Five Tips for a Clean Desk and Peace of Mind

Robyn Gee

Frank Buck asked his audience on Saturday morning, “When you go to a professional development conference, like the ASCD Annual Conference, what do you do with all the handouts you bring home?”
Buck presented five steps for getting organized and managing incoming information. He has worked as an administrator, principal, and educator, and has written two books on organization.

Step 1: Handle the Paperwork

Use a Tickler File system. This paperwork-organizing system consists of 31 folders labeled 1–31 for each day of the month. The 31 folders go inside 12 designated month folders. As paperwork comes in, it should get filed in the appropriate day’s folder. For example, if a form is due at a department meeting next Thursday, Buck recommends filling it out and putting it in next Thursday’s Tickler File. As the days pass, put each day’s folder in the back of the stack so that today’s folder is always in front.

“Tickler files allow you the freedom to forget,” said Buck. He also said that stacked boxes labeled “In,” “Out,” and “Pending” are essential for a clean desk.

Step 2: Create One Place to Put Everything

A signature tool—such as a BlackBerry, an online management system, or a physical planner—lets you everything in one place. “When people see you, they should see it,” said Buck.

Use a signature tool to create to-do lists, for example. When making a to-do list, Buck said each task should be clear (Wrong: “Supplies?” Right: “Room chalk, pens, and day planner.”).

Step 3: Put Repeating Tasks on Autopilot

“Teaching is a cyclical profession,” said Buck. “We need to recognize repeating tasks and put them in a system that remembers them for you.”

Some ideas for handling these tasks include (1) writing tasks on index cards and re-filing the card into the tickler file as a reminder for the future and (2) using the Recurring Tasks function in Microsoft Outlook.

Step 4: Manage the Incoming Information Flood

Carry a paper journal to take notes. According to Buck, there should be only one place to look for phone call and parent meeting documentation. “We’re good at writing things down; we just don’t know where to find them,” said Buck.

Use reQall, a voice-enabled program accessible on your phone, to leave yourself a message that the system translates into an e-mail and sends to you.

Step 5: Handle Multiple Projects at Once

Assign one page in your planner for every goal you have. Write down as many steps as you can think of to reach each goal. Then, assign all of the first steps to specific dates in your calendar or planner.

We often think organized people are just special, but Buck emphasized that anyone can get organized.