Productivity and time management for high school students

Maybe this sounds boring, but I enjoy thinking about organization and time management. I haven’t always been good at managing my own time productively—many days I’m still not—but it’s been a part of me for a long time.

I’ve been writing daily to-do lists for at least 30 years. I’ve read and absorbed Getting Things Done, Deep Work, and Everything in its Place. I read every post of David Cain’s Raptitude as soon as it’s published, and I was an early reader of his book How to Do Things. I’ve kind-of done Mission Control. I know the Pomodoro Technique.

I often tell students that the two things they need, for college or anywhere, are a time management system and a meditation routine. Still, I rarely give specific time management advice or recommend specific books or programs. The big problem for those types of books and programs for high school students is that…they’re definitely not written for high school students. They tend to assume family and work roles that are quite different from what most high school students actually have. The thing about time management for students is how little of your time you have control over. It’s about how to manage the time left over from when other people are, for good or ill, managing it for you. While I don’t have a complete guidebook to give you, I would like to point to three main ideas that come up over and over and over again in the guides made for adults.

Write things down! This rule is pretty much universal—everyone agrees: you have to write things down, immediately, in a consistent place. Whenever you get a new school assignment, whenever you make plans to meet anyone, or any other time you think “I need to remember to…” you write it down. Our brains are really good at lots of things, but they are not good at remembering all those details we tell ourselves we will remember. So we need to get into the habit of writing those things down, immediately, in a consistent place. You should have one (or maybe two, but never more than two) places where you write these things down. For most American teens, that’s going to be on your phone. Notes scribbled on little pieces of paper, on the top of homework assignments, or on post-its don’t work. Write things down, immediately, in a consistent place.

Then what? What do you do with everything that’s written down? Every day you go through those notes and do what you need to to do take care of them. Add items to your to-do list. Put things on your calendar. Set up a reminder, send a message. Whatever it is you need to do to get it off the note and into your life, you do that. Daily. Once this becomes routine, you stop forgetting (almost) everything. As soon as you have something to remember, you write it down. Daily you take those written notes and process them. Writing things down, consistently, is the most high-impact thing you can do to increase productivity and organization.

Wake up with the plan already made. You should make each day’s to-do list the night before. You should get the things you need for tomorrow the night before. Instead of waking up wondering what you should be doing and how you’re going to do it, you should wake up with the plan already made. Every night, some time between dinner and going to sleep, do three things.

One, look at your notes from the day. All those times you wrote down something that you need to remember can now be taken care of. Put things on your calendar; put things on your to-do list for tomorrow; set an alarm or reminder. Get all those things off your notes and into your organization so you’re not trying to remember them any longer.

Two, look at your calendar for the next day. Know what classes you have the next day (this is especially important for students with block schedules, where the classes aren’t the same every day), what you’re doing after school, if you have any special appointments or meetings. Know where all you need to be tomorrow.

Three, make your to-do list for the next day. It will probably incorporate things from today’s to-do list that didn’t get done. It will definitely incorporate what’s on your calendar and the things that you do on a regular basis. Wake up the next day with your plan already made. Your plan may change as the day goes on—it probably will. But that’s ok. You can easily go with the flow, because you have a system for writing down anything that comes up and for transferring undone items from today’s to-do list to tomorrow’s.

Keep your work spaces tidy. I’m not Marie Kondo, and I’m not going to tell you to tidy everything you own to reduce it to only the things that “spark joy.” I love high school, but there are a lot of important but joy-less parts of it. I’m not Admiral McRaven, telling you to make your bed first thing every morning. It’s not bad advice, but it’s not my advice. If you want to be organized, productive, and make it easier for you to be successful—however you define success for yourself—then focus first on keeping your work spaces tidy. High school students have several work spaces. Keep your backpack tidy—no loose papers or old snack wrappers. Put everything where it belongs so that you can find what you need when you need it. Keep your home workspace tidy. If you have your own desk, keep it clean so that you can use it easily without losing things. If you do homework and studying at a shared table or desk, clear yourself a space that’s tidy before you begin work. If you do homework and study on your bed, find another place immediately. Your bed is not a good place to do school work.

When you go into other people’s work spaces, you expect them to be tidy. You want your food from a clean kitchen. You want your school hallways and classroom floors to be clean. When you walk into a store you want to be able to find what you’re looking for rather than have merchandise strewn about in random order. If you haven’t already, begin the habit of making your own workspace as tidy, organized, and useful as you want other people’s spaces.

I’ll tell you what I do. I don’t expect it will be perfect for you, and I don’t even think it’s certainly best for me. But sometimes it helps to have examples, so here’s mine.

Every evening I make the next day’s to-do list. I use a Google Doc. Actually, I use six. Since there are so many recurring appointments and tasks that happen on the same day every week, I have a separate to-do list for each weekday and one for the weekend. The moment I pull up my to-do list, it’s already almost completely done. First I just look over it, deleting anything that can obviously go off the list because it’s already completed and adding anything I already remember needs to be added. I’ve got three sections. At the top I have “On the Calendar.” That’s where I write down appointments from the calendar, where I need to be at a certain place at a certain time. Then I have two columns for “Work” and “Home.” Under those headings, I have my list of things I need to do. I have them, roughly, in order of importance so I can start at the top. The first thing on my work to-do list, every day, is “tidy office.” Because I do it daily, it rarely takes more than 60 seconds, but I always do it first so I know I don’t have stray papers or gross half-empty coffee cups on my desk.

With that doc still open, I look at my calendar to make sure I’m not forgetting anything I have scheduled. If there’s something on my calendar not already in the “on the calendar” section of my to-do list, I add it. Then I won’t need to look at my calendar again for a day.

With the doc still open and my calendar still open, I look at my notes in my phone for things to add. Maybe I need to add something to the next day’s to-do-list. Maybe I need to add something to my to-do list several days from now. Maybe I need to add something to my calendar. When I’m done I delete all the notes, close the calendar and print the doc. I feel confident that I have captured everything that needs to be done.

And that’s it. That’s my example. Do I get everything done I should? Rarely. Do I keep myself away from distractions and spontaneous decisions? Rarely. But do I miss appointments or deadlines because I forgot all about them? Very rarely.

Thanks for reading! If you enjoyed this post, here are three easy things you can do:

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   Slow down to speed up

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Photo by Angela Elisabeth.

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Slow down to speed up

I have a friend who is a financial adviser. When I first met him he was working in the “wealth management” side of a large international bank, helping wealthy clients figure out how to invest their money. Now he runs an investment fund and manages hundreds of millions of dollars. One time, back when I was still a high school teacher, I thought I’d ask if he had any reading recommendations for my students. None of them were looking for investment strategies for their millions…at least not yet. But financial literacy is a really important skill for people of almost any age, so I thought he might know some good books that taught the basics that I could pass along. He would only give me one answer:

“The Tortoise and the Hare.”

Right, I said, I get the idea. Go for the slow, steady, wise approach, not the get-rich-quick schemes. But what can you recommend that translates that to money and financial literacy? “C’mon, help me out, don’t be so clever,” I thought (but didn’t say aloud). “No, The Tortoise and the Hare. I’m serious. Internalize that, and then you can learn the details when you’re ready.” So that was the advice. Read and learn that short fable, and then some day you might be ready to manage your own money. Got it.

Strangely, it was years before I made the connection between The Tortoise and the Hare and a phrase I’ve learned from chefs: Slow Down to Speed Up. “Slow down to speed up” is a lot like “slow and steady wins the race,” except in restaurants there is no finish line—it’s the daily grind of getting good food out to customers.

Slow Down to Speed Up has to do with keeping up with the crazy pace of a kitchen by slowing down first to perfect your skills. If you’re falling behind because you’re not chopping vegetables well or you keep forgetting ingredients because you’re in a rush, then speeding up the bad preparation doesn’t make anything better. You have to slow down and do it right until doing it right becomes automatic. Then, and only then, can you start to really stay caught up.

Slow Down to Speed Up is such an integral part of chef training that Dan Charnas devotes a chapter to it in his book Everything In Its Place: The Power of Mise-en-place to Organize Your Life, Work, and Mind. Here’s how Charnas puts it:

Chefs don’t panic. The basic concept is this: The natural human tendency in the face of imminent deadline is to rush or panic. Don’t rush; when you rush, your movements become sloppy. Don’t panic; when you panic, you forget things. When you find yourself rushing or panicking or both, just stop. Breathe. If your anxiety compels you to move, then clean. The act of cleaning…will force you to take some breaths. Look around you. Think about where you are and where you need to be. Think of the next step to get you there and take that step, slowly.

Though I’ve only known it in the kitchen context, it turns out that Slow Down to Speed Up is a concept taught in business and management, also. Here are short articles from McKinsey & Company, Forbes, and Harvard Business Review extolling the virtues of slowing down at key moments to do better in fast-paced business.

So financial planners, chefs, and business managers agree that you should slow down to speed up. What does Slow Down to Speed Up look like for busy high school students? How can you win your college admission race by slowing down?

First, focus on skills, not achievements. Chefs slow down to make sure they’re cutting vegetables right, keeping their station clean, cooking their proteins to the best temperature. When they’re in the kitchen getting orders ready, they’re not thinking about getting great reviews or awards. Rewards only come later as a result of the skills. As a student, take time to think about the skills you’re learning and the skills you should have already learned. Think more about skills and material, less about grades and rewards. Don’t use tricks and shortcuts to get an A in Biology—learn the Biology. Don’t spend 45 minutes trying to hide that you didn’t do the History reading—spend an hour doing the History reading. Make your audition monologue the best you can, without worrying about if you’ll get the starring role in the play. Practice your passing and raise your endurance without thinking about going to the soccer playoffs. Your skills will be rewarded sooner or later, but only if you focus on the skills. The more you slow down to focus on skills, the more substantial the reward, even if it’s a little later.

Do less, practice more. Students and parents often ask me what else they should be doing to help with college applications. What other activities should they add to their resume? How can they “round out” their application? Unless they’re doing absolutely nothing (and they never are), my answer is always not to do more. Go for quality, not quantity. Do fewer things, and practice them much more intensely. A student who plays one sport and is in one club, but participates with intention and experiences growth, will always be more appealing than a student who superficially participates in three sports and five clubs. This isn’t about “finding your passion.” If you have a passion, great. Spend more time practicing it. But if you don’t have a passion yet, that’s fine. Choose a few things that are good and worthwhile, and practice them with care and attention. It’s not about the passion, it’s about the practice.

Study a little more, cram a lot less. Set up a regular time to study and do homework. Ideally it’s daily, but that’s not always realistic. Then, use that time to study and do homework, all the time, even if there’s nothing big coming up. If there truly is nothing you need to do during that study time, use it anyway. Be in your study space and do something productive. Read ahead in a textbook, or read something for pleasure. The better you get about spreading your preparation for projects and exams out over time, the less panic you experience right before the big due dates.

Procrastinate better. Maybe I’m supposed to tell you not to procrastinate, but that would be naive. People procrastinate. But you can do it better.

There’s a good chance you’re like me: when I’m overwhelmed with too much to do or anxious because I’m not sure what to do next, I soothe myself by doing something low-stress and of low importance. Ironically, the more I have on my to-do list, the more likely I am to waste time. It’s a self-soothing mechanism. So if I really need to get back to a client, and I’m behind on writing a blog post, and I need to return some email, and there’s laundry piling up, and my kids are insisting on eating dinner (they seem to want dinner every night!), I find myself looking for a time waster. Twitter, Instagram, online shopping, re-organizing the bookshelves, things like that. It temporarily helps with the stress, but it makes the problem worse. The next time you catch yourself procrastinating, ask yourself if maybe you’re doing it because you’re anxious about what all you have to do and being unsure what to do next. Just understanding why you procrastinate is a major step.

The trick is to procrastinate with finite distractions, not open-ended distractions. Cleaning is a good distraction, because it makes it easier to feel in control. But clean something small; clean your desk, or make your bed. Don’t reorganize all the files in your computer or decide to overhaul your bedroom. When you’re in a procrastinating mood, stay away from the internet. Play a short and simple game, not one that takes hours. If you can procrastinate with something that’s time-limited and healthy, even better. Take a walk around the block. Do 25 push-ups. Stretch. Do a 10-minute guided meditation. Then, after a short procrastination break, take a breath, “think about where you are and where you need to be. Think of the next step to get you there and take that step, slowly.”

Sleep. It’s hard to get enough sleep as a busy teenager. It’s hard to get enough sleep as a busy adult. It’s a paradoxical circle, where you need to get sleep so you can be organized, calm, healthy, and happy. And you also need to finish all the things that an organized, calm, healthy, happy person does before you can get enough sleep. So I’m not going to get preachy or judge about sleep. I will recommend, however, choosing one night a week to become your regular “sleep night.” Choose one night a week—it doesn’t even have to be the same night each week—where you do everything within your power to get one hour of sleep more than you usually get. Maybe that will be a struggle. Maybe that will feel good. And maybe it will be so good that you’re able to increase it to three, four, or five nights a week. If that’s the case, reverse it and have a single designated “stay up late to catch up” night.

Slowing down to speed up is tough, especially at first. When you’re panicked about having too much to do, being in a chaotic state, and having pressures build up around you, stopping is one of the hardest things to do. But just like the chefs, just like the business gurus and fund managers, just like the tortoise—you have to slow down and plod along. Slow and steady is how you win the race, and it’s how you prepare yourself for college.

Thanks for reading! If you enjoyed this post, here are three easy things you can do:

1. Share it on your social media feeds so your friends and colleagues can see it too.

2. Check out these related Apply with Sanity posts:

   Study in the quiet places

   Stop doing that

   The two things you need for success in college and beyond

3. Ask a question in the comments section.

Apply with Sanity doesn’t have ads or annoying pop-ups. It doesn’t share user data, sell user data, or even track personal data. It doesn’t do anything to “monetize” you. You’re nothing but a reader to me, and that means everything to me.

Photo by Angela Elisabeth.

Apply with Sanity is a registered trademark of Apply with Sanity, LLC. All rights reserved.