Productivity, Tools

How one simple suggestion + Google Keep completely changed my organization and productivity

I used to think I was a “do one thing at a time until it’s finished” kind of person, but since moving into a school PR role, I have discovered I am more of a “squirrel” type of worker. In school PR, we have to be able to switch gears quickly because we never know what’s going to come up. Many times I am in the middle of one project and another one gets thrown on the pile, or I am researching one topic when a new one comes up. This work environment can contribute to a lack in productivity and sometimes an increase in frustration.

Two years ago at our annual district leadership retreat, I shared this challenge with a colleague during one of our team building/reflection activities. I told him that despite my endless attempts at prioritizing and list making, I never felt like I accomplished what I needed to at the end of the day and that it was hard to really feel productive and strategic. He gave me such a simple suggestion that I had a real “DUH” moment.

Why don’t you make a list of your top 3-5 priorities for the day and tackle those tasks before you move on to anything else on your list?

THANK YOU, BMS Assistant Principal Larry Hughes!

Simple. Genius. Why didn’t I think of that?!

The very next day I set up my “Fab Five” list in Google Keep. I had been using Google Keep for years, but more for more for taking notes on the fly, not specifically for list making and task creation. It suddenly made so much sense to replace the notepad on my desk with a digital list that could be accessed from any device at any time and rearranged with a simple click and drag. (Is anyone else like me … if I have to reorder tasks on a paper list, I will just start over rather than scratch out!)

I “pin” the lists I use the most and make sure my Fab Five is the first one in the row.

I typically update my Fab Five list before I leave work in the afternoon so when I arrive the next morning, I know exactly where to start my day. I set Google Keep as one of my startup tabs in Google Chrome so it pops right up when I login each morning. I also created several secondary Google Keep lists to keep track of ideas, tools, articles, etc. that I come across.

Admittedly, this is not a perfect system and there are times when I have to deviate from my Fab Five, but this method really has changed my daily routine. It’s like having a daily dashboard that helps me stay organized and makes me feel more productive and strategic.

What methods do you use to stay organized? Do you have any tricks for productivity? Leave a comment below – I’d love to read your ideas!