If you haven’t read last week’s post on the basics of executive function, please start there (link here). This post is part of a series which connects to speaking engagements that I have done since Fall 2023 called “The X Factor: Executive Function Tools in Google.”

Whether you want to label it “soft skills” or not, functioning in a school environment involves more than the reading, writing, and ‘rithmatic of the old song. Some students have been primed before they get to school about managing their time; others have not. Staying organized is probably more important than IQ for success in school. That’s not only true for students; it’s also true (maybe even more) for teachers. Let’s start with some teacher tips before delving into the tricks that work for learners.

Calendaring Your Commitments

Initially, adding Google calendar events (click here for instructions) can take time. The trade-off is that a visual calendar can help you process and avoid accidental overload. Psychologically, when we know that we have to score papers or meet with another teacher about an upcoming unit or plan for the student council meeting next week, we hold onto that general idea as a must-do, added to the many other must-do’s which are part of our existence. It adds cognitive weight because it is nebulous. Technically, it results in more weight on our minds when it is unscheduled than when it is scheduled, in the same way that a room looks messier when everything is in disarray than when all of the same items are still in view, but in their rightful places.

1) Creating the Blocks of “School Time”

Start by adding the largest components first, like the school day. This can be done through “repeating event” entries instead of making 180 separate daily entries. A good rule of thumb on these calendar additions is to start from the first day of school and continue to the last day as a constant repeat, Monday through Friday, from 7 AM to 3 PM, or whatever your regular schedule happens to be. Secondarily, you can page through the calendar and delete the days that represent holidays or adjust the time for uniquely-scheduled days, like parent-teacher conferences.

2) Creating Blocks of “Classroom Time”

From here, some decisions should be made about how you want your calendar to look. You can add each class you teach or, for elementary teachers, the blocks of class time for subjects and specials. This can look like double-booking, but the truth is that you have to be at school AND you have to be teaching English 7, which are separate. In fact, if you are not in the classroom with your English 7 students, you still have to manage what they are doing on that day and at that time, usually through sub plans. Did you ever consider that, if you put your class plans in Google Calendar and you are at a conference or ill and need to send sub plans, you could just add the substitute or the school admin or secretary who manages subs to your calendar, so that all of the content is already prepared? You can also add your class list of students (with Google Groups) so that they have the basic lesson information accessible. An LMS is great for this information, too. If you have an LMS, you can often connect the readouts and links for classroom schedules to a Google Calendar. This saves duplicate entry time, but still allows other commitments to be visible.

3) Managing Committed, but Unassigned Times

It is one thing to make a nebulous list of tasks that must be done in a day; it is quite another thing, emotionally speaking, to assign them a dedicated time. An invaluable piece of advice came to me after about 15 years in the classroom from someone who knew: When you assign a summative assessment, mark calendar time for grading it. Doing so demonstrates recognition of the fact that one cannot be done without the other. This is a small teacher deception with big consequences. One important result of neglecting to schedule time for assessing is that multiple courses can be scheduled with overlapping assessments, leading to significant delays, which impact teacher time, student appreciation of assessment feedback, and the fatigue of overload. Simply put, if you don’t plan for it, you can have three sets of written papers for one course and a research project for another course submitting assessments at the same time, which can’t be graded quickly.

What if you find yourself checking the mailbox, picking up a treat in the faculty lounge, stopping to talk with the school secretary or administrator, connecting with a colleague about a student, and the endless supply of other activities (like checking emails!) — and your prep period is gone before you know it?! Open-ended time can easily fall victim to being squandered. Remember that prep time should be calendared, too. Lists of tasks can work effectively for managing prep periods, but being realistic about the timing is crucial. On a list of five things, for example, one item could take 10 minutes and another could take 10 hours, but they both only get one checkmark. In this case, consider breaking large tasks into deliverable chunks which can be done in one reasonable sitting.

4) Managing Your Availability for Others

Consider creating appointment schedules (click here for instructions) for times that you are available to meet with students outside of class time. Promoting appoints helps to manage boundaries on your time. The reminders with a booking also help students to plan their time effectively and learn the life skills of scheduling and honoring commitments. Links to office hours can be shared with students and parents easily through a link to the customized Booking Page. Many stakeholders appreciate having a dedicated time for booking meetings so that they don’t get frustrated when they stop by the classroom and you are working with someone else or are not there. No one likes those interruptions. It all involves wasted time. Few people can afford wasted time in the school day. On a side note, if you are not available to others, such as while grading during a prep time, consider closing the classroom door.

Time Management?

What does the phrase “time management” mean anyway? It seems to suggest a false sense of authority. No one can change time; it progresses at the same rate without stopping. Therefore, no one manages time, only themselves. Making lists or, worse yet, trying to track everything in one’s own brain simply doesn’t include the recognition that time is finite. It must be allocated to the demands of the day. like slices of a pie or cents in a dollar. When it’s gone, it’s gone. By mapping the hours of the day in Google Calendar, it is easier to see where there are windows of opportunity for additional activities. It also allows educators to share their time commitments with others, either for booking or awareness. Think how a well-organized Google Calendar shared with the principal could inform discussions about professional development, workload, and accepting additional non-teaching responsibilities.

The main person who can be helped by a visual representation of the calendar is the teacher. Be honest about the time spent on teaching duties. When staying late at school, take ten seconds to update the calendar. When grading or planning from home, designate the time. It is always up to you how you spend your time, but don’t look at it as an 8-hour school day or a 40-hour work week if that’s not happening. The first step is mapping your time. After that is in place, you can make informed decisions about the time that you spend, in case you want to adjust expectations, your assignments, or your practices.

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Teacher Takeaways

Google Calendar includes visual support, time management, and easy communication options.

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