PEN Mondays - The Great Time Management Illusion

4 min read

How to Work Smarter, Not Longer

Teaching is a job that expands to fill every available minute of your life if you let it. Grading, lesson planning, emails, meetings, and the ever-dreaded data entry all seem to multiply when you're not looking. If you've ever felt like there just aren’t enough hours in the day—congratulations! You’re a teacher.

But here’s the truth: time management for teachers isn’t about cramming more into your day. It’s about making the most of the time you already have. So, let’s talk about how to work smarter, not longer—because no one became a teacher to spend their Sunday nights drowning in paperwork.

The Myth of Multitasking: Why You’re Actually Slower

We all like to think we’re expert multitaskers. Responding to emails while grading and mentally preparing for tomorrow’s lesson? A classic Tuesday night. But research shows that multitasking actually slows us down. Every time you switch between tasks, your brain takes extra time to refocus, making you less efficient overall.

Instead of juggling a dozen things at once, try batching similar tasks together. Set aside a block of time just for grading, another for lesson planning, and another for emails. You’ll be amazed at how much faster you get things done when your brain isn’t constantly shifting gears like a teenager learning to drive stick.

Boundaries: The Magical Word ‘No’

If you give a teacher a free minute, someone will find a way to fill it. Can you cover a class? Can you join another committee? Can you answer just one more email before bed? Saying “yes” to everything is a fast track to burnout.

This year, make friends with the word “no.” Or, if that feels too aggressive, try: “I’d love to help, but I need to focus on my current workload.” Your time is valuable, and protecting it isn’t selfish—it’s necessary.

And while we’re at it: Set a cutoff time for school-related work. If you’re answering emails at 11 PM, you’re training people to expect you to be available at 11 PM. Break the cycle before it breaks you.

Automate, Automate, Automate

Technology is here to help—if you let it. Many grading tasks, lesson planning activities, and even emails can be automated. Here are a few time-saving hacks:

• Google Forms for quizzes – Instant grading = less time spent with a red pen.

• Canned email responses – If you find yourself sending the same email over and over, save a template.

• AI for brainstorming – Need a quick writing prompt or discussion question? Let AI give you a starting point so you’re not staring at a blank page.

Find one thing you can automate this week and take back your time.

Plan Like a Pro (Without Overplanning)

Lesson planning can become an endless rabbit hole. You start with a simple activity, and before you know it, you’re designing a full-blown cross-curricular escape room with custom-made puzzles.

A good rule of thumb? Plan with the 80/20 rule. Spend 80% of your effort on activities that will have the biggest impact. If something takes hours to prep but doesn’t significantly improve student learning, it’s probably not worth it. Reuse, modify, and adapt instead of reinventing the wheel.

The CYA Folder: Because Future You Will Thank You

Teachers know that some days feel like a legal drama where you’re both the defense attorney and the accused. Parents, administrators, and even students will occasionally challenge you on things you definitely remember doing. Enter the CYA (Cover Your Ass) folder.

• Save important emails.

• Document parent conversations.

• Keep records of accommodations, grading policies, and classroom expectations.

A well-organized digital or physical file will save you stress, arguments, and the inevitable “I never got that email” situation. Your future self will thank you.

Final Thought: Work Smarter, Not Harder

You can’t add more hours to the day, but you can make the most of the ones you have. Prioritize, automate, set boundaries, and focus on what actually moves the needle.

And if all else fails, remember: A well-placed coffee break is sometimes the most productive thing you can do.

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