{"id":148665,"date":"2022-06-29T12:00:58","date_gmt":"2022-06-29T17:00:58","guid":{"rendered":"https:\/\/truthforteachers.com\/?p=148665"},"modified":"2022-07-02T10:00:25","modified_gmt":"2022-07-02T15:00:25","slug":"5-teacher-organization-systems-that-save-me-time","status":"publish","type":"post","link":"https:\/\/truthforteachers.com\/5-teacher-organization-systems-that-save-me-time\/","title":{"rendered":"5 teacher organization systems that save me time and restored my sanity"},"content":{"rendered":"

I am obsessed with systems, pretty organizers, and having a clean living space.<\/h3>\n

I am a self-proclaimed Type-A perfectionist, an oldest daughter, and an Enneagram 2. Cleaning and organizing are built into my DNA.<\/p>\n

I have been this way as long as I can remember, and I love it. I just knew it would be the same when I started teaching and had my own classroom!<\/p>\n

The cleanliness and basic organization systems made their way into my classroom immediately. However, keeping up with the systems of organization in a high school classroom was exhausting and overwhelming.<\/p>\n

Systems that made sense in my apartment for one did not translate well to a space for multiple groups of 28 students each day.<\/p>\n

I was frustrated that students were not as invested in my organization and appearance of perfection so I spent too much time trying to clean up and reorganize every day. I was spending valuable time cleaning and reorganizing things every day after school. I was driving myself crazy with the expectation that my classroom could look perfect at all times and be a welcoming space where students could be themselves.<\/p><\/blockquote>\n

I was drowning in bad systems and was struggling to \u201cfind the light\u201d. I also had no idea how to organize and manage my electronic files – this was a new world and I was not adequately prepared!<\/p>\n

Enter The 40 Hour Teacher Workweek<\/a>! I am still working to develop a good work-life balance and setting reasonable expectations for myself. However, the SYSTEMS I learned from Angela during the program, and the systems I created during and after the course, have completely changed my organizational practices.<\/p>\n

\"\"<\/p>\n

As Angela says throughout the course, it does take extra time to put these systems in place at the beginning of the year; however, the rest of the year will be infinitely better once you have good systems in place. The best part is that the systems are easy to replicate each year and the work at the beginning becomes easier and faster.<\/p>\n

As I went through the 40 Hour Teacher Workweek, I decided I needed to work on better systems in the following areas:<\/p>\n

    \n
  1. Email inbox<\/li>\n
  2. Electronic files<\/li>\n
  3. The folder system<\/li>\n
  4. Student supplies\/resources<\/li>\n
  5. Teacher desk area<\/li>\n<\/ol>\n

    My hope in sharing some of these systems is that you find something that makes your own organization a little bit easier! Let\u2019s dive in!<\/p>\n

    1. Systems for my email inbox<\/h3>\n

    In a perfect world, I would reach \u201cinbox zero\u201d every day. (If you are laughing as you read this, then you know how ridiculous it is for me to expect to meet this goal daily and do my actual job of teaching.) While I have yet to get to inbox zero on a daily basis, I have reorganized my inbox so I at least know what I am looking at each day.<\/p>\n

    I make sure to check my email before school each day and at the end of school each day. I do a quick scan for \u201cneed to read\u201d emails \u2014 the teacher absence list for the day, reminders about emergency drills, etc. \u2014 and quickly read them, make a mental note, and delete them. A big step to getting rid of clutter is deleting emails I no longer need.<\/p>\n

    When I have time to read and respond to emails, I use the following guidelines:<\/p>\n

      \n
    1. If I can respond in less than five minutes, I do it immediately and then delete the email or file it to a folder.<\/li>\n
    2. If a response is required from me but it will take more than five minutes, I leave it marked as \u201cread\u201d and in my inbox. We are asked to respond to student and parent\/guardian emails within 24 hours so these will be addressed during my prep period or in the evening.<\/li>\n
    3. If no response is required but I need to save the information, I file it.<\/li>\n
    4. If the email doesn\u2019t require a response but I need to do something with it, I move it to my \u201cto do\u201d section \u2014 this is cleared out every 36-48 hours. This is where I put things like surveys for student diagnoses, 504 and IEP feedback forms, forms I need to fill out for the district or building, etc.<\/li>\n
    5. Emails that have virtual meeting links or instructions for an upcoming event (prom, Homecoming, a pep rally, etc.) get \u201cstarred\u201d and are sorted into a special area of my inbox so I can quickly find them on the day they are needed. As soon as the event or meeting is over, I delete the email.<\/li>\n<\/ol>\n

      My filing system for emails looks like this:<\/p>\n

      \"\"<\/p>\n

      I have a few more categories but that should give you a good idea of what it looks like. Twice a semester I go back through all of the files and delete anything that is no longer needed. Taking the time to organize my email a few times a semester makes it so much easier to find important information.<\/p>\n

      2. Systems for electronic files<\/h3>\n

      I put this off for so long because I knew it would be an involved process and I was not sure the return on investment would be great. Eventually, I gave in and spent a day (yes, a whole day) going through every file on my school laptop.<\/p>\n

      EVERY. SINGLE. FILE. It took a long time \u2026 BUT it was absolutely worth it! I had duplicate files, outdated information, incorrectly labeled files, and more.<\/p>\n

      Take a day to look at each file and decide the following:<\/p>\n

        \n
      1. Do I still need this? \u2014 If not, delete it! If yes, go to the next step.<\/li>\n
      2. Is it labeled correctly? \u2014 Make sure the title of the file quickly tells you what the item is.<\/li>\n
      3. Is it in a place that makes sense to YOU? \u2014 If not, move it!<\/li>\n<\/ol>\n

        Here is a comprehensive list of folders I use:<\/p>\n

        \"\"<\/p>\n

        Within a folder, you need subfolders. This is especially important for organizing course content. Here is what the subfolder for unit one in Sociology looks like:<\/p>\n

        \"\"<\/p>\n

        All of the times needed for each lesson are in the subfolder. It is so easy for me to prepare for lessons now. Additionally, if I have a sudden illness or emergency, putting together last-minute sub plans is so much easier.<\/p>\n

        This organization step took a lot of time and, honestly, it was not the most fun day I have ever had!<\/p>\n

        I can promise you that this investment of time, energy, and thought will absolutely make your life easier. Once you put in the initial time, do future you a favor and do little upkeep as you go. If you get rid of an assignment because you found something much better, delete the old one. Add new assignments to your folders and label them using your system.<\/p>\n

        I spend one day in June and one day in December doing upkeep to make sure everything is updated. Commit to doing this and you will definitely save yourself time – and sanity – down the road.<\/p>\n

        3. Systems for folders<\/h3>\n

        Despite being a digital native, I am a big fan of hard copies and papers. I do better when I see things in front of me. I am also more likely to use resources available to me when I have a hard copy. This means I need a good system of organization because I have a LOT of papers.<\/p>\n

        The Folder System is a bit of a misnomer because it also includes binders. I have a binder for each class. I keep a copy of an updated roster (including preferred names and pronouns) and a seating chart. Each student completes a \u201cGetting to Know You\u201d sheet on the first day of class and I keep those in the binder as well. These sheets help me plan which school events to attend and how to best support students. I reference them at least once a week.<\/p>\n

        I ask parents\/guardians to fill out a sheet with their preferred contact information and ask them to brag on their students a bit. These help me have more positive parent\/guardian communication because I know what they are most proud of when it comes to their students.<\/p>\n

        This is also where I store copies of 504s and IEPs with highlighting and notes on how to help these students succeed in my class. Student growth data is also kept in the folder so I can quickly access it any time I need to provide a parent\/guardian, counselor, administrator, case manager, or specialist with information.<\/p>\n

        Again, this takes time to set up for each class at the beginning of the semester; however, my communication with families is so much easier, and I am able to better support students once I have the binder for a class done.<\/p>\n

        \"\"<\/p>\n

        I use folders to keep track of pretty much everything else. I have a set of folders that are always within arms reach when I am working at my desk.<\/p>\n

        On my desk is a set of folders with the following labels:<\/p>\n