Getting Things Done

I’ll confess I love when I come across a great quote in my inbox. I have a column in Trello (more on that in a moment) devoted to reference material and quite frankly, little bits of inspiration. But confession part two: I’m not great at keeping track of where the quotes come from. Today, I’m thinking about this one: "A sign that you're in a great job is that there is too much exciting stuff you want to get to and not enough time to get to it all. I used to think of that as a problem, not as a positive. I've since learned to prioritize and to feel productive doing the things I set out to do and not trying to do it all." (apologies to the author for not being able to give you proper credit)

One of the biggest challenges of being in a small or solo shop is staying organized and on track. I’m certainly no expert in time management (just ask my family), but I did want to share a couple things that have worked for me. Maybe they’ll work for you as well, or maybe you’ll have a lightbulb moment that inspires you to take these ideas and make them better (and if that’s the case, please share! This is never a final product, but an evolution).?

• Find a project management tool that works for you: I? have become a Trello convert over the years and I love that there is a plug-in for Gmail so I can move things out of my inbox and organize in Trello (instead of trying to use my inbox for managing priorities). I’ve adapted one of the Trello board templates called Mise-En-Place (which appeals to my inspiring chef). Everything goes in a column called Inbox where I can triage into work need to be done today (I try to take 15 minutes at the end of each day to move items there), tomorrow (things that have to happen soon, but can’t be done today), and this month (things that need to stay on my radar). Then I added columns for Strategic Priorities (so they can be moved in as I can), Waiting (where I need additional content or information), and Cyclical (things that have to happen on a weekly, monthly or annual basis). My favorite column is called Done. The template calls this the trophy room where I can feel good about that I’ve done - bonus, it helps with reporting.?
• Find a framework that keeps you focused: I’ve gotten really attached to the Growth Driven Design Framework as a way to continually improve sections of the web site and inform my content strategy each month. Breaking things into chunks makes things more manageable and really has helped me focus. There are always a set group of KPI’s to focus on like promoting a sense of feel and fit, increasing understanding of our programs, promoting outcomes and affordability, and encouraging visits to campus. Depending on the time of year, I swap different priorities whether it’s driving applications, offering advice from our students, getting to know the campus experience. At the start of each month, I look at the strategic priorities and cyclical activities in Trello and pick 3 to 5 high, medium and low priority items that will get done.?
• Find the courage to say no: These systems only work with good communication across campus. Reporting up what’s going on always helps people understand why things are a priority. But sometimes I have to say no. A few the things I’ve learned along the way is to always communicate with empathy and honesty: we need to show we understand why it’s important to the requestor, even if we can’t do what they’re asking. These conversations often mean we can come up with alternative solutions together or even better ideas!??

At the end of the day, using these tools keeps me focused when my inbox is filling and my phone is exploding. I often need a reminder that every idea simply can't be pursued in that particular moment (which is REALLY hard when they’re great ideas).? Never be afraid to trust yourself to sift through everything and think about what needs to be the priority.??

So from the Trello reference column, here’s a bit of affirmation for when you’re feeling overwhelmed: "You have what it takes! Self-doubt and impostor syndrome are normal and universal, and sometimes all you need is a reminder (from yourself or from others) that you made it where you are for a reason and that you can do it." Even when that means figuring out how to make the good? things happen.??

Love your family, support your friends and colleagues, and be kind to everyone you encounter.?