I’ve been thinking a lot lately about checklists. . . checklists of groceries to order, checklists of morning routines for my toddler, checklists of stuff to pack for vacation…So many checklists that I need a checklist for my checklists!
Kidding aside, checklists make work and life feel a lot easier. With a checklist in hand, even the most monstrous tasks can be conquered one satisfying check at a time. My most recent inspiration: this categorized and highly detailed checklist for creating a Lifefolio.
Given the enormous task of continuing to teach well in the spring while getting our wheels turning for the fall, a strong checklist seems in order! And, we can make it together to help manage our workloads.
Let’s try these categories:
- Classroom Clean Up, (for tasks like cleaning out cabinets)
- Electronic File Clear Out, (here we can delete, organize, and re-name documents)
- Classroom Systems and Culture, (create and revise behavior management plans, make homework charts)
- Instructional Planning, (for revising unit plans and creating lesson supplements)
- Family Communications, (for example, draft welcome letter to families)
Then we can sort it in two different ways:
1) By Category, as above. Project Plan style.
2) By Type of Work, like “Purchase,” “Write,” “Laminate/Posterize,” etc.
Having two sorting options will allow us to filter and sort first by Category (which is often how our brains initially think) and then by Type of Work (made popular by David Allen of GTD fame), which may be informed by our mood or location.
For example, we might think, “Hmmm…I feel like buying stuff! Let me check my Purchase To-Do’s!” Or, “I have a good chunk of thinking time, and I’m by myself in my classroom. What document can I get written before my 4:30 meeting?”
I think this list could help manage the pressure of getting everything done for this year, while also getting a strong start for next year! It would feel great to clean out my cabinets—and at the same time, update my family communications plan. Let’s make it happen, Together Teachers!
Together Teacher CONTEST [enter by May 10]: What do you know you need to do to prepare for next year? Lay it all out here, then I’ll sum up and publish a Get-Ready-For-Next-Year Checklist here on the blog for us all to use!
Three lucky winners (US Only) will win a copy of The Together Teacher. Please limit your response to 300 or fewer words, and include your first name and last initial. Winners will be randomly chosen.
PS Google Analytics spookily tells me that people besides my mom read this blog and visit this website. Lots of people. From other countries even. But we don’t get a lot of comments. So, don’t be shy. Help each other out. Comment below. I’ll even write back.
Maia, you need to start incentivizing comments more. Like this: I’ll hold a raffle with the first three commenter’s names, and the winner will get to guest blog on a topic of his/her choice at one of New Haven’s premiere education blogs.
Regarding the discussion question, I’d just add that, aside from the checklist I’m making, I also like to make a list of things I’m going to force myself not to do/change, which usually takes more discipline than trying to plow through my checklist. Otherwise I think it’s just too easy to go wild with checklist-making, over-estimate how much time you’ll have to get it all done, and not end up getting some of the ‘essentials’ (like making HW charts) done because you were trying to re-paint your room to reflect the enduring understandings using next year’s new character framework that you’ve recently aligned to your own hybrid of Habits of Mind and the 48 Laws of Power. At some point, you need to choose what you’ll just have to put off until next year or beyond.
And please let me know who wins the raffle.
Maia, you need to start incentivizing comments more. Like this: I’ll hold a raffle with the first three commenter’s names, and the winner will get to guest blog on a topic of his/her choice at one of New Haven’s premiere education blogs.
Regarding the discussion question, I’d just add that, aside from the checklist I’m making, I also like to make a list of things I’m going to force myself not to do/change, which usually takes more discipline than trying to plow through my checklist. Otherwise I think it’s just too easy to go wild with checklist-making, over-estimate how much time you’ll have to get it all done, and not end up getting some of the ‘essentials’ (like making HW charts) done because you were trying to re-paint your room to reflect the enduring understandings using next year’s new character framework that you’ve recently aligned to your own hybrid of Habits of Mind and the 48 Laws of Power. At some point, you need to choose what you’ll just have to put off until next year or beyond.
And please let me know who wins the raffle.
I’m excited about this. I only signed up last week and have been using the To-do list printable and printed off the calendar to keep my husband in the loop with work.
Stationery is all sorted out by the admin staff so it’s the clearing out of files from this year and importing the children’s old info to suit their new year with me. Rejig assessment folder, stream into ability groups, plan assessment work in to see where they are at after the summer. I’ve found it really interesting to see what similarities and differences between the organising and subjects between myself in Britain and the American schools.
I’m excited about this. I only signed up last week and have been using the To-do list printable and printed off the calendar to keep my husband in the loop with work.
Stationery is all sorted out by the admin staff so it’s the clearing out of files from this year and importing the children’s old info to suit their new year with me. Rejig assessment folder, stream into ability groups, plan assessment work in to see where they are at after the summer. I’ve found it really interesting to see what similarities and differences between the organising and subjects between myself in Britain and the American schools.
I think a good topic to include on this list is classroom design– it changes the most at the beginning of a fresh new year! would include things like desk layout, reading corner, wall plans and trackers, birthdays, etc.
Hi Taylor, Love this! We will definitely include! Maia
I think a good topic to include on this list is classroom design– it changes the most at the beginning of a fresh new year! would include things like desk layout, reading corner, wall plans and trackers, birthdays, etc.
Hi Taylor, Love this! We will definitely include! Maia
Taylor–I love adding a Classroom Design category, especially things like marking off tracking patterns, where you will put student work, etc.
Roasgood–Thanks for writing in. I like the thought of rolling over your assessment data. And keep telling us similarities and differences between your schools and what you see here.
Robert–Thanks for hosting a contest. You have two commenters already! We will wait for a third. And we LOVE the idea of a “not doing” list! Smart.
Maia
Taylor–I love adding a Classroom Design category, especially things like marking off tracking patterns, where you will put student work, etc.
Roasgood–Thanks for writing in. I like the thought of rolling over your assessment data. And keep telling us similarities and differences between your schools and what you see here.
Robert–Thanks for hosting a contest. You have two commenters already! We will wait for a third. And we LOVE the idea of a “not doing” list! Smart.
Maia
Since you are moving to DC- you need to host an event for just any teacher that would like your workshop. I work in DC- and I have tried to get my school to bring you to us, but they obv haven’t yet! I would so pay to go to a training by you! I can never handle all the to do’s but I need a to-do list that I can actually use!
Hi Angela, That would be great. I’ve done open sessions in New Orleans and Boston with great success, and I’d love to do one in DC when I settle in. I’m going to reach out to you offline! Maia
Since you are moving to DC- you need to host an event for just any teacher that would like your workshop. I work in DC- and I have tried to get my school to bring you to us, but they obv haven’t yet! I would so pay to go to a training by you! I can never handle all the to do’s but I need a to-do list that I can actually use!
Hi Angela, That would be great. I’ve done open sessions in New Orleans and Boston with great success, and I’d love to do one in DC when I settle in. I’m going to reach out to you offline! Maia
What about a professional development category? I often put off reading recommended titles or researching a technique until I have more time during the summer. I would limit the list 3 books in order to stay realistic and maybe include a slot for conferences/workshops and research.
Great idea!
What about a professional development category? I often put off reading recommended titles or researching a technique until I have more time during the summer. I would limit the list 3 books in order to stay realistic and maybe include a slot for conferences/workshops and research.
Great idea!
I really like the idea of a classroom design category You could also then look into the idea of having people actually start to put the things like bulletin boards together now. I know I like to use the 8th graders at our school to help me in the classroom after school.
Mason, I love the idea of getting started NOW on some simple prep for next year! Good move. Maia
I really like the idea of a classroom design category You could also then look into the idea of having people actually start to put the things like bulletin boards together now. I know I like to use the 8th graders at our school to help me in the classroom after school.
Mason, I love the idea of getting started NOW on some simple prep for next year! Good move. Maia
I keep my basic beginning of the year paperwork available to me all year long so I can improve upon it as I see need. I then send my paperwork for the next school year to the copy room in my school in April/May so that it will be ready to go (on bright colored paper) when I need it. In the past, I’ve had to wait two weeks into the school year to get papers back I put in several days before school starts because of the backlog. I do not have access to the school’s copiers or colorful paper to copy it myself if I wait until July or August to get ready,
N, What great advance planning! I remember once using all of my lamination “points” on the last day of school (when NO ONE was in my district’s teacher resource center) and made a million copies and laminated charts! Maia
I started doing this about 2 years ago at the suggestion of the aide in the copy room. She said district issued forms/letters that always have priority come in heavily about 3 weeks before start of the school year. So the backlog starts about a month BEFORE teachers return.
I keep my basic beginning of the year paperwork available to me all year long so I can improve upon it as I see need. I then send my paperwork for the next school year to the copy room in my school in April/May so that it will be ready to go (on bright colored paper) when I need it. In the past, I’ve had to wait two weeks into the school year to get papers back I put in several days before school starts because of the backlog. I do not have access to the school’s copiers or colorful paper to copy it myself if I wait until July or August to get ready,
I started doing this about 2 years ago at the suggestion of the aide in the copy room. She said district issued forms/letters that always have priority come in heavily about 3 weeks before start of the school year. So the backlog starts about a month BEFORE teachers return.
N, What great advance planning! I remember once using all of my lamination “points” on the last day of school (when NO ONE was in my district’s teacher resource center) and made a million copies and laminated charts! Maia
In the electronic filing category, I have a tip for fellow Mac users. I like to use a feature on Macs to categorize both by category and type of work. At the end of the year I clean up areas of my computer like the “Downloads” and “Documents” sections that are just info dumps. If you right click folders, you have the option of color-coding them. So, for each year of school, I have folders by Category. Then, they are color coded by type of work (in my to do folders) and by quarter (in my permanent files). It can be useful to have visual separation when you’re looking at your files.
Heike, (which is my aunt’s name, by the way!), This is a super idea, and I’m glad you mentioned it. Many of our readers are Mac users, so we appreciate the specific Mac tips! Maia
In the electronic filing category, I have a tip for fellow Mac users. I like to use a feature on Macs to categorize both by category and type of work. At the end of the year I clean up areas of my computer like the “Downloads” and “Documents” sections that are just info dumps. If you right click folders, you have the option of color-coding them. So, for each year of school, I have folders by Category. Then, they are color coded by type of work (in my to do folders) and by quarter (in my permanent files). It can be useful to have visual separation when you’re looking at your files.
Heike, (which is my aunt’s name, by the way!), This is a super idea, and I’m glad you mentioned it. Many of our readers are Mac users, so we appreciate the specific Mac tips! Maia
I really liked the idea of a professional development category from Michelle. May I suggest a tracking sheet in this file also. Why? I am responsible to keep track & submit my own documentation of pd hours. Our district does not have an online system for reporting so paperwork gets misplaced. I can submit the tracking sheet instead of the many certificates of attendance.
I really liked the idea of a professional development category from Michelle. May I suggest a tracking sheet in this file also. Why? I am responsible to keep track & submit my own documentation of pd hours. Our district does not have an online system for reporting so paperwork gets misplaced. I can submit the tracking sheet instead of the many certificates of attendance.
Hey Holly and Michelle–I really like this PD category. So smart–and we can definitely make and post a tracking sheet! Great idea! Maia
Hey Holly and Michelle–I really like this PD category. So smart–and we can definitely make and post a tracking sheet! Great idea! Maia
I have the fortune of teaching 6th grade, which is the year our students “promote” from the elementary to junior high school. This also means I get a few extra teacher work days at the end of the year. Last year I initiated having a teaching planning day with my sixth grade team. We sat for four hours (which I know everyone can’t do) and created a sixth grade handbook that this year we’ll update. Included we had:
— grade-wide incentives
— field trip pre-planning and proposed dates
— consistent grade-wide expectations for hallways, bathrooms, entering and leaving the room
— a monthly grade-level social (like going to the movies and a Thanksgiving dinner)
— monthly prep period potlucks (morale!!)
— consistent signage for in our rooms
Because we got it all out last year, this year we can have a shorter meeting that’s just an update.
Other things on my to dos for the end of the year: pre-planning my pen-pal project for my kids, recruiting younger students to pre-plan our pop-tab contest posters and dates, and getting all my tech requests in for the year so my electronics are smooth sailing in August.
Caroline, This is so awesome. I especially love how you pre-plan things like pen pal projects and posters. And to have a four hour planning period. Heavenly! Thank you for sharing and inspiring! Maia
I have the fortune of teaching 6th grade, which is the year our students “promote” from the elementary to junior high school. This also means I get a few extra teacher work days at the end of the year. Last year I initiated having a teaching planning day with my sixth grade team. We sat for four hours (which I know everyone can’t do) and created a sixth grade handbook that this year we’ll update. Included we had:
— grade-wide incentives
— field trip pre-planning and proposed dates
— consistent grade-wide expectations for hallways, bathrooms, entering and leaving the room
— a monthly grade-level social (like going to the movies and a Thanksgiving dinner)
— monthly prep period potlucks (morale!!)
— consistent signage for in our rooms
Because we got it all out last year, this year we can have a shorter meeting that’s just an update.
Other things on my to dos for the end of the year: pre-planning my pen-pal project for my kids, recruiting younger students to pre-plan our pop-tab contest posters and dates, and getting all my tech requests in for the year so my electronics are smooth sailing in August.
Caroline, This is so awesome. I especially love how you pre-plan things like pen pal projects and posters. And to have a four hour planning period. Heavenly! Thank you for sharing and inspiring! Maia
I am a social worker in a school and, like teachers, have a lot of things to organize all year round. I keep an on-going list all year long of long-term and short-term projects and ideas. I have a priority column where I can rank how important the project is. Do I need to complete the project in a month? Is it for next school year? I have the benefit of being a 12-month employee so if there is something I can work on over the summer I give it a “S” priority level to remind me that I can worry about it over the summer. I keep an electronic version and a paper version in my flex binder. At the end of every week I add to the electronic version based on what I’ve added to the paper version (if needed). At the bottom I have a little key so I can remember the priority levels (S = Summer, 5 = needed in the next week, 4 = needed in the next 2 weeks, 3 = needed in the 2-4 weeks, 2 = needed in the next 1-3 months, 1 = needed in the next 3-6 months, 0 = needed in the next 6 months). Because it is also electronic, I can change priority levels as needed. Anything that is level 5 I make in red so that is stands out. I do this during my meeting with myself at the beginning of each week.
I also create a supplies list ahead of time so that when we’re allowed to start ordering I have my list ready to go.
Lyndsey, This is so wonderful. I really like the ongoing list of supplies ready to go. Too often we forget what we have to order. And awesome prioritization! Maia
I am a social worker in a school and, like teachers, have a lot of things to organize all year round. I keep an on-going list all year long of long-term and short-term projects and ideas. I have a priority column where I can rank how important the project is. Do I need to complete the project in a month? Is it for next school year? I have the benefit of being a 12-month employee so if there is something I can work on over the summer I give it a “S” priority level to remind me that I can worry about it over the summer. I keep an electronic version and a paper version in my flex binder. At the end of every week I add to the electronic version based on what I’ve added to the paper version (if needed). At the bottom I have a little key so I can remember the priority levels (S = Summer, 5 = needed in the next week, 4 = needed in the next 2 weeks, 3 = needed in the 2-4 weeks, 2 = needed in the next 1-3 months, 1 = needed in the next 3-6 months, 0 = needed in the next 6 months). Because it is also electronic, I can change priority levels as needed. Anything that is level 5 I make in red so that is stands out. I do this during my meeting with myself at the beginning of each week.
I also create a supplies list ahead of time so that when we’re allowed to start ordering I have my list ready to go.
Lyndsey, This is so wonderful. I really like the ongoing list of supplies ready to go. Too often we forget what we have to order. And awesome prioritization! Maia
I teach 4th grade. I’ve kept a summer to do list for years and these are some of the things on there:
All summer: Buy items for our school store at garage sales, gather ideas on pinterest, blogs, websites and from professional reading or conferences or classes
Specifically to June- inventory supplies, meet with my grade level partners to update our materials list for our websites, so parents will have it for summer, clean and organize, I usually stay a couple days after the kids leave to clean up, so I don’t come back to a mess in August. Put dates on the calendar for the year. Organize classroom library and discard books that do not interest the students
July- Go to the teacher supply store now and buy materials for classroom early before items get sold out, meet with coworkers to plan, Buy nametags, update website, start to plan, think of back to school opening song for our first day assembly
August- Make copies, decorate room, map out the year, buy a supply of snacks to keep in my desk drawer, create parent email contact list, create lessons
Additional Ideas:
Classroom clean up- clean out files (electronic and paper), closets and cabinets, get rid of worn out supplies, buy new carpets or pillows if necessary
Classroom Systems: print out labels, create folders for students in different subject areas, discipline policy, behavior management system, list of names, gradebook, bathroom sign out, homework check in, etc., map out desk arrangements, laminate posters, borders and other items
Family communications: back to school letter, plan open house, create presentation for Open House
Personal: Update family pictures and inspirational quotes
I feel it’s so important to take the time to really relax in the summer to rejuvenate ourselves for what is ahead. However, I do try to space out pockets of specific time to work in the summer. I will put them on a schedule, so I can make sure I have the appropriate balance. Otherwise prep could take up a whole summer!
Here’s a copy of my actual list that I’ve used for years:
Nametags
on desks
organize books
Desks arranged
Label bins
check out library books
Books set up
update website
Nametags on items
Student letters
homework checkin
Material letters
bathroom sign out
Parent letters
test folder
Posters on wall
update school supply
Border up
bus schedule
Bulletin
board paper up
First
week papers run off
First
two weeks lesson plans run off
Sharpen pencils
Unpack and distribute supplies
Unpack library books
Writing
workshop papers ready with names
Names on
file folders
Reading
assessment run off
Math
until December
Tests
and family letters
Writing
workshop folders
Reading
workshop folders
Spelling
folders
Update
all lesson plans
Paper in
box
Writing
center set up
Set up centers
Attendance
forms
Files
cleaned
Organize
supplies
Clean
closets
Wash
stuffed animals
First Day Survival kits
Maia, I can’t thank you enough for your book. I used to juggle three different calendars and was so overwhelmed. This year is the most organized I’ve ever been and it’s all thanks to you. I’m so grateful to you!
Hi Janet, This is really super. I especially like the staying a couple days after kids leave to clean up. Sort of like cleaning your house before you go on vacation! Now I hope you get to relax some this summer! Maia
I teach 4th grade. I’ve kept a summer to do list for years and these are some of the things on there:
All summer: Buy items for our school store at garage sales, gather ideas on pinterest, blogs, websites and from professional reading or conferences or classes
Specifically to June- inventory supplies, meet with my grade level partners to update our materials list for our websites, so parents will have it for summer, clean and organize, I usually stay a couple days after the kids leave to clean up, so I don’t come back to a mess in August. Put dates on the calendar for the year. Organize classroom library and discard books that do not interest the students
July- Go to the teacher supply store now and buy materials for classroom early before items get sold out, meet with coworkers to plan, Buy nametags, update website, start to plan, think of back to school opening song for our first day assembly
August- Make copies, decorate room, map out the year, buy a supply of snacks to keep in my desk drawer, create parent email contact list, create lessons
Additional Ideas:
Classroom clean up- clean out files (electronic and paper), closets and cabinets, get rid of worn out supplies, buy new carpets or pillows if necessary
Classroom Systems: print out labels, create folders for students in different subject areas, discipline policy, behavior management system, list of names, gradebook, bathroom sign out, homework check in, etc., map out desk arrangements, laminate posters, borders and other items
Family communications: back to school letter, plan open house, create presentation for Open House
Personal: Update family pictures and inspirational quotes
I feel it’s so important to take the time to really relax in the summer to rejuvenate ourselves for what is ahead. However, I do try to space out pockets of specific time to work in the summer. I will put them on a schedule, so I can make sure I have the appropriate balance. Otherwise prep could take up a whole summer!
Here’s a copy of my actual list that I’ve used for years:
Nametags
on desks
organize books
Desks arranged
Label bins
check out library books
Books set up
update website
Nametags on items
Student letters
homework checkin
Material letters
bathroom sign out
Parent letters
test folder
Posters on wall
update school supply
Border up
bus schedule
Bulletin
board paper up
First
week papers run off
First
two weeks lesson plans run off
Sharpen pencils
Unpack and distribute supplies
Unpack library books
Writing
workshop papers ready with names
Names on
file folders
Reading
assessment run off
Math
until December
Tests
and family letters
Writing
workshop folders
Reading
workshop folders
Spelling
folders
Update
all lesson plans
Paper in
box
Writing
center set up
Set up centers
Attendance
forms
Files
cleaned
Organize
supplies
Clean
closets
Wash
stuffed animals
First Day Survival kits
Maia, I can’t thank you enough for your book. I used to juggle three different calendars and was so overwhelmed. This year is the most organized I’ve ever been and it’s all thanks to you. I’m so grateful to you!
Hi Janet, This is really super. I especially like the staying a couple days after kids leave to clean up. Sort of like cleaning your house before you go on vacation! Now I hope you get to relax some this summer! Maia