At CASA Academy, our mission to empower young scholars requires focus, organization, and the best use of our time. Whether you’re a teacher, school leader, or support staff, productivity isn’t about doing more — it’s about doing what matters most, effectively and with intention. Here are 10 tips to help school staff stay on top of their work while creating a positive, impactful environment for our scholars.
1. Start the Day with a Clear Plan
Before the first scholar walks in, know exactly what you want to accomplish. Take 5–10 minutes in the morning to outline your top priorities. This short planning session helps you avoid wasting time deciding “what’s next” during the day. At CASA, our mornings can be full of energy and movement — from greeting families to setting up classrooms. Having a plan allows you to move through tasks with purpose instead of reacting to every interruption.
2. Use a “Top 3” Priority List
Instead of a long, overwhelming to-do list, choose the three most important tasks you must complete that day. This ensures that even on the busiest days, your work has real impact. Many staff members find it helpful to post their “Top 3” where they can see it — whether on their desk, laptop, or even on a sticky note in a planner.
3. Batch Similar Tasks Together
Grouping similar tasks can save time and mental energy. For example, return emails all at once instead of checking them constantly, or grade all assignments for one class in a single block of time. This approach reduces “context switching,” which can slow you down and make you feel scattered. At CASA Academy, batching tasks can be especially helpful when preparing materials for multiple classes.
4. Use Time Blocks for Focused Work
Set aside uninterrupted blocks of time for high-focus tasks, like lesson planning, data review, or curriculum development. Even 25–30 minutes of deep focus can accomplish more than hours of distracted work. During these blocks, silence notifications, close unrelated tabs, and let colleagues know you’re focusing — this creates a culture of respecting each other’s productivity.
5. Keep Workspaces Organized
A cluttered desk can create mental clutter. Make it a habit to tidy up at the end of each day so you start fresh in the morning. For shared spaces, like supply rooms or the staff lounge, an organized environment means less time searching for materials and more time engaging with scholars.
6. Leverage Technology Wisely
From shared calendars to collaboration apps, technology can streamline communication and scheduling. At CASA, we use digital tools to stay connected across teams and ensure everyone has access to important updates in real time. However, technology should serve you — not overwhelm you. Choose tools that fit your workflow and avoid downloading too many apps that create digital clutter.
7. Build Buffer Time into Your Schedule
School days are unpredictable — a quick conversation with a parent or an unexpected scholar need can throw off your plans. Adding small buffer periods between tasks allows you to handle surprises without feeling stressed or behind.
8. Take Short, Intentional Breaks
It’s easy to power through the day without stopping, but research shows short breaks boost focus and energy. Step outside for a breath of fresh air, stretch, or grab a healthy snack. At CASA, we know that when staff take care of themselves, they have more energy and patience to care for our scholars.
9. Share and Delegate When Possible
You don’t have to do everything alone. Collaborating with colleagues and delegating certain responsibilities frees you up to focus on the work only you can do. For example, if a volunteer or assistant can prep materials, that gives teachers more time for instruction and relationship-building.
10. End the Day with Reflection
Take a few minutes at the end of the day to review what went well, what could be improved, and what needs to be carried over to tomorrow. This reflection creates a sense of closure and helps you start the next day prepared. At CASA Academy, this practice also helps us celebrate wins — big or small — which keeps morale high and reminds us why we do what we do.
