Are you ready for my secrets to increasing teacher productivity by using systems to keep you organized? In my facebook group, the Organized Teacher Challenge, we do monthly challenges to help teachers get organized step-by-step. And the last step of each challenge is always to create a system.
Systems are the ultimate tool for organization and productivity. Organization and productivity go hand-in-hand. Being organized boosts productivity, and productivity helps to maintain organization.
What are systems?
Systems are repeatable step-by-step procedures. In a recent post, when I described some ways that I batch work in my school day, I was describing systems. The way I grade, the way I collect work from students, even the way I create to-do lists (and plan the day) are all systems.
Just about anything can be turned into a system. If it’s something you do repeatedly, it is something that can be systematized. Think:
- Grading
- Lesson planning
- Making to-do lists
- Submitting report card grades
- Distributing and collecting supplies
- Collecting and returning student work
- And many, many more
How do systems boost teacher productivity?
When you have a system in place, you are not wasting time wondering what to do first. Instead, you are able to start right away because you already know what to do, and how to do it efficiently. Best of all, when you do things the same way every time, they become automatic and habitual. No thinking required, thus increasing your teacher productivity.
Increasing Teacher Productivity with a Paperflow
Even with a year of digital teaching under our belts, the most common organization issue teachers tell me about is paper. “Paper everywhere” is the most frequent complaint I hear. All that these teachers need are a few paper organization strategies and a system.
Think about it this way: You receive yet another piece of paper. What do you do with it? Where does it go?
This is where a paperflow comes in.
You inevitably come across paper to:
- Grade and return to students
- Act upon
- Keep and file
What you do with a piece of paper depends on the situation. The good news is we can avoid towering stacks of paper by simply planning a system for handling each type of paper.
My Paper Flow System
In a YouTube video, I share all about my paper flow system. The amazing thing is that that video is now a few years old, but it is the exact same paper flow I use to this day.
In short,
- Papers from students that I have to grade go into a folder for their class period in my desktop hanging file holder. Once graded, they move into the period folder in a hanging file holder in front of the classroom to be passed back.
- Papers that I need to be act upon go into a letter tray labeled “to do” until I complete the task.
- Papers that I need to file go into a letter tray labeled “to file.” I like to file papers away weekly. It minimizes disruptions to my work throughout the week.
Increasing Teacher Productivity: Keeping Your Teaching Supplies Organized
When I talk to teachers about their organization struggles, one that comes up frequently is simply not putting their supplies away. Specifically the supplies used to teach particular lessons, like manipulatives, task cards, or any other materials that are used once a year. Now, the interesting thing is that they do already have organization strategies in place.
However, I still get the complaint that they can’t keep their spaces organized. The solution is simple. The only thing that they’re missing is a system. The system can be as simple as just putting the supplies away at the end of the day. Or it could be having a place to store such supplies throughout the week, and then putting them all away on Friday.
Organization Systems for Teachers to Increase Productivity
Systems do not need to be complicated. In fact, it’s better if they aren’t. They just need to be planned in advance. Without a system, the teachers I described are allowing their supplies to pile up until they have a big mess. They already have organization strategies in place. All they need is a plan to put their supplies away.
Email & File Organization
Similarly, I hear the same thing from teachers when it comes to email and file organization: Teachers have their folders set up, but they don’t have a system for organizing new files and emails. Over time the files and emails pile up, and they have to organize all over again.
However, with a system in place, they would be able to avoid the mess and the need to re-organize.
My Email Management System
Again, keep your systems simple. When it comes to email, I like to implement a modified zero-inbox. If you use a zero-inbox approach, then you are simply moving every email you need to keep into a folder. (This may include a “to-do” or “attention required” folder.)
For me, if it’s out of sight, it is also out of mind. Instead, I like to do 3 things with incoming emails:
- Delete any emails I do not need to keep
- Move any emails I need to keep to folders
- Keep any emails that I need for a limited time in my inbox (These usually include emails about up-coming events.)
However, you do not need to adopt my systems for increasing teacher productivity. Develop a system that works for you and meets your own unique needs.
Do you need help organizing your email inbox? Check out this blog post all about email organization.
Keeping Files Organized
Digital files can be organized similarly to email. At the very least, you need a folder structure and a system for naming folders. Learn more about digital file organization from this blog post.
Additionally, you need a system to keep the files organized. The system I use is very simple. As soon as I create a file, I name it using the structure I developed. Then, I add it directly to the folder where I want to keep it. That’s it. That’s my whole system.
Of course, there are some exceptions, but I have a system for those too. If I create a file that doesn’t fit into a folder I already have, I make a new folder. If I’m working on a file in multiple sessions, I save it to my desktop until I finish. Then, it will go into a folder.
Increasing Teacher Productivity: End of Day Routine
In the same vein of creating a system to put supplies away, you can develop a system for ending your school day. Most people refer to this as a routine. But if you take the time to plan it out, it can become a system you implement daily.
My End of Day System to Boost Productivity
Personally, I like to write the objectives for the next day on the board, pack my bag, and clear my desk. If I have something important to take care of the next day, I will place it in the center of my desk so I see it first thing in the morning.
Simple, right? This daily system allows me to walk into my classroom the next morning, and not feel stressed or overwhelmed by anything from the previous day. This system allows me to be productive the next morning, and prevents me from wasting time dealing with a messy desk. It also helps me to officially end the day. That way I can go home and not think about something that I need to do for school.
Do your systems save you time?
Or is it time for a systems tune up? Systems are your key to increasing teacher productivity.
Systems need to be planned, but they do not need to be complicated. You can do this! And I can help.
Need help figuring out your day-to-day systems? Get on the Productive Teacher Toolkit waitlist. This is my guide for being able to get it all done during school hours so that you can build freedom back into your nights and weekends.
