As director there is never enough time in the day, the week, or the month. Do you feel like you aren't getting anything done? Are you thinking I'll get to that, but then you never do? This article will assist you in putting systems in place to help you manage your time more efficiently.

First of all take the time to organize your day. I realize that even though you are organized and you have a plan the day may not go the way you have planned. In our business, we have to expect the unexpected and adapt to the situations as they present themselves. Some people may do better planning on a weekly or monthly schedule instead of daily. I had some long term plans or projects that were on going but the daily list of things to do work best for me. It’s still important to think about what is important and to prioritize your work.  Are there some activities or responsibilities that someone else could do for you? Then delegate those items. In other words, do those things that require your specific skills and pass on those that your support staff can do. The list reminds you of what has to get done. You can even create a master list and take “to do” items from the list to be completed today.

Some techniques to become more organized:

• Do you have a planner or a PDA to keep important phone numbers, addresses that you use frequently? I collect business cards from new people I meet and also carry my business cards to hand out. It not only helps me save time it is also good advertising for the company. Create an e-mail address book as well on your computer.
• Color works great for me! I highlight specific items on my calendar and even color coordinate my files so that I save time trying to locate important information. One item to highlight might be the times you are not in the office so it is visually apparent when you won’t be available and helps you to schedule efficiently around those times.
• Eliminate clutter in your life. Clean off your desk, car, and files and at home. This helps you keep from missing something that is important and needs to be accomplished. I know this is a continual battle for me and I even hired someone to help me de-clutter my life. There are some links at the end of this article to help you get started with removing unwanted clutter in your life.
• Papers can be all consuming. When you get a paper either act on it, file it, give it to someone to take care of or throw it away.  I know I keep making piles that when I go back through them notice that they have expired (coupons), the date has passed or I needed to do something about it sooner. Use a "drop" box on your desk to collect papers to be filed. Then regularly -- daily, weekly or monthly -- empty the box by filing the papers away or have your assistant/secretary do this for you. I was so disorganized that my assistant would not let me keep important paperwork as I would misplace it. She knew right where it was when I needed it. What a gem she was!
  
  
• Another technique I use is to get motivational and educational tapes from the library to listen to in the car while I am driving to and from appointments. David Allen, the author of “Getting Things Done: The Art of Stress-Free Productivity” (http://www.davidco.com/) has several  get motivational tapes on getting organized.
• I also have an Olympus digital recorder in my car because I seem to have great ideas or make lists while I’m driving. I realized that trying to write while driving was going to get me in an accident. It’s much easier to click on the recorder and leave myself a message.  
• Beware of those who just want to chat. Yes, you need to take time to visit with and talk with parents; staff and children but some people are just idle chatters. One way to curb this is to post your walk in hours so that there is a specific time of day that people can come by and talk with you. I hear you saying, but I want to be available to everyone when they need me. I’m not saying not to be available but there are times when you need to shut your door and get work done. I know leaders who answer e-mail and phone calls in batches. They don’t let every little phone call or e-mail interrupt them when they are working. Think of the time you waste and try to change that scenario. If you are waiting on the phone for someone to pick up you can have them return your call instead of waiting. Or you can leave a message or you can do some other tasks in the office while you are waiting. Use your time efficiently.
• If you have recurring or routine paperwork that needs to be accomplished on a regular schedule then schedule that on your calendar and block out the same time to assure that these will be remembered and completed. “Stick to three concepts. You can’t help everyone. You can’t change everything. Not everyone is going to love you. If you do, you’ll get more done.” Roberta Vasko, Center for Creative Leadership