This document discusses time management strategies for EducationUSA advisors. It provides tips for organizing tasks, setting priorities, and knowing your limits. Templates are included for task lists, status reports, and volunteer activities. Overall, the document emphasizes the importance of managing expectations and breaking large tasks into smaller steps to effectively use time.

1. Bianca Macena :: Claudia Ortiz :: Marcela Amaral :: Marcia Herra :: Sofia de la Garza

2. Literally juggling balls

3. Questions to think about:
1) Why Time Management?
Time management is an essential skill that helps
you keep your work under control, at the same time
that it helps you keep stress to a minimum.
2) How to decide the most effective use of time?
Strategies: Organize; Set your priorities; and Know
your limits.

4. 1) Organize
• Create "to do" lists: Create daily and/or weekly to-
do lists for today, the coming
semester/quarter, and organize them based on
deadlines or categories.
• Keep your desk clear: File items/Organize files in
your computer; Don't let papers and books pile up.
• Make yourself focus: Use post-it notes; Get
headphones or earplugs.
The key isn’t having a system; it’s using one!

5. Template:

6. Adaptation
PLANS FOR APRIL
COMPLETED
1) Planning a meeting with Bill McDavis to share
ideas and talk about Braz-Tesol event and future
Toefl workshops
2) Preparing canned responses for prospective
TCAS
3) Preparing canned responses for SWB students
to speed up the time it takes to respond e-mails
IN PROGRESS
1) Updating Capes spreadsheet
2) Reading and studying about TOEFL ( TOEFL
Propel)
3) Getting much more familiar with the process of
becoming a TCAS
4) Preparing canned letters for Brazilian
Institutions about additional TOEFL dates
5) Planning Outreaches to conduct TOEFL
presentations to students
ASSIGNED BUT NOT STARTED
1) Making a spreadsheet for tracking prospective
TCAS
2) Making a separate spreadsheet with
prospective TCAS contact information
3) Doing follow ups with the institutions I started
to contact that where interested in becoming
CTAS

7. 2) Set your priorities
• Simply Prioritize
At a simple level, you can prioritize based on
time constraints, on the pressure you're under
to complete a job, or on the goals you need to
accomplish by the end of the semester/year.

8. Example
MONTHLYSTATUS REPORT
For the Month of March 2012
CompletedItems
ACTIVITY DESCRIPTION DATE COMPLETE NOTE
1) Updating CAPES spreadsheet A list with the contact informationabout the SWB coordinators
it's updating when
necessary
2) Meeting at IBEU-RJ
This meeting was organized to get some informationfrom the
EducationUSAadvisers that deals with TOEFL administration.Rita
and Andreza also participated. March, 1st
3) Observing an Audition - step-by-step (CCAA)
I observed and learned the procedures before, during and after the
administrationof TOEFL March, 2nd I could carry out audits in Brazil
4) Participatingin the TOEFL workshop training
Sandra gave a talk on how to proceed with the TOEFL workshop by
showing us a step-by-step through her PPT presentation. March, 2nd It helps to get more informationon how to make a presentation
5) Assisting prospective TCAS Explanationvia skype about the 3-phases 3/5/2012
The institutions are requesting for more contact not only through e-
mails, but through chats, videoconferenceor phone. They want to
ask questions and to understand much more about the process of
becominga TCAS
6) Checking Hide High School- accreditation
Gettinginformationrelated to accreditationabout the language
school in Jundiaí-SP that contacted ETS in order to become a TCAS 3/6/2012 I made phone calls and exchanged e-mails
7) Assisting SWB students
SWB students contacted me to assist with the TOEFL score due to
problems concerning the date to receive the report from ETS March, 6, 7 & 16
8) Assisting SWB coordinator
SWB coordinatorfrom UFMA requires assistance with TOEFL score
report 3/7/2012
9) Drafting letters to keep the SWB coordinators informed
about additionalTOEFL dates Additionaltest dates for Brazil in April were offered by ETS. March, 9th
10) Attendingweekly 'Conference Calls'
It was scheduled to discuss about the additionaldates to be offered
in April and issues related to release information. March, 14th
11) Writing the report for CCAA audition Submission of CCAA audit form 3/19/2012
12) Working on Translations
Submission of translations - English version to Portuguese Version of
emailmodules/templatesETS use when responding to customer
inquires via email. 3/20/2012 The translations started to be done in early March.
13) Testing TOLL-FREE Makingphone calls to test the TOEFL toll-freefor Brazil 3/30/2012
Callingfrom different places (Fulbrightoffice and home) and phones
(land line and mobile)
14)ReleasingTOEFL additionaldates
After getting complete information,the test dates were released to
my contact list (SWB coordinators, Heads of International Relations
at the BrazilianInstitutions, BrazilianAdvisers, Binational Centers.
Besides the officialletter to the coordinators, the informationwas
displayed at SWB EducationUSA Blog, as well as Twitter and
Facebook profile. They were exclusively created to keep students
and professors informed about everything related to the program.

9. 3) Know your limits
• Admit that you can’t do everything:
Know what your job is and what is NOT.
Know when to say NO.
Know when to say YES.

10. Be proud of what you accomplish
• Keep a journal, spreadsheet, or online doc;
• Keep a physical folder. It might sound old-fashioned, but
it’s a good place to store the occasional hand-written
thank-you note, annual report, meeting handout or
agenda, or event program that will jog your memory
about a successful task;
• Start an online portfolio: create a digital scrapbook that
can be updated and shared: flavors.me / about.me;
• LinkedIn can also be a good resource.

11. Sources:
https://about.me/
http://flavors.me/
http://www.linkedin.com/today/post/article/20130513105844-
6526187-six-tips-for-forcing-yourself-to-tackle-a-dreaded-task
http://idealistcareers.org/how-to-tackle-multiple-priorities/
http://netsl.files.wordpress.com/2013/04/netsl_2013_billey.pdf
http://www.mindtools.com/pages/article/newCDV_26.htm

12. Some tips to manage time when you
have a team
• Organize your desk
• Have an agenda
• Conduct short individual meetings
• Conduct weekly staff meetings
• Delegate tasks and projects
• Supervise and follow-up on tasks and projects
• Look for tools to help you
• Learn to say “no”
• Divide the activities in small tasks

13. Lessons Learned
• We cannot be everywhere
• We cannot do everything
• We need to manage our expectations
• We need to take baby steps sometimes

14. Interns
Lauren Wolf was an intern from May – August 2013
• Assisted at the office with some administrative tasks
• Share experience as a U.S. student with Costarican students
• Collaborated at some workshops as " How to write an assay"

15. Volunteers
Larry Thwing is retired and he
wanted to help students .
In this picture he is helping them to
get more confident with their oral
expression and Personal Statement
Representatives from USA
Embassy in C.R. Offer their time as
a volunteers at the EducationUSA
Center.

16. Volunteers
Alumni from U.S universities
share experiences and time
with students from CR.
Teachers from Binational Center
( Centro Cultural Costarricense
Norteamericano)

17. Volunteers
Opportunity Funds´ Student
SAT ( Math ) Workshop
Morjan, he is one of the
peace corp volunteers in C.R.
• He reached students and
prepared the space for the
adviser´s visit.

19. :: Hootsuite ::

20. :: Pinterest ::

21. :: Pinterest ::

22. :: Pinterest ::

23. :: Wordpress ::

24. :: Wordpress ::

26. :: Mailchimp ::

27. :: Mailchimp ::

28. :: Mailchimp ::

29. :: Mailchimp ::

30. :: Mailchimp ::

31. :: Eventbrite ::

32. :: Eventbrite ::

33. :: Eventbrite ::

34. :: Eventbrite ::

36. :: Slideshare::

37. :: Slideshare::

38. :: Slideshare::

39. :: Bit.ly ::

40. :: Bit.ly ::

41. :: Clickbook ::

42. :: Clickbook ::

43. :: Clickbook ::

44. :: Clickbook ::

45. :: Clickbook ::

46. :: Clickbook ::

47. :: Clickbook ::

48. :: Clickbook ::

50. :: Other Resources ::
www.ask.fm
www.randomizelist.com
www.postermywall.com
drive.google.com
keep.google.com

51. http://EducationUSAEveryMinuteCounts.wordpress.com
Bianca Macena :: Claudia Ortiz :: Marcela Amaral :: Marcia Herra :: Sofia de la Garza