Food for Thought for “Getting Your Stuff Together”
Once in awhile, someone suggests an article that might be suitable for everyone who stumbles upon this website… retired (but very busy) music teachers, active music educators, collegiates, and music students of all ages. Of course, I cannot resist putting together my own list of ways to become a better time manager and efficiency expert… mainly because I was never that organized when I taught classes in three buildings, assisted in marching band, produced plays and musicals, and served as a curriculum leader during my 35+-year career. (“Do as I say, don’t do as I do…” or did!) It’s now easy to recommend… and after trolling the Internet a little, backing up this advice with numerous “expert” protagonists.
1. Throw out the “to-do list” and use a calendar
“Millionaires don’t use to-do lists. If something truly matters to you, put it on your calendar. You’ll be amazed at how much the likelihood of getting it done increases.”
– Srinivas Rao at https://getpocket.com/explore/item/why-calendars-are-more-effective-than-to-do-lists
According to The Muse (https://www.themuse.com/advice/8-expertbacked-secrets-to-making-the-perfect-todo-list), “41% of to-do tasks are never completed.” Janet Choi on LifeHacker (https://lifehacker.com/5967563/master-the-art-of-the-to-do-list-by-understanding-how-they-fail) maintains that for most people, there are four problems for using to-do lists:
- We have too many to-do’s.
- We’re not good at making to-do lists.
- We give ourselves too much time.
- “The future is full of unknowns, interruptions, and change.”
Supported by Dan Ariely and his team at Timeful (a company acquired by Google), Srinivas Rao writes at https://getpocket.com/explore/item/why-calendars-are-more-effective-than-to-do-lists that we should throw away the to-do list and use a calendar app like Google Calendar for tasks and reminders, to set goals, and to schedule meetings.
Srinivas adds, “Just the act of putting these things on the calendar for some reason seems to significantly increase the likelihood that I actually do them.”
2. But there’s still a good reason for keeping your a note-taking app.
Combine a virtual assistant like Apple “Siri” or Amazon “Alexa” with an application like “Evernote” for “brainstorming” to get your thoughts organized.
Perhaps creating to-do lists may or may not work in your day-to-day environment, but the use of note-taking apps with voice-activated personal assistants may be the ticket to sketch out your short to long-term planning and even respond to email or other forms of writing drafts. Basically, I find I talk faster than I can type!
Jill Duffy offers these assessment criteria for picking the “best for you” digital note-taking tool at the blog-site Zapier (see https://zapier.com/blog/best-note-taking-apps/):
Easy to set-up- East to use
- Specialized to fit your needs
- Good value (some require no subscription fees)
She reviews Evernote (my personal favorite), Microsoft OneNote, Paper, Quip, and Simplenote for day-to-day use.
A lot of my blog writing is generated using voice recognition by Siri dropped into the Evernote app. It has worked well for me. However, if you are running errands in the car, or even taking a longer trip on the highway, it is not recommended to dictate your manuscript while driving! Your attention is drawn away from watching the road to check on the status of your “writings,” and Siri does not always hear things right the first time! Even if you do not look at your phone while talking to your device, you will find that your distracted “brainstorming out-loud” may cause you to miss an exit or even sit unresponsive at a green light. Never note-take and drive at the same time!
3. Of course, you have to set priorities!
I was never good at going from brainstorming to finalizing the goals and action plans! It seems easier to “think outside the box” than to construct that multi-leveled box of jobs!
Tatyana Sussex at Liquid Paper (https://www.liquidplanner.com/blog/how-to-prioritize-work-when-everythings-1/) proposes these steps for “How to Prioritize Work When Everything Is Number 1.”
- Collect a list of all your tasks.
- Identify urgent vs. important.
- Assess value.
- Ordered tasks by estimated effort.
- Be flexible and adaptable.
- Know when to cut.
Benjamin Brandall contributes additional insight on systems for prioritizing at https://www.process.st/how-to-prioritize-tasks/, defining “the Four D’s” (see section #5) and my favorite concept, “When you have two frogs to eat, eat the ugliest one first.”
Finally, should you feel you need it, definitely revisit the inspiration of Stephen Covey, especially in his book, First Things First or this website: https://www.franklincovey.com/the-7-habits/habit-3.html.
4. Creative things should come first!
As musicians and music teachers, this suggestion may hit home: Do something that stimulates your “right brain” with acts of personal self-expression or artistry every day, and schedule it both intentionally and early!
What makes you want to get out of bed in the morning? Playing an instrument or singing? Composing? Writing? Painting or drawing?
I have previously blogged about ways to enhance your daily creativity quotient:
- https://paulkfoxusc.wordpress.com/2016/02/17/an-engaged-mind-makes-for-a-happy-retiree/
- https://paulkfoxusc.wordpress.com/2016/05/01/lessons-in-creativity/
- https://paulkfoxusc.wordpress.com/2016/07/16/more-lessons-in-creativity/
I also like this Inc. article: “32 Easy Exercises to Boost Your Creativity Every Day.”
“Here is what I’ve learned from these creative warm-ups: my thinking continues to be more flexible and multi-dimensional throughout the day. I approach work challenges with less fear and more playfully; I’m more open to see things in new and unexpected ways… And that makes all the difference.”
– Ayse Birsel, author of
5. Adhere to the “four D’s” system of productivity.
Have you heard of Priority Manager or other systems of paper and digital notes management? My favorite… the four D’s was previously blogged at https://paulkfoxusc.wordpress.com/2017/12/01/help-how-does-one-keep-up/.
- Do it! (Act on it immediately!)
- Delay or Date it! (Assign it to the future!)
- Delegate it! (Give it to someone else to do!) or
- Dump it! (Delete or move it into the trash)
Check out the practical advice unveiled at https://blog.hubspot.com/sales/4-ds-of-productivity. I particularly liked Mike Renahan’s visual which sums up the system:
6. Devote at least 30 minutes a day to professional reading.
“Why did the busiest person in the world, former president Barack Obama, read an hour a day while in office?”
“Why has the best investor in history, Warren Buffett, invested 80% of his time in reading and thinking throughout his career?”
“Why has the world’s richest person, Bill Gates, read a book a week during his career? And why has he taken a yearly two-week reading vacation throughout his entire career?”
Answer? “If you’re not spending five hours per week learning, you’re being irresponsible.”
– Michael Simmons at https://qz.com/work/1124490/5-hour-rule-if-youre-not-spending-5-hours-per-week-learning-youre-being-irresponsible/
***
“In the busy teaching day, it can often be the last thing on your mind to dive into some professional reading. So, why should you make it a priority and how can you utilize your time effectively to fit it in?”
– Hazel Brinkworth at https://www.teachertoolkit.co.uk/2018/10/09/time-to-read/
It seems obvious, doesn’t it? Teachers have to “keep up” with their “craft,” explore 
developing innovations, trends, and movements in their field, and embrace better instructional techniques and use of media for their students!
“I don’t have time” means you are not a true professional. Doctors and other medical care providers, lawyers, investment counselors, clergy, etc. – you name the “profession” – must continually renew their knowledge-base and “sharpen their saws.” Regular reading and attending conferences help motivate you, “recharge your batteries,” retool for the formation of new goals, review better strategies, and introduce improved teaching methods, materials, literature, and technologies.
The aforementioned Teacher Toolkit website scripts tips on how to get started:
- Focus your topic of interest.
- Know where to look.
- Listen instead of reading!
- Set aside a regular time slot in your week.
- Find a quiet place.
7. Cut back on your “screen time,” especially closer to your bedtime.
“There’s a lot of debate about how much screen time is too much screen time, specifically for children, but also for adults. Likely you’ve heard about how it’s a good idea to stop using our electronics in the evening so you can wind your brain down for bed. But when it comes to screen time, the only thing that seems conclusive is that there’s such a thing as too much and that it may be different for everyone and depend on the circumstances.”
–
Interesting Engineering blog-site offers these “11 Easy Ways to Reduce Your Screen Time” (https://interestingengineering.com/11-easy-ways-to-reduce-your-screen-time).
- Eat your meals without a screen
- Limit your non-work screen time
- Don’t watch movies or TV in bed
- Cut down on computer socializing
- Set a timer
- Ban phone charging from the bedroom
- Take up another hobby for boredom
- Schedule a meeting phone call instead of using chat
- Think of other ways to access information
- Get your news in a condensed feed
- Exercise while you watch
8. Are you getting enough sleep?
The answer is… probably not.
According to a 2013 Gallup Study (the last year Gallup published a sleep study), the average American sleeps only 6.8 hours a day — and that number may be getting worse over the last several years.
Most experts recommend we receive 7 to 9 hours per night, but the quality of sleep is just as important as the quantity. The HelpGuide website (https://www.helpguide.org/articles/sleep/sleep-needs-get-the-sleep-you-need.htm/) posted this chart with data from the National Sleep Foundation:
Brittney Morgan at https://www.apartmenttherapy.com/how-to-hack-your-sleep-schedule-and-get-your-full-8-hours-242712 suggested these remedies:
- Ease into an earlier bedtime.
- Rethink how you use alarms.
- Create a sleep routine.
- Unplug and de-stress before bed.
- Write out your thoughts.
- Limit alcohol and caffeine
I remember when I taught full-time and was in the middle of a full-blown musical production, I sometimes laid awake feeling “stirred up” inside trying to think of all the things I needed to do the next day. #5 of Brittney’s list is solved by putting a legal pad and a good pen by your bed stand, and without awakening your spouse, roll over and jot down a few of your “don’t forgets.” Or if you prefer to use the magic of technology, you can do this digitally… take a minute or so and use your tablet or smartphone, but don’t stay up very long and let the screen’s blue-light make your insomnia worse. Revisit title heading #2 above for note-taking apps.
It’s absolutely amazing the number of sources you can find on the web for additional advice for improving your sleep habits:
- https://www.organizeyourselfskinny.com/tips-for-creating-better-sleep-habits/
- https://www.thesleepdoctor.com/how-to-sleep-better/
- https://www.pushdoctor.co.uk/blog/43-ways-to-sleep-better
- https://bettersleep.org/better-sleep/top-15-better-sleep-tips/
9. Get rid of the stuff you don’t need
“Now and again, everyone faces a big life transition. For me, it was when I lost my father — right around the time I realized my kids were rapidly growing up (funny how that sneaks up on you, huh?). I started to think about how I really wanted to live my day-to-day life. From the clothes on my body to stuff in my home, I wanted to stop perpetuating things that made me feel bad about myself.”
“Much like Gilligan and his infamous “three hour tour,” what I thought might be a quick clean-out extravaganza turned into an epic, six-month journey through the nether reaches of my closets and my psyche. Along the way, I learned many things from Maeve about organization — and more than a few things about myself that changed my relationship with my stuff.”
“This is tough for anyone, but it’s a crucial step in regaining control over your stuff. I was really honest with myself, and resolved to not beat myself up over getting rid of (or donating) things we didn’t need — even if they were in good shape. When you start to think of your things as part of an ecosystem for your life, it becomes easier to pare down to only the stuff you really love.”
–
Ask yourself, how often do you “purge the junk” from your home?
Showcased on Beginning Minimalist, Joshua Becker also shares “10 Creative Ways to De-Clutter Your House” at https://www.becomingminimalist.com/creative-ways-to-declutter/. Be sure to read what he refers to the Oprah Winfrey Closet Hanger Experiment, now my “new favorite” way of discarding seldom-worn clothing.
10. Don’t forget to organize your living spaces.
In “7 Smart Organizing Tricks You Probably Have Not Tried” (https://www.realsimple.com/home-organizing/organizing/smart-organizing-tricks), Louisa Kamps recommends these logical time-savers and better spacing engineering techniques:
- Expose everything in your dresser drawers
- Store like with like.
- Be mindful of the pleasure your possessions give you.
- Keep your workspace clean and clutter free.
- Streamline your files.
- Create effective to-do lists (or see #1 above)
- Make “mise-en-place” a way of life.
Need more household tips? One Crazy House also provides a wealth of ideas in their blog-post, “17 Clever Organizing Tricks You’ll Wish You’d Known Sooner” by Donella Crigger at https://www.onecrazyhouse.com/organizing-tips-tricks/. And, if seventeen are not enough, what about over a hundred? Go to the Good Housekeeping’s site: https://www.goodhousekeeping.com/home/tips/g2610/best-organizing-tips/.
Hopefully these hints help you “tidy up” for the New Year, and bring you more productivity, peace of mind, and joy in your lives!
PKF
© 2018 Paul K. Fox
Photo credits in order from Pixabay.com: “young” by kaboompics, “checklist” by TeroVesalainen, “paper” by rawpixel, “important” by geralt, “cello” by enbuscadelosdragones0, “board”by rawpixel, “mobile” by kaboompics, “iPhone” by JESHOOTScom, “male” by Engin_Akyurt, “spiral-notebook” by kathrin, “minimalism” by bohemienne, “clutter” by Kasman, and “ring-binders” by AbsolutVision.
you to reflect and respond to “what would you do?” and even re-orient you to the paradoxes in which you may encounter that may not seem to offer an obvious resolution.
Use of social media networks to support student learning versus the risk of crossing the student/teacher boundary with inappropriate informal communications? (See 
To foster meaningful scrutiny and study of the bulleted issues in bold above, we will sort these problems by Principle III “Responsibility to Students” and Principle IV “Responsibility to the School Community” of the National Association of State Directors of Teacher Education and Certification (NASDTEC) “Model Code of Ethics for Educators” (MCEE): 
MY SOLUTION: This is more common than you would like. This episode compels you to figure out how to wear two unique hats simultaneously – the educator and the judge. Assuming you were clear (in writing) on the requirements of the try-outs, even sharing the blank rubric that would be used for the evaluations, you are now charged to find the “best” person for each lead assignment based on a number of criteria:
Workplace” are applicable 
When MySpace and Facebook came upon the scene in 2003 and 2004, most school administrators recommended “stay away from these.” The online sharing and archiving of photos initiated the adoption of many other social media apps (Flickr and later Instagram, Tumblr, Snapchat, etc), which provoked new challenges in maintaining privacy, appropriateness, and professionalism. Danger, danger, danger!
Communicating digitally or electronically with students may lead to the blurring of appropriate teacher-student boundaries and create additional challenges to maintaining and protecting confidentiality.
www.gmajormusictheory.org
Pennsylvania State Education Association (PSEA): 
posts with your school’s location.
To “wrap-up” our final segment, we will review the development of a professional “marketing plan.” This is blog #3 out of 3. (Be sure to also check out 
Shama Hyder posted “7 Things You Can Do to Build an Awesome Personal Brand” at 
The branding process involves first developing your philosophy of music education, archiving your awards and accomplishments, documenting your grades and 
experiences, and collecting stories/personal anecdotes of your strengths. The next steps include the creation of a written and electronic portfolio, business card, resume, and website. Finally, you must compile/assemble everything together and practice (and self-assess) your “story-telling skills” to answer those important questions at well-rehearsed “mock interviews.”
As I laid out in a previous blog “Networking Niceties: The ‘How-To Schmooze’ Guide for Prospective Music Teachers” at 
The above blog-post also explores setting up a good organizational system to manage your professional contacts.
PMEA Pennsylvania Music Educators Association, or another state’s NAfME-affiliated MEA
Self-reflection of the professional’s teaching practices and modification of these as needed to match changes in the environment and circumstances
Before long, you will shed the label and function of a “college student” (although still remaining a life-long learner… and never stop the quest for new knowledge and self-improvement!). The focus will shift from YOU to YOUR STUDENTS. The prerequisites for a career in education are unique and do not resemble the same challenges as success in business, manufacturing, retail, service industry, or becoming an entrepreneur, blue-collar worker, or even a composer or professional musician. The sooner you realize these are world’s apart, the better, and now is the time to finish your major and life-changing transformation to… a professional music educator.
Updates self with “constant education” and retooling
Cooperation
National Association of State Directors of Teacher Education and Certification proposes these principles:
Here’s another query. What five groups of people are both “professionals” and “fiduciaries…” and have a legal responsibility to serve the best interests of their “clients?” The answer is… doctors/nurses, lawyers, counselors (both mental health and investment), the clergy, and… teachers. 
Although teachers seem to be the only one of these who DO NOT have formal pre- or in-service ethics training, and our “charges” represent a “captive audience,” our duty is clear: to act as a fiduciary for our students’ best interest, and to create and maintain a safe environment for them at all times.
What do you believe about teaching?
Take time to peruse these and others. Most of these sites also offer excellent examples of personal branding and marketing of the prospective job hunters’ experiences, skills, and achievements… material for our next blog on this topic.
Even though it is from a book on post-employment transitioning (Purposeful Retirement: How to Bring Happiness and Meaning to Your Retirement), the author Hyrum W. Smith suggests several thought-provoking questions on prioritizing time:
Yours truly, a “late baby boomer,” never enjoyed that prophesied and romanticized revolution of a “paperless society.” Did you? PM recommends the creation of a “future reading” file, a subcategory of “date it.” Experts on Google Mail will extol the merits of creating a folder and categorizing/storing messages such as emailed issues of MEJ, Kappan, SB&O, and other digital editions of professional newsletters. I have found that this doesn’t work very well, even in retirement. The file folder just fills up, and I never seem to get around to reviewing the things I thought were so important to save. Nor did the practice of our grandmothers’ generation clipping articles (and coupons) out of newspapers. You would think you could solve this media overload by just printing a small excerpt of what you want to peruse later and putting it in a letter tray near your desk? Nope. It just piles up! However, probably the ideal solution would be to designate a specific 15 minutes or more every day for something they used to give to the middle school students I taught: “silent and sustained reading.”
How many times have you heard it? Make your plans and goals “intentional!” Besides all of the upcoming deadlines and appointments to which you are committed, include in your daily and weekly schedule opportunities for individual reflection and growth.
in response to feeling a little “stressed over the schedule” could be to “get used to the 24/7 nature of the job.” A music teacher works from sun-up (and before) to sun-down (and after), and constantly has to juggle multi-tasking on a wide variety of to-do’s, all landing at the same time: writing lesson plans, arranging music or drills, preparing scores or accompaniments, planning and rehearsing ensembles, managing the grade book and attendance records, attending faculty meetings and parent conferences, writing curriculum, student assessments, and lesson targets, preparing for extra-curricular activities like marching band, chorus, or the musical, finishing your own homework for graduate courses, district inductions, or professional development assignments, ETC.
Many have suggested that there has been a decline in moral standards that have contributed to ethical disputes in modern society (and in the public schools). Some say that this is attributed to a breakdown or lessening of the influence of organized religion and family values. “When Cultures Shift,” an excellent article in the New York Times (April 17, 2015), David Brooks explores some of causes and effects of this “slip” to our value systems, ethics, and renewed focus on self:
Do schools, not necessarily families, serve as the “safety net” for socializing its citizens, and teaching morality, manners, and the values of human relationships? Are teachers held to a higher standard of behavior in order to model these principles and charged with the responsibility of indoctrinating the meaning of “right and wrong” and how to get along with each other? Many would seem to agree, including sample codes of ethics for teachers and this from Robert Fulghum 
In Essays on Moral Development: The Philosophy of Moral Development (New York: Harper Collins 1981), Lawrence Kohlberg illustrates his “Six Stages of Moral Development” from ethical decisions based on adherence to rules/regulations and avoidance of punishment to acceptance of universal principles of justice and respect for human life.
As I said in Part I of this blog series, one of the first acts of a new or transferred teacher upon being hired to a specific school district is to visit the website of his/her state’s education department, and make a thorough search on the topic of “code of ethics” or “code of conduct.” There is no defense for ignorance of the codes and statutes relevant to the state you are/will be employed.
In addition, in almost every state education system, there are “mandatory reporting” regulations. Teachers are held responsible to ensure that their colleagues conform to the appropriate standards of ethical practice as well. In other words, if you know something is wrong and you do not report it to an administrator, you could also be liable and subject to hearings, discipline, and even prosecutions for negligence of your duty to protect the best interests, health, and safety of the student(s) involved.
A sense of invulnerability
It is the responsibility of the teacher to control his or her “public brand” – how he or she wants to be perceived by students, parents, colleagues, and the public. One’s public brand can and does impact perceptions, which in turn can impinge upon effectiveness.
However, the disclaimer is that I am not an attorney, human resource manager, nor scholar on school ethics, nor was I ever trained in a single workshop, college class, teacher induction or in-service program on this subject. After reading this article, you should immediately visit the website of your state’s education department, and search on the topic of “code of ethics” or “code of conduct.” A few examples of the “real deal” are listed below, and yes, you must study “every word of” the entire document and applicable rules from the state you are/will be employed.
According to Snopes 
Achievement of higher education, constant training and retooling, specific goals, and self-improvement
a “violation of ethics” is usually associated with significant consequences or punishment, like charges of medical malpractice or lawyers facing an “ethics committee” hearing. Confirmed unethical behavior may result in censure, suspension of license or certification, or other discipline action. Most state education governing entities post legally-binding “educator discipline acts” or codes of professional standards, ethics, and/or behavior, with extensive penalties.
defines misconducts.
One of the best examples endorsed by many states, college education methods programs, and other institutions, the National Association of State Directors of Teacher Education and Certification has published its 
competence, and responsibility, and should probably error on the side of more formal attire rather than day-to-day casual.
Suits are always a good choice.
My view? Teaching is still among the most conservative of occupations. That is how it is viewed by the general public, parents of school-aged children, School Boards, administrators, and interview panels. You can certainly exercise your right to wear whatever you want and show-off numerous body piercings or tattoos… but, like it or not, the school districts are within their rights to choose someone else.
paulfox.blog 