Here are the key tips for processing a Ticklist
1. Beware procrastination
Be aware of the risk of procrastination. Read more here.
2. Think before acting.
Always pause and be clear about what you have to do, deciding the best order to do things in, and mentally guesstimating how long things will take.
3. Look for economies of scale
Plan to do things in batches where it is possible and logical (photocopying, filing etc) to avoid too many niggly interruptions to your important tasks. If the same tasks start to appear on your Ticklist regularly, try to have a regular ‘timeslot’ for doing them, and make them part of your routine. Choose your timeslot sensibly – this means doing boring, low-energy jobs when you yourself do not feel like tackling anything too inspiring or energetic. This applies particularly to repetitive tasks, which involve 'tuning' costs to do efficiently.
4. Reduce tuning costs
We use the word 'tuning costs' to describe what sometimes happens when we either multitask or switch between radically different tasks. When most people talk about multi-tasking, they really mean time-slicing. We do not really read e-mails and discuss student behaviour with a colleague simultaneously. Instead, we do one thing, then switch to the other, then switch back to the first and so on, but we do this so rapidly that there is an illusion of simultaneity. Doing things in tiny time slices is, in fact, mentally stressful, and NOT a particularly efficient use of time. It is also only possible if the two tasks are extremely routine, and we can switch between them without much mental effort. Frequently, however, our tired brains tell us that this is simply too much work, and we are forced to stop. We take our hands off the keyboard and forget about the e-mail for the time being. We finish our discussion about student behaviour, then we return to the e-mail. There is almost always, however, a brief moment of 'now where was I up to?' or 'what was I going to say?'. This effect is similar to using an old-fashioned long-wave radio: you couldn't just switch to the station you wanted, you frequently needed to 'twiddle' the knob a little to tune into the signal, and adjust the volume before you can comfortably listen. Every time we multi-task, or combine different tasks in one work session, there is a tuning overhead which impacts our efficiency (and sometimes the quality of our work).
5. Avoid multitasking
Actively avoid doing two things at once, even at busy times of your day. Of course, true multi-tasking is an excellent idea – true multitasking means doing two things simultaneously. An example of this is boiling a kettle and toasting some bread while you take the trash out. They really do happen at the same time. Most of the multitasking which happens in school isn't like that - you seem to be doing two things at once, but in fact you are just frantically flip-flopping between them. As a rule, you should be single-mindedly focused on one thing only, and this is particularly true when you are processing a Ticklist.
6. Get paper off your desk
Try not to juggle paper. If you have a piece of paper in your hand, deal with it now, as long as it can be done quickly (this means two minutes or less). However always do something about it, throw it away, or file it. Don’t leave things metaphorically in mid-air to worry about and become urgent later, but don't get distracted by meandering alternative tasks. You are processing a Ticklist, not answering letters.
7. Spend the small change of time
Use your ‘spare time’ sensibly. In this context, ‘spare time’ means the odd five minutes, the unexpected 20 minute break. Make sure you have a set of small-bite tasks ready. Often, busy people don’t realise how much spare time they have, and don’t use it effectively. If your head of department cancels your weekly meeting at short notice, don’t just have a cup of tea: open your Ticklist or Tens list and make a few parental phone calls while you drink it.
8. Know the microclimates of chronotypes
Know your own peaks and troughs – your cycle of productivity, in detail. If, for example, you have a mental slump after lunch, actively look for work which you can do at that time (filing, routine marking etc)
9. Identify and eradicate inefficiencies
Over time, develop the knack of getting things right first time. This is easier said than done, so you may first need to develop an awareness of what things are coming-back-to-bite-you. For example, if the office returns your expenses claim form because they can’t read it, this might give you a great clue on what you need to improve.
10. Avoid vexatious colleagues
If you identify time-wasters – a colleague who wants to moan about parents, or a student who demands unreasonable amounts of time – develop behavioural strategies to deal with them. If a colleague starts to talk to you while you’re working, stand up while you reply, and keep your answers short. If a student asks you questions while you’re marking, do not adjust your body to respond: keep your head down, answer briefly and keep on working. Obviously, if your subtlety fails, you need to be more assertive – suggest that you talk to them later, when you are both less busy.
11. Look for friends.
Find your lifesavers and nurture them. In most organisations, there are people who you can delegate to, or will help you out, when needed. In this situation, don’t abuse your good fortune. Delegate sensibly – not just the unpleasant jobs – and give thanks sincerely.
12. Don't get bogged down
Single-handling is a nice aspiration, but do not get bogged down during ticks-and-twos. Unresolved tasks do not have to be 'done'; you simply need to decide what you are going to do and when, and where you're going to put your prompt.
13. Location, location, location
Categorise your tasks by location: photocopier room, network support, staff room, head of faculty office, quiet space. Minimise running around during the school day. For each location, make sure you are crystal clear what facilities are available to you – examples of facilities include phone, computer etc. You will schedule your tasks according to which location is involved.
12. Be aware of the risks.
There are some well-recognised problems with Ticklists in time management which need to be mentioned, understood and avoided. Read more here.