Creating Blocks of Time…

If you are a manager, a leader anywhere, for any organization, this post is for you! It builds upon my previous two blog posts, so re-read them first to provide context for what is to come. (Just scroll down from this post.)

Using “blocks of time” to schedule your regular work tasks will save your sanity, your energy, and your overall effectiveness as director of your children’s center. 

To begin, I made lists of everything I needed to do; I grouped similar work tasks together; did things at the optimal time of the day (for the children, teachers, parents, and me!); stuck to my plan; and knew that what I had planned would be accomplished by the end of the week.

I had five file folders in a rack (on my desk) one behind the other—for the five work-days of the week. Inside each was a daily sheet with my blocks of time and the general tasks to be completed. And behind that sheet were my notes or paperwork that were relevant to my accomplishing the specific tasks for that day. If I didn’t finish something, I put it in the next day’s folder—to be continued. I didn’t worry that I’d forget about it. It would be waiting for me. Peace of mind is a beautiful thing.

My daily plan looked like this…

6:30 a.m.

ArrivalWalk through the children’s centerGreet early staff in their classroomsMake a cup of teaBe available to welcome parents and children as they arrive

7:00-9:00 a.m.

Listen to phone messages (urgent messages need immediate attention)Gather anything I might need for the other call-backs—that I will do laterList names/phone numbers/messages for easy accessLog into email (urgent messages need immediate attention)Gather anything I might need for the other email replies—that I will do laterOpen mail—file immediately in appropriate foldersRemain in/around my office until 9:00 a.m.Greet everyone as they arriveWork on anything that can be interrupted

9:00-11:00 a.m.

Work on my most important task of the day—behind closed doors (do not answer the phone; put a sign on the door for these two hours)This is my uninterrupted time (during these two hours, every adult is working at his/her job—it is quiet!) This is my time to think, to plan, to write—training, budget, communications, etc.Sometimes tours, visitors, or one-on-one parent meetings can be scheduled hereIn two hours, I can get a lot done and feel quite good about the day

11:00 a.m.–12:00 p.m.

My office door opens againPhone call-backsEmail repliesToday’s inbox and mail

12:00–2:00 p.m.

I am available for impromptu drop-by visits (both my staff and parents have lunch breaks at this time)Check phone calls and emails and respond/reply if urgent

2:00-4:00 p.m.

My scheduled meetings with my direct staffMonday: Meet with my Administrative AssistantTuesday: Meet with my NurseWednesday: Meet with Program Supervisors, Assistant DirectorThursday: Meet with “City Hall”—my entire Leadership TeamFriday: Meet with my Assistant Director (we re-capped the week and planned the next)

4:00–6:00 p.m.

Coffee!Finish up to-do list for today and look at tomorrow’s schedulePrepare for any meetings, conferences, visits Check voice mails and emails one last timeBe available for parent drop-by visits, chats Lights out!

It doesn’t take long for parents and staff to figure out your blocks of time—especially the one that is your “closed door” time for important work. As long as you keep to your schedule, you will have time freedom and a much less hectic, stressful day. You will be productive! You will be in control! You will get things done! And that is the best feeling at the end of the day.

It may take a while to work out the best blocks of time for you—but begin. And tweak your schedule, until it fits you and your day! Remember, you are the one in control of your day, so write the script that really works for you!

I learned so much in my forty-year career and it is my pleasure to share it with you. If you are looking for more how-tos, resources, or inspiration, you can find my first book, Beginning to End: The Life Cycle of a Child Care Center—A Director’s Story, at amazon.com books.

The post Creating Blocks of Time… first appeared on Marcia Hebert's Blog.