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It often feels like there are not enough hours in our days to get everything done. To make life a bit more manageable, we need some system(s) and process(es) to help take the stress out of the workload.
Here are a few ways to help you manage your projects, large and small, and ultimately allow you to become more efficient:
Note: All links below will open in a new tab (or window, depending on your browser settings).
- Make a list of your priorities. Here are a few ways to do that:
- Do a “brain dump.” Take a few minutes and grab a stack of sticky notes and write each task that comes to mind
- Organize tasks by categories (e.g. home, work, class)
- Choose a project to focus on
- Set some goals for yourself, organize your lists…
- by priority (H-high, M-medium, L-low)
- by project or location (work, home, school)
- by deliverables (what is due first)
- by importance (what matters most)
- by time needed (how long will each task take to accomplish)
Write down the tasks associated under each priority.
- Schedule your day! Follow this resource to learn how.
- For projects, plan out the pieces and parts – here is a resource to get you started.
- Read this blog post to find some resources to help get organized
- Cross off tasks as you complete them.
- Keep your lists close by and easy to find
- Use paper or find a program that helps keep you organized
- At the beginning of each week update your plan and set some goals for the week
- Every morning review your list to see what needs to be done (this also helps me get grounded for the day of work)
- Delegate, schedule and, re-schedule anything that does not get accomplished
Resources to learn more:
Learn how to prioritize in 12 steps
Prioritizing Projects in 3 steps
Time Management for Students
Time Management: Tips to reduce stress and improve productivity
CTL Blog Post on Time Management (with links to task management tools: Wunderlist, Got Milk, Google Keep)
Additional Task Management Tools:
We love Google books but, for research, often find its limitations frustrating. We love the many and varied digital collections that abound throughout the web but wish they could be used in a more seamlessly interconnected way. The vision of a national online library is as old (older?) than the web itself and in the last two years working towards that vision has been the goal of the Digital Public Library of America (DPLA), a group of people from libraries both public and academic, technology companies, government agencies, publishers and funding institutions.
Launching this week* the DPLA (http://dp.la) , according to well-known digital historian and current director Dan Cohen, plans to connect “the riches of America’s libraries, archives, and museums so that the public can access all of those collections in one place; providing a platform, with an API [application programming interface] for others to build creative and transformative applications upon; and advocating strongly for a public option for reading and research in the twenty-first century. The DPLA will in no way replace the thousands of public libraries that are at the heart of so many communities across this country, but instead will extend their commitment to the public sphere, and provide them with an extraordinary digital attic and the technical infrastructure and services to deliver local cultural heritage materials everywhere in the nation and the world.”
The DPLA is built on a growing number of service and content hubs, institutions that already have large collections of digitized materials. It seeks to go beyond becoming yet another digital repository however, by offering services to increase the size and uses of the collections. For example, it will provide transparent access to its code and metadata so that developers can create additional capabilities. Its hubs may also offer services to local heritage organizations to help them digitize and curate their collections. [See also Palfrey, John "What is the DPLA?"]
Given the experience and track record of its leaders, this project promises to be the kind of digital library we have been waiting for. Read more about the DPLA and it’s vision for the development of this ambitious and amazing resource at http://dp.la
*The public beta launch was scheduled for April 18, 2013 at the Boston Public Library. Given the tragic events in the area adjacent to the library, the launch has been postponed. Check the website for news of rescheduling.
We’ve recently had fun expanding our Media Resources page. There are new links to image collections, organized by Agriculture and Natural Resources, Art, History, Science, and General Collections. There are more video links, too. Read about copyright and fair use, and then go forth… as a kid in a candy store: www.uvm.edu/ctl/mediaresources.
It seems like we hear this more and more: “I’ve been crazy busy!” So, in the interest of getting to “sane busy,” I’m listing here what I think are some of the best work tools and techniques for time and task management:
To-do List Apps: Write down everything you need to do for a particular list, prioritize your list, assign dates, take action, and then cross them off when done. Be sure to prioritize your workload. Work backwards from project due dates to set your deadlines and prioritize your tasks. For more help prioritizing your workload take a look at: http://www.wikihow.com/Prioritize-Projects.
Here are some apps/websites to try:
Remember the Milk. Share lists, syncs across computers, tablets, smart phones (iphone & android), google calendar, gmail, outlook and twitter!
Wunderlist. It has a simple and clean interface, ability to share /email your lists, and syncs with all of my computers and devices. Smart lists and notes here too.
Toodledo. A powerful tool when you are looking for robust task manager. Includes hotlists, filters, sorting, scheduling, notes, file attachments, sharing, time tracking, imports lists, alarms, and more. Syncs with multiple devices.
- Timers to help you stay on task. The Pomodoro Technique is a simple, effective approach to time management that chunks the work into “pomodoros” (or tomato, in Italian)—25 minute periods of focus—followed by short breaks. This is effective for projects that take a good deal of focused energy to complete. The method is based on the idea that frequent breaks can improve mental agility. A Google search for pomodoro timers or pomodoro technique will yield a lot of results, but here’s one site that’s all about the simple timer: Pomodoro Timer.
There are five basic steps to implementing the technique:
- After creating your to-dos, decide on the task to be done;
- Set the pomodoro (timer) to 25 minutes;
- Work on the task until the timer rings; record with an x;
- Take a short break (3-5 minutes); and
- Every four “pomodoros” take a longer break (15–30 minutes)
- Get(ting) Things Done is a time-management methodology, as described in the book with the same title by productivity consultant David Allen, often referred to simply as GTD. The Getting Things Done method rests on the idea that a person needs to move tasks out of the mind by recording them externally, so the mind is free from the job of remembering the tasks that need to be completed. One can then concentrate on performing the tasks, instead of remembering.
I read this book in a moment of panic earlier in the semester and it has been a serious stress reducer. It’s full of ideas to help you, well, get things done.
The David Allen Company lists many tools to help you manage your time more efficiently like TheBrain and EverNote. Richard Winters wrote an article reviewing 3 apps he uses to get things done including the low-tech index/notecard.
This semester I had the privilege of presenting the workshop “Building Your Stress Toolbox: Minimizing the Impact of Stress on Your Life & on You.” I held the workshop twice, once for the Womyn@Noon program offered through the Women’s Center and again at the Center for Teaching & Learning.
The presentation was about managing stress to minimize the impact it has on our lives, a topic that affects us all. Stress is all around us, but what is stress? There are many definitions out there, but for this article, I like this definition I found at Mountain State Centers for Independent Living:
“Stress is your body’s way of responding to any kind of demand. It can be caused by both good and bad experiences. When people feel stressed by something going on around them, their bodies react by releasing chemicals into the blood. These chemicals give people more energy and strength, which can be a good thing if their stress is caused by physical danger. But this can also be a bad thing, if their stress is in response to something emotional and there is no outlet for this extra energy and strength. This class will discuss different causes of stress, how stress affects you, the difference between ‘good’ or ‘positive’ stress and ‘bad’ or ‘negative’ stress, and some common facts about how stress affects people today.”
Because stress comes from everywhere, we can’t get away from it. My recommendation: Plan for it.
Here is an excerpt from the collection of resources I have collected related to stress management:
When feeling the effects of stress it is important for us to be able to:
Recognize the stress and its impact on us. Identify what and how stress affects us.
Reorient the perspective back to “me.” Focus on self-care.
Realize and utilize the resources around to help manage or minimize stress and its impact.
There are a few different levels of stress, categorize your stress into: low stress, mid stress and extreme stress to plan for each. Ask yourself the question, “What stresses me?” This helps us to zone-in on the causes of stress in our lives. Make a list for yourself in a journal or a document that you will keep in your stress toolbox.
To mitigate the impact of stress in your life, it is important to recognize the signs of stress in and around you. We each have a variety of ways of responding to our stress. Some ways help us to move through it, while other ways just have us moving in circles and creating additional stress. Writing these out can help us begin to plan what tool to use when we are feeling overwhelmed and it becomes too hard to think.
Reorient the Perspective
So often when stress takes a hold of us, we resist checking in with ourselves and our needs. We just try to “get it all done.” This added distracting inner voice compounds our stress response. Maybe it’s that we are used to taking care of others’ needs first and forget about our own needs. Self-care is critical to success. Having a plan helps us when it is the hardest to see ourselves. Planning helps us to focus on self-care.
Utilize the Resources
It is important to have many different ways to take care of ourselves when stress takes over. Start building your toolbox. This is important to do for ourselves because stress is personal, specific, and individual.
Universal Design for Learning (UDL) is an educational framework, based in cognitive neuroscience, that encourages the design of flexible learning environments to accommodate a variety of learning styles and differences. This post focuses on one of the three core principles in UDL: multiple means of representation.
This means moving beyond textual representation by presenting information and conceptual knowledge to students in a variety of formats, e.g., images, video, and audio. Not only does research indicate that this practice can enhance student understanding and retention of course content, it can also be used to engage students and prime discussion. Students responding to an image, song or movie clip can spark reflection and debate.
Effective use of multimedia in your teaching is non-trivial. It takes time to find the right image or clip and prepare it so that is accessible and available to all students. Fortunately, UVM has some resources to help you every step of the way.
Step 1: Finding Multimedia
There are so many sources of multimedia, and so little time. To help you get started, CTL has collected a list of websites where you can find images and videos applicable to many disciplines. Check out this link for information about copyright, fair use, and using multimedia in your courses, as well.
Additionally, Bailey/Howe Library has several new, searchable databases for streaming media that provides access to licensed documentaries with relevance across the curriculum. Features for some of these databases include synchronized, searchable transcripts, editing capabilities to make video clips, and an embeddable video player that can be used in Blackboard courses.
Step 2: Making Multimedia Accessible
Multimedia used in class or on the web needs to be ADA compliant. Video/audio content needs to be captioned. Captioning not only benefits the deaf or hard of hearing student, but can also benefit students for whom English is a second language, and individuals with learning disabilities (hearing and reading at the same time can improve comprehension). For information regarding captioning services on campus, please see the ACCESS offices captioning website.
Images on the web also need to be accessible and take into consideration not only people with blindness, but also those low vision, color-blindness, or cognitive disabilities. For a comprehensive discussion on effective and appropriate use of images to facilitate comprehension, see Creating Accessible Images on the WebAIM website.
Step 3: Making Multimedia Available on the Web
If you want students to access your own audio/video content on the web, or if the content falls within Fair Use copyright guidelines, use the UVM Media Manager tool to upload the files to your UVM server space, also known as your “zoo space.” The Media Manager makes it simple to share your media by broadcasting it, linking to it, or embedding it on a webpage such as a Blackboard course page. See Media Manager directions here.
Another way to add media to your Blackboard (Bb) course is to use the Bb “MashUp” tool. This tool allows you to search YouTube, Flickr, and SlideShare (a site for viewing and sharing PowerPoint-like presentations), select content, and then embed this content directly into your Bb course. While the media content resides on their respective websites, students view the media content without ever leaving the Bb course. View this tutorial on the Bb MashUp tool
Interested in Learning More?
For more information about the Filmmakers Library Online, attend the upcoming CTL Sound (Teaching) Bite on “Teaching with Streaming Media” facilitated by Daisy Benson of the B/H Library, on October 9, 12:00 – 1:00 pm. Visit this page for information and to register.
For more information about the Media Manager, attend the upcoming CTL Sound (Teaching) Bite, “From DVD to Blackboard” on October 3, 12:00- 1:00 pm. Visit this page for information and to register.
How do you use your iPad with a projector? For example, how do you project a slide show, make annotations, and display what you type on a screen? Are there other apps that allow for other interesting classroom activities?
You have an iPad, a vga cable, and a projector. Plug it all in and what happens? Not much. You will not be able to see your iPad screen on a projector. That is, you can’t just plug it into a projector and have it display, or mirror, whatever you are seeing or doing on the iPad. Instead of building into the iPad the ability to mirror its display, the projection function is available only at the application level. What does that mean for you? You will need to look for apps that include “vga” support, and those apps will display only certain screens in the app. Fortunately, the number of apps that support vga is growing.
Let’s start with some simple ones. If you want to display a web page on a projector, Safari won’t do it. The options are to use a different browser or another app that includes web browsing capabilities. Both Atomic Web ($.99) and Perfect Web ($2.99) are web browsers like Safari. Perfect Web has several additional features that make it well worth the $2.99. Tabs, hand gestures, and the ability to act like different kinds of browsers so you can display a web page to its best advantage are a few. Try it and you may never go back to Safari again.
Several apps include the ability to browse the web among their other functions. For example, GoodReader and iAnnotate are primarily designed for you to download, read and annotate PDF files but include the ability to display web pages as well. More on those below.
For displaying slide shows? Keynote is Apple’s slide show creator, and it does what it does elegantly and simply. However, while you can create and display your slides with Keynote (or import your PowerPoint or PDF files to edit and display) you cannot annotate your slides while projecting a slideshow. There are other apps that can. After trying out several I find myself returning most often to 2Screens ($4.99). This app allows you to call up ppt, pdf, rtf, even docx files and draw or write annotations on them. You can open several documents, then tab back and forth between these documents and a blank whiteboard to write additional notes. Notice I say write and draw, not type. The annotations that you can create with 2Screens are those which you do with a stylus or finger. There is a note feature built in so you can type and store notes in your slideshow. However, these notes are only visible to you–they are not displayed.
Any drawbacks? The annotations made in 2Screens are not saved with the presentation, but you can save a screenshot of each slide with its annotations. Another thing that might take some practise to get used to is the way 2Screens displays your ppt slides. You can choose to have it automatically create thumbnails of all slides. These are displayed to you but not projected, making it fairly easy to skip from slide to slide. Or, you can move from slide to slide by vertically scrolling. The practise part is necessary because you are ‘finger scrolling’ and so need to line the slides up to the screen as you go. It’s not hard, just something to be aware of. So, by all means, create in Keynote, but display and annotate in 2Screens.
If you want to do typed annotations on a slide show the choices are more limited. Infonet Presenter ($9.99) is similar to 2Screens in that you can open ppt pdf files and annotate them. It also lets you open a variety of image and video files, even xls files. You can annotate with finger/stylus drawing but it adds the ability to type in a text box that you draw on the screen. You can collect a variety of files and images, place them in a folder that you then use for a presentation. This is particularly nice if the slideshow is composed of many images; no more having to mess about with PowerPoint, dragging dropping and resizing, when you simply want to display lots of images. Just drag them all into a Librry in Infonet Presenter and away you go. This is a somewhat different approach to presenting material and the app as a whole has some quirks. So, worth a look but may not be precisely what you need.
So how can you project text as you type it? Surprisingly, presentation apps are not the best choice. Instead, take a look at some of the note-taking apps that are available. Some now come with vga support. My favorite at the moment is Noterize ($3.99), but PaperDeskLT ($1.99) is also worth a look.
Like the other annotation apps, Noterize let’s you open a variety of file types (ppt, pdf, txt, images or even snapshots of web pages) and then draw or write on them. If you insert a new blank page you can type on that page, or you can annotate a page with a text box into which you can type. There are several fonts and font sizes available as well as a handful of colors. You can even turn on audio recording and attach that recording to your notes. These notes can be exported to Google Docs, Facebook, Twitter, Box.net, Dropbox, Email, or opened in any iPad apps that support “Open In” for these file types. To save a copy of the note with the audio intact, you save it as a pdf+audio file that will be transferred and accessible through iTunes.
PaperDeskLT is a similar product, simpler and less fully-featured than Noterize but contains the basics: text, drawing, audio that can be stored on the iPad or stored and synced with an account at paperdesk. It takes a slightly different approach to vga display: you need to create the notes as a “vga whiteboard” to display them, that is, when creating a new note you can choose the standard notebook or a vga whiteboard. You cannot simply display any notebook that you have created.
Other notable vga apps? Penultimate ($1.99), the handwriting and annotating app is a delight. No typing, but everything else works simply and smoothly. As mentioned above, iAnnotate ($9.99) and GoodReader ($2.99) both have vga display capabilities. Both are wonderful at storing and organizing your files. GoodReader annotations are particularly good because you can send the annotated files to yourself or others by email, with the annotations stored directly on them. Another plus is the way you get files into GoodReader. I find the apps that have to talk to iTunes are just annoying. GoodReader can access files by webdav, through a web browser, by email, etc. And, once the files are in GoodReader you can project them or a simple “Open in” command lets you open the files right in 2Screens for projecting and annotating. Fast. Easy.
And then there is AirSketch ($7.99). All of the apps mentioned above work with your projector by plugging your iPad into the projector itself. AirSketch takes a different approach. You connect a laptop to the projector, fire up a browser on the laptop (must be HTML5 compatible, like Firefox, Safari, Chrome), direct the browser to the address AirSketch tells you, then walk away from the laptop. You carry the iPad around the room and write on the iPad screen from wherever you are. What you write will be appear on the laptop screen and be projected from there. You can open pdf files, open ppt files that have been saved as pdf, or open images and annotate all those as well. Since the display is your laptop, you can even start a screencasting program on that laptop and capture what you are drawing or writing on your iPad as it is being displayed on the projector. The educational possibilities are obvious: project a piece of code, a formula, some grammatical errors or piece of writing, pass the iPad around and have students annotate what’s on the screen up front. Have students draw graphs on the iPad and project those. This one definitely deserves a look.
So, there’s a quick round up of some of the current vga enabled apps. If you are a UVMer and would like to see any of these in action just let me know. I’d be happy to show them to you (firstname.lastname@example.org). And for a little screencast of AirSketch in action, here you go: AirSketch
We get the opportunity to learn iMovie this morning! Lucky people!! It is one of our favorite software packages to learn. This is a place where we are listing resources for the course for Educational Value as well as general How To’s. Feel free to suggest additional resources to add to this blog posting. Have fun and learn a lot today.
Click here to complete the Video Workshop Survey.
Click Here to take Endnotes Workshop survey
Endnotes Web Site, this is a great starting point for all resources and support related to Endnotes.
UVM libraries Web Site about Endnote
Download the file to search UVM libraries in ENDNOTE here!
Enjoy EndNote. It is a very nice tool. (when it works correctly!!)
See us at the CTL Dr Is In if you need additional help.