, I use the first and last 30 min of my day to get myself oriented. I use the first 30 min of my day to take a look at my calendar and task list to see what are my top priorities. I use my last 30 min to identify what I need to start with tomorrow and decompress from the day. Another thing I do is not overcommit. I ask myself, "if I say 'yes' to this, what am I saying 'no' to?" This helps me be more intentional about projects I take on, lead, and/or delegate.

A typical day starts with setting a list of things that I wish to accomplish today. They are prioritized based on when they have to be completed as well as importance and ease of completion. Regarding meetings, limit the time spent in each by setting an agenda and keeping to it. Events are easy to get bogged down in, so I limit events to what most benefits my program, then what benefits the department, to what benefits the college, in this order. Finally, I try to plan for time to deal with the unexpected events/issues. Unfortunately that usually is a couple of hours a day. Everything from testing a potential student, advising, to dealing with a student (BLET) passing out in the gym during PT.

This is the hardest thing for me to do. As a former HS educator and as a Paramedic, I have ingrained in me to handle things on my own. That is the nature of both of those jobs. Now, I am in more of an administrative position so am having to learn to delegate. The first major issue is; to whom do you delegate a task. Secondly, what kind of timeframe do you put on it. Thirdly, make ABSOLUTELY clear your expectations. Fourth, follow up. Communication is the key.

Leverage technology by using integrated scheduling tools and project management software to streamline meetings, events, and projects. Implement digital calendars for scheduling, use collaborative platforms for team communication, and employ task management apps to track progress. These tools enhance organization, reduce conflicts, and ensure efficient management of various responsibilities, helping college administrators stay on top of their diverse tasks.

Having a preset, clear and concise agenda that is share with attendees ahead of time so that is reviewed and thought through is key for effective meetings. Too often meetings run over time because everyone wants to be heard and there's no regulation for how long persons are able to speak. Stick to the agenda items, place time limits on how long discussions will take place and table what is not essential for the next meeting is crucial in being an efficient academic administrator. Depending on size and purpose meetings should not be longer than 60 minutes.

Have you ever heard of applying Strategic Subtraction to Meetings? There is much to unpack when applying the strategy, but here’s some low-hanging fruit. Cancel (subtract) unnecessary meetings, and get back 30% of your time. It's time for a RESET: -(R) Review: Evaluate each meeting's necessity and value - (E) Eliminate: Cancel low-value meetings (30% time savings) -(S) Streamline: Redesign remaining meetings for efficiency (where 70% of time savings come from) -(E) Experiment: Try new formats like stand-ups or asynchronous updates - (T) Track: Monitor results and adjust accordingly Remember, the goal isn't to eliminate all meetings but to make each meeting count.

Gerenciar reuni?es, eventos e projetos de forma eficaz requer uma abordagem estratégica. Uma das chaves para isso é a realiza??o de reuni?es realmente produtivas. Planejar com antecedência, estabelecer uma pauta clara e focada, e garantir que cada participante saiba exatamente qual é seu papel e objetivo s?o passos essenciais. Reuni?es bem estruturadas economizam tempo e energia, permitindo que você dedique mais aten??o à execu??o de projetos e à organiza??o de eventos. A eficiência nas reuni?es cria um efeito positivo em cadeia, facilitando a gest?o das demais responsabilidades administrativas.

An effective meeting begins with an effective agenda. You have to prepare for the meeting like you are preparing for a classroom lesson. You need to have clear objectives for the meeting, structured rules for handling the meeting, a willingness to listen and learn in the meeting as well as the forcefulness to keep the meeting on track and focused on the topics at hand. The meeting should be relevant to all involved. Finally, and most importantly, if you decide on something in a meeting, you have to follow up and do what you decided you would do. Otherwise, your meetings will seem like a waste of time.

Efficiently manage meetings, events, and projects through rigorous project oversight. Establish clear goals, timelines, and responsibilities for each project. Regularly review progress and adjust plans as needed. Use tracking tools to monitor milestones and deadlines. By maintaining a structured approach and keeping projects aligned with objectives, you ensure timely execution and effective management of all tasks.