Librarian Skills: Schedule Organization

My name is Alyssa and I am an Organized Mess.

Desk

This is my desk.

Right Desk

This is my bookshelf.

Left Desk

This is to the left of my desk (hi Princess Labelmaker!).

Behind Desk

This is behind my desk.

 

Yes, this looks like a pigsty (my home is far worse) and I should probably be ashamed to share it with the world.

But you’d better believe I know where EVERYTHING is in my office.  Could I send someone to find something in my office?  Absolutely not, but I could find anything in less than 60 seconds.

Except for the stapler remover.  I can never find my stapler remover.

I may not be good at organizing a space, but I would like to say that I’m pretty good when it comes to organizing a schedule.  Since I’m the head of a department, I have to be able to sort out a monthly schedule for my self and my staff.  How do I do it?

 

Organizational Tool #1: The Yearly Calendar

Every year, I create a calendar in Microsoft Publisher for programming.  This includes weekly programs, special program, and class visits.  I go through and try to fill in all of the weekly programs for the year; I add the other programs as the year goes on.  There are some programs, I know immediately who is doing what and fill in their name (i.e. weekly storytime).  For other programs, I fill in who is doing what on a monthly basis (i.e. class visits).

On the whole, this is a calendar for my eyes and my purposes only.  Every month, I will print out the monthly calendar for each staff member and one copy for our Circulation Manager, who creates the master work schedule.

 

Organizational Tool #2: The Weekly Planner

We keep a weekly planner  like this one on our circulation desk at all times.  It lists every program we have during the week, as well as who is doing the program.  Again, I fill out a big chuck of it at the beginning of the year and then add to it as the year goes on.  It has also been helpful to write down our local school schedule in this planner, so we know when the kids are on  break.

I’ll also make a note of when I have a meeting.  We don’t write down any vacations or personal appointments on this calendar because it is in public view.

 

Organizational Tools #3, #4, and #5- Personal Planner, Desk Calendar, and Microsoft Outlook Calendar

Ok, so this all boils down to how I keep myself organized.  And yes, it requires three calendars.  All three calendars contain the following information:

-My programs and meetings

-Personal appointments

-Appointments for my son

Personal PlannerThis planner is always in my work bag (which is worthy of it’s own separate post).  It’s what I have on my person 95% of the time, making it easy to add info to.  It’s also where I keep track of birthdays and when payday is. 🙂 (Sidenote: I’ve tried 503 different smartphone planner/organizing apps and have HATED all of them.  Paper planners 4 life!)

Desk Calendar- In addition to making a large and fancy coaster, this calendar gives me a quick glance of what’s going on during the month.  Very helpful during phone calls when I’m trying to schedule quick meetings or class visits.

Microsoft Outlook Calendar– This calendar is attached to my work email.   I keep a lot of future dates scheduled here before placing them on any other calendar.  It also sends me reminder messages of when things are coming up.

Why three calendars with essentially the same information in each one?  My brain requires repetition in order to remember something, particularly dates.  By having to record the same information in several different places, it becomes easier for me to remember the date without having to look at the calendar.

 

Maybe one day I’ll apply the same effort to cleaning my office that I do to organizing my schedule….

 

How do you organize your schedule?

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2 thoughts on “Librarian Skills: Schedule Organization

  1. Jenni says:

    I used to use one of those big coaster/desk calendars at the school library, but now that I am deskless, or at least proto-desk, I use a paper calendar that stays in my bag. I color-code work items, social items, important holidays, etc. I don’t like those app-thingies, either, mainly because I’m no glued to my phone. Also, I’m lazy and don’ want to write something down and then have to type it in, too.
    You are brave, Alyssa. I won’t say my desk never looked like that, but I will say that I never took pictures when it did. Sometimes I cleared everything on to a cart before taking pix.

    Like

    • librarylyssa says:

      I color coded my planner in college, mainly to sort through tests and papers.
      My desk is makin me antsy, so it will get cleared off soon. You will note that I did not take any pictures of my floor….

      Like

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