➡️ Apps to Help with Time Management and Planning (NAfME Blog)

This blog post originally appeared on the blog for the National Association for Music Educators (nafme.org) on April 6, 2021.

In "Digital Organization Tools for Music Educators," I detailed apps that can help you plan large goals, turn them into actionable projects, and reflect on your progress.

Next, I'd like to talk about apps to help you manage your time and save your ideas digitally.

Put Only Hard Commitments in Your Calendar

Managing your time is a key part of being a music educator. Sometimes it feels like we have more responsibilities than there is actually time in the day to complete.

In "Digital Organization Tools for Music Educators," I recommend apps to help you wrangle your to-do list. Now I would like to recommend some apps and tips for managing the events on your calendar.

If your calendar needs are simple, I recommend you go no further than Google. It runs entirely in a web browser but can also be used in combination with your calendar app of choice. My music team uses a Google Calendar to publish all of our classes, sectionals, concerts, and events. This allows us to edit this data right from our calendar apps on our phones and computers, while also publishing them to a website for parents to view.

Google Calendar works perfectly fine for most needs. It is available to anyone for free on the web and has a functional mobile app on most smartphone platforms.

Microsoft Outlook and the Apple Calendars, despite being created by big tech companies, are actually capable of showing you a calendar from any service (Google included). My personal calendars are in iCloud, and our school uses Exchange. I can log into my iCloud, Google, and Exchange calendars all from within the same app to see everything I am committed to.

Apple Calendar and Microsoft Outlook are two of the most widely used calendar apps on desktop and mobile operating systems. Either of them can handle calendars from Google, iCloud, or Exchange accounts and show them all alongside one another.

Tip!—Avoid putting tasks in your calendar. Tasks have due dates, but they rarely need to be worked on at a specific time. I find that putting tasks in my calendar adds lots of noise and I eventually just end up ignoring all of it. If you want to stay sane, put only time-based appointments on your calendar. You can make an appointment with yourself to tackle a big task, but try to avoid putting things like "print concert programs" and "design seating chart" alongside events with concrete start and end times.

If you want more power out of your calendars, I recommend you check out Fantastical. (Currently iOS and Mac only. Android users can check out SolCalendar). Here are my favorite features:

Natural language input is not only fast, but you can set a keyboard shortcut on your computer to invoke a mini-calendar for quickly adding events.

• Natural language input: Typing "Choir Rehearsal tomorrow at 7 pm @2032 Beaverton Road /Work" will add an event called Choir Rehearsal to your calendar at the designated time and location. The "/Work" will put on the "Work" calendar.
• Calendar Sets: I subscribe to my school and school district's master calendar to better plan after-school rehearsals, concerts, and space use. I subscribe to these calendars in Fantastical, but I have them toggled off by default. I created a Calendar Set called "All" that turns on the chaos and shows me every single calendar I have at once. Many things overlap, but it enables me to be informed as I plan without needing to visit my district's website.
• Conference Call Detection: Fantastical also has built-in Zoom and Google Meet integration. If it detects a meeting URL in the calendar event, it adds a one-touch button to the event which will launch you right into the meeting. This event was shared with me and has a Zoom call URL associated with it. Fantastical automatically added the Zoom icon so that I can click on it to immediately enter the call. Fantastical integrates with all of these services.

A handful of Fantastical's features are free, and some of the more advanced features are paid.

Other great calendar apps:

---

Quickly Clip Ideas from Everywhere

There is much to say about note apps. The one feature I see least utilized by busy teachers is the clipper. A clipper is a tool that runs in the Share Sheet of your phone or as a web extension. Clippers are perfect for "saving it for later." A good one can handle mixed media including photos, websites, emails, text notes, files, and more. Here are my favorite apps that have easy ways to capture data for later:

• Evernote: Known for being cross-platform and having a free tier. Its web extension can grab almost anything from the web and clip it to your notebook in a neatly formatted article view that is text searchable. The Evernote web clipper can be installed as an extension or from the share-sheet on mobile devices. You can choose how it will save the content, and even categorize it with tags and a memo before clipping.

• Microsoft OneNote: Similar features to Evernote. It's free if your district has Office 365. Plays nice with the rest of the Office Suite.

• Apple Notes: Apple Notes has caught up with most of the major features of competing note apps. From almost anywhere on an iOS or Mac device, press the Share button to save something to Apple Notes. Almost any type of media can be clipped.
• Drafts: Drafts is text-only, but I prefer it for my note-taking because I can capture quickly and then easily send the text out to other apps once I have decided where it belongs.

• Google Keep: Leverages all smart AI features and integration with Google Services that you would expect. Google Keep is simple, but it provides plenty of features. Notes can be turned into reminders, Google Docs, or shared with others.

• Instapaper: Primarily for saving web content like news articles. It strips out the ads, buttons, and other chrome, so you get an experience less like reading a website and more like reading a newspaper.

Of these apps, Evernote is most able to handle whatever kind of data you throw at it. Because it's available on the web, it's easy to share your data with others and even get your data out and into another app, if you choose to.

Before and after a website has been parsed by Instapaper's clipper.

Tip!—In the same way I try to avoid putting tasks on my calendar, I also try to avoid clipping things I want to check out later to my to-do list. It clutters things up. I put only actionable tasks on my task list. If it doesn't have a verb ("email Jacklyn choir rosters for 2021–22," "tune the bass drum," "draft grant proposal"), save it to a note instead.

Meal Planning to Save Time with a Busy Teaching Schedule

Back on September 3rd, I posted My annual resume… and the things I learned from it. This post was 3,000ish words which is quite honestly too long to expect anyone to digest. So I have broken down its meatier portions into a few blog posts which I will be posting here in the coming days. Of course, I do recommend you read a little bit of the original for some context.

In that post, I discuss a lot of the way I manage my time. I broke that down into cooking, exercise, and technology tools. Today, I am reposting the “meal planning” section of the post where I dissect some of the ways I am learning to plan healthy meals in a time efficient way.

---

From “My annual resume… and the things I learned from it”:

On to food. My wife is super generous about cooking dinners and picks up a huge weight there. But we still have to plan the other two meals of the day. So what do we do?

Our grocery list starts with the following...eggs, onion, green pepper, salmon, chicken, sweet potatoes, avocados, and asparagus. Some weeks we stock up on yogurt and nuts. I am a creature of habit and can eat the same thing every day for a while before needing to change it up.

So every Sunday, we buy all of this stuff I just mentioned. Then 1-2 dozen eggs, an onion, and a green pepper go into a bowl with salt and pepper. Next, we pour this mixture into these silicon muffin tins and cook for 20-30 minutes at 425 degrees. I eat two of these with a half avocado every morning. I can make close to the best cup of coffee imaginable in under seven minutes with Blue Bottle coffee, an Aeropress, a Baratsa Virtuoso grinder, and this kettle. 

The Baratsa Virtuoso.

An Aeropress.

Blue Bottle subscriptions are the best.

This is a slightly fancier recipe for the eggy things. By the way, Paprika is a killer app for recipe planning.

Next is lunch. Easy. All of those other vegetables get roasted with coconut oil, salt, and pepper, until lightly browned. Then the chicken and or salmon goes in the oven until it is just barely safe from poisoning me. I pre-pack these into my Prepd lunch box modular containers and all of it fits in my backpack. No need to bring a lunch box. I supplement with nuts and RX Bars.

I love my Prepd lunch box.

I am made of Rx Bars.

Edit (10/4/18): For dinner, we have had a lot of success with a Sunbasket subscription. They deliver three extremely delicious, healthy, and time efficient meals to our door once a week.

My annual resume… and the things I learned from it

Holy blog-posts-I wish-I-had-posted-at-the-end-of-last-school-year-but-here-we-are-on-the-eve-of-my-new-school-year Batman! I guess its never too late to share some reflections on last school year as I look towards this one. I mention this just to caution you to read it as if I was posting it a month ago.

I am wishing my teacher friends (whether you have been back at school for days now, or are just starting) a wonderful new year!

TL;DR (Too Long; Didn’t Read):

It’s summer. I am reflecting on the school year. I had a very successful year professionally. It took a toll on me but I learned a lot. I will be saying no to some things this coming year. I also learned how to accomplish more in less time using tools like BusyCal and OmniFocus. Meal planning for the week was time efficient and healthier. Sneaking exercise into my day doubled as a teaching tool.

...

Prologue

I am nearing the end of a summer vacation that has included everything from cruising the coastline of Kauai with the top down, strolling through the city streets of San Jose with dear friends, to listening to incredible live music in the mountains of Telluride, Colorado. Summer is almost over. As I sit on the couch in Massanutten, VA with nothing in my schedule for the day other than maybe sitting here a little longer, I thought it would be worth finishing this blog post that has been sitting in my inbox for months.

It is time to take inventory of what was, by my measure, a professionally successful year. I have kept busy musically, while learning my limits and what it means to push them. This busy schedule forced me to examine stress (all stress is stress, even good stress), and manage energy and attention. I experimented with tackling tasks in short bursts of free time as well as saying "no." Teacher burnout is a real thing, but it is possible to manage a thick workload when you really love what you do. Warning: this is an out of the ordinary post for me. The following section is a potentially braggy list of stuff I did with my time this year. The tone of this post is even more conversational than usual, but also very practical. If you want to get to the practical part and skip my self-congratulating list of accomplishments, scroll down to “Learnings.” 

Here was my year in “stuff”…

My Annual Resume

Teaching band: First and foremost, if all I did this year was teach music to middle schoolers, I would consider that a success. As a whole, my music department put on over 16 concerts this year. We directed 14 performing groups, which played entirely different music on every one of those concerts. 

Teaching private lessons: The second busiest domain of my life was my private percussion teaching studio, comprised of 25-30 students. Many of these students made local and state level GT and Honor bands, performed successfully at Solo and Ensemble Festivals, made their top ensembles, and demonstrated inspiring levels of musical growth. 

Conference presenting: This year I had the opportunity to present at seven state level music education conferences on subjects: managing time and tasks effectively, getting digitally organized, using an iPad to work with sheet music, and playing in tune with the support of tuning apps. I presented at the Ohio, Texas, Tennessee, Maryland, Pennsylvania, and New York Music Educators Associations, in addition to the NAfME Conference in Texas. I consider these trips to be a great way to promote my book and continue to make connections with music educators and technology specialists across the country.

Co Directing the Elementary School Honor Band: A first for me! I had the opportunity to co direct the Elementary School Honor Band in my district, the Howard County Public School System. This 85 piece ensemble rehearsed from January through May and then put on a concert in May. It represented students from every Elementary School in our very diverse school district. 

Taking the Symphony Orchestra to Perform at the MMEA Conference: My orchestra director colleague and I got to take our extra-curricular Symphony Orchestra to our state level music educators association conference to perform. It was nice to exercise my directing skills in a music conference, as they pertain to my career more directly than technology.

Church Music Directing: For the past three years, I directed a contemporary music ensemble at the church where I grew up. I ultimately had to step down from this back in January. More on that below. 

New Podcast: Launched a new podcast, The Class Nerd podcast, with Nashville based educator, Craig McClellan. Episodes 1-10 are already out. Listen here.

Podcasting and Blogging: I managed to update my blog and podcast with content that I feel passionate about, though not as regularly as I wished. I plan to be more regular here this coming school year.

Having Fun! Finally, I managed to have a life! My wife and I went on numerous trips, enjoyed drinks with friends, kept up with a few serial dramas, and more. And I managed to get seven hours of sleep most nights.

So here are some things I learned...

Learnings

Too much stuff!!!

Wouldn’t you be surprised to know that I learned this amount of commitment is not sustainable! This year was very busy, and while I said a moment ago that I managed to have a life, I still need to have a better family balance with work. Looking back on all of those conferences, that was seven weeks out of a 40 week school year that I could have been cooking dinner with my wife, listening to music in the dining room. I don’t regret any moment of those conferences, but I would like to achieve a better balance next year.

Transition time is key

I also continue to realize how important transition time is. The colorful blocks in my calendar app had to be touching to fit all of my commitments into my schedule this past year. Having an extra 20 minutes here and there between stuff in my calendar helps me to stay on top of the logistic things that are the glue that hold the rest of the ship together. It also gives me a greater sense of calm and peace which allows my brain to better process what I have just done and approach what I am about to do with better clarity.

Just say no

I have been practicing saying no over the years. But sometimes saying no to prospective commitments is easier than those that you have been engaged with for years. In the thick of the school year, I had to let go of a job I have held for the past three years running a contemporary music ensemble at the church I grew up in. It was as an engaging task on multiple fronts, but I was ultimately not giving it the time it needed and so I had to make a choice. 

I will be making numerous other choices like this next school year. For example, I don’t think presenting at seven conferences is going to work out for me every school year, so next year I am aiming for one. And if my proposals are not accepted at any of them, I will present at none. But I will most likely pick one that has been an engaging source of professional community for me, and attend that one simply to learn.

Time and energy management

One of the challenges that increased the intensity of all of the above commitments was that my work day frequently only included one period of planning a day. This was a choice I made to see more of my students in instrument sectionals. It is hard to appreciate my own decision while in the weeds, but I think time will prove that this was a good choice.

This left me with some options… Wake up earlier and get some extra work done. This requires me to go to bed earlier. Which I never did. So the cycle would continue onward and I would wake up late. This means that I only have lunch and a planning to do any prep work for my day. Which also means I need to catch up after the school day which is actually when my mind is most focused on what I need to do. The problem is that two nights of the week I am running straight home to teach private lessons. The other three I am teaching an after school Jazz Band or Percussion Ensemble, then I am running straight home to teach lessons. Some nights I was not able to catch up until as late as 8 or 9. But then I am too tired to do anything other than watch Netflix. Not to mention I am too removed from my school day to meaningfully reflect. So I sit on the couch. And then maybe after an episode of Westworld, I take care of some email and tasks. Then I go to sleep late. Not too late to get a solid 6-7 hours, but too late to wake up early and get a head start the next morning. 

Of course, this includes little time for cooking or exercise. 

So how did I manage this? Barely… but I made some progress…

Cooking and Exercise

Exercise ended up getting the shaft towards the middle of the year. As I mentioned earlier, I am too tired at 9 pm, so I have to do it at 5 in the morning or most nights it wouldn’t happen. 

I was motivated to do this only if I was working towards something. So for the first half of the year, my wife and I registered for what felt like every 5K offered in the state of Maryland. This got me running whenever I could, even during small 30 minute cracks of transition time in my schedule.

I am also very competitive with my orchestra teaching colleague. We both have the Nike+ Apple Watch and during the months of fall would constantly compete over who could run more miles by comparing the Nike+ leaderboards every day in class. Finding a friend or coworker to work out with can be very motivating, especially when you talk about it constantly throughout the day.

We also learned to “cheat” by turning things into workouts that might otherwise not be considered exercise. We have to tear down the entire cafeteria table layout and set up 85 chairs and stands every Tuesday and Thursday morning for our before-school Symphony Orchestra rehearsals. If you do this really fast and run an Apple Watch “Other” workout, you’d be surprised how many calories you can burn. We got that routine down to seven minutes by the middle of the year. And I can do it in 16 by myself. #proud

When it got cold outside, we decided to change it up. Our principal had a pull up bar sitting in his basement. We asked for it and decided that we would start doing pull-ups at the turn of every class period. Educators as we are, we decided that we would use this as a teaching tool. Much like playing an instrument, if you do something in small increments consistently, you get better. Who knew? Not our students... they continued to think our leaderboard of pull-ups was a competition until the last day of school. But some of them caught on. We were modeling how to develop skills with consistent work ethic. It is a good message to put on display. And my upper body got way stronger.

Alright, to my final work out hack. Fact: Young wind instrumentalists don’t know how to breathe properly. To make a good sound, you have to take a deep and relaxed breath in. Kids don’t know how to do this. But the body knows how to do it naturally… when it is out of breath. So for a sectional lesson or two a year, I try to put my students into this state by making them work out as a warm up. It started with jumping jacks, but I found that didn’t wear their energetic little bodies out enough so I took this 7 Minute Workout App (this is another great way to sneak workouts in to your work day, by the way), and projected it onto the big screen in my room. I did this for an entire rotation of sectionals this year (which is seven school days long). And I teach three sectionals a day. That is three high intensity workouts a day for a week and a half. Those kids have never made a fuller, fatter tone (that lacks any sense of control whatsoever... you kind of have to tell them that, and then express the need to breathe deeply but then have a consistent airflow out).

The 7 Minute Workout app.

On to food. My wife is super generous about cooking dinners and picks up a huge weight there. But we don’t have any time to cook the other meals of the day. So what do we do?

Our grocery list starts with the following...eggs, onion, green pepper, salmon, chicken, sweet potatoes, avocados, and asparagus. Some weeks we stock up on yogurt and nuts. I am a creature of habit and can eat the same thing every day for a while before needing to change it up.

So every Sunday, we buy all of this stuff I just mentioned. Then 1-2 dozen eggs, an onion, and a green pepper go into a bowl with salt and pepper. Next, we pour this mixture into these silicon muffin tins and cook for 20-30 minutes at 425 degrees. I eat two of these with a half avocado every morning. I can make close to the best cup of coffee imaginable in under seven minutes with Blue Bottle coffee, an Aeropress, a Baratsa Virtuoso grinder, and this kettle. 

This is a slightly fancier recipe for the eggy things. By the way, Paprika is a killer app for recipe planning.

Next is lunch. Easy. All of those other vegetables get roasted with coconut oil, salt, and pepper, until lightly browned. Then the chicken and or salmon goes in the oven until it is just barely safe from poisoning me. I pre-pack these into my Prepd lunch box modular containers and all of it fits in my backpack. No need to bring a lunch box. I supplement with nuts and RX Bars.

Tech Tools

Now on to time and energy management. Tools that help me manage the many events in my day and the tasks I squeeze in the cracks. BusyCal is my go to on the Mac. It looks and feels like the macOS Calendar app in nearly every way with a ton of great power features on top. It has weather integration, the ability to tag events with people, and more. My favorite is a persistently open “Info” panel on the right side of the screen. Instead of double clicking events to see the notes and location I have assigned them, I click once. And instead of a floating modal box, I can always see the contents of my events. This feature alone is worth the 50 dollars for me. Especially because I use the notes field to track what my private students are working on and I hate clicking so many times in the standard Calendar app to get this info to show up in those modular pop-over windows.

Each lesson, I type student’s assignment into the “notes” field of their block. My “Lessons” calendar is in Google Calendar, and I have published it to a password protected part of my website for private students only. This way, they can log in to see when their next lesson is, and also what I assigned them recently. Now there is no excuse for them to say they forgot what I assigned. And it cuts down tremendously on unneeded parent communication. 

Check out the right side of the user interface of BusyCal. Reminders and an edit window can be persistently visible on the screen.

OmniFocus has been my “todo” app for years. OmniFocus has a great feature called Review where you set your task lists to be reviewed every “x” days, weeks, or months. Every day, it rolls up projects that need to be reviewed. If I wake up up early, this is what I do the moment I sit down at my desk. But it is also possible to do in little spurts throughout the day. This ensures that things don’t slip through the cracks. 

OmniFocus just released their version 3.0 for iOS. This introduces some killer new features. First of all, the Forecast view now shows your tasks inline with your calendar so that you have better context for when you should be working on them.

Next, OmniFocus 3 supports a tag that will show something in the Forecast even if it is not due. While Reviewing, for example, I simply swipe left on the tasks that I want to be thinking about for the day, and it adds them to the list. 

Forecast view shows me my todos in context with my calendar events.

OmniFocus now allows you to assign multiple tags to the same task, so I have began including tags for energy level. “Low,” “Medium,” and “High” help me to filter items based on my current state. If I have five minutes, and haven’t eaten in a while, I can look at all the “Low” energy tags and get one or two done. 

Conclusion

I don’t have a grand way to conclude these 3000 words other than to say that I am very proud of my year. I am hoping that next year looks different. I’d like to be less busy, but more importantly, I want to be more focused. Chopping off “domains” of life should afford the opportunity to do fewer things better and with more peace of mind. For now, I think I am going to go for a run and try to enjoy this last week of summer. Please reach out to me if this post was helpful to you in any way shape or form. It took a lot of time to write. I thought about keeping it in a journal for only me, but was encouraged that it could benefit other teachers who are at similar risk for burnout or simply want to increase their productivity.

Expect more blogging next year! Until then, enjoy these final days of summer and have a wonderful school year!