As information professionals, our days are often packed with meetings, reference questions, instruction sessions, collection management, and more. It can be easy to lose sight of what really matters. That’s why effective time management isn’t just about getting more done – it’s about making sure your time reflects your professional priorities and personal values.
Whether you’re a solo librarian, part of a team, or managing a department, these time management strategies will help you focus on what matters most and reduce the noise that distracts you from your core mission.
1. Start with Your Job Description
To manage your time effectively, begin by reviewing your official position description. This document outlines your core job responsibilities, or your true north. Compare what’s in your job description to what’s actually filling your calendar. Are you spending time on your primary duties, or have you drifted into tasks that don’t align with your role?
Pro tip: Highlight your key duties and use them as a filter when deciding where to spend your time and energy.
2. Define Your Short- and Long-Term Goals
Clarity around your goals helps you prioritize tasks and make informed decisions about where to focus. Set both short-term goals (e.g., launch a new library program, learn a new tool) and long-term ones (e.g., earn a leadership role, present at a national conference).
Write these goals down and revisit them regularly. Keeping your goals visible helps you stay on track and say “no” to distractions that don’t serve your larger vision.
3. Say Yes Only When It’s a “Hell Yes”
New opportunities can be exciting, but they can also derail your focus. Before you say “yes” to a new committee, collaboration, or project, ask yourself: Is this an enthusiastic ‘hell yes’? If not, it might be a “no” – or at least a “not right now.”
Learning to set boundaries is a professional skill. It protects your time and helps you show up fully for the things that truly matter.
4. Apply the 80/20 Rule
Also known as the Pareto Principle, the 80/20 rule suggests that 80% of your results come from 20% of your efforts. Identify the small number of tasks that generate the most impact, whether that’s student engagement, grant writing, or digital collection development, and prioritize them.
Once you know where your highest-impact work lives, make those tasks non-negotiable.
5. Put It on the Calendar
If it’s not scheduled, it’s not real. Block time on your calendar for deep work: goal-setting, high-impact tasks, and anything that moves the needle. Avoid the trap of “fitting it in” between meetings or after hours.
Treat this scheduled time like a meeting with your most important stakeholder – your future self.
Final Thoughts
Time management in libraries isn’t about hustle, it’s about harmony. When your daily activities align with your professional responsibilities, personal values, and long-term goals, you’ll experience less stress and more satisfaction in your work. Start small, be consistent, and watch your focus and impact grow.
Kathryn Vela 