1. 21 Things 4 Educators
  2. 7. Productivity
  3. Define
  4. Connect
  5. Apply
  6. Additional Resources

Define: Productivity

Identify techniques and tools that promote productivity

Begin the "Define" section by reflecting on what you know and want to know about this "Thing."

“work smarter … not harder” (Allen F. Morgenstern)
Being a good teacher requires more than just teaching; it also involves planning, emails, paperwork, feedback, school meetings, and so much more.  This "Thing" will help you learn how to manage all of those duties and increase your Productivity.

Learning Objectives

  • Know the different tasks that increase productivity
  • Understand how online productivity tools can save time as well as promote collaboration for planning with your students and colleagues
  • Make connections to technology standards and best practices
  • Transfer the learning to professional practice by choosing appropriate tools and creating accounts that will allow for sharing calendars, tasks, ideas, reminders, etc.

    • Click on each title below to see detailed information.

          Image by DavidRockDesign from Pixabay

    On any given day in the school year, a teacher performs a multitude of duties. Managing all of these as well as teaching requires planning and organization. By utilizing technology for these daily tasks, teachers can boost their current structure’s efficiency, saving time. In other words, with digital tools teachers can boost their Productivity.

    Organization and planning require more than just the cloud computing skills from Thing 5, therefore this Thing will focus on other resources and tools for increasing Productivity. For clarity, we have grouped these into four tasks: collection, organizing, performing and communication.

    Increasing your productivity in the classroom requires a combination of virtual tools as well as the knowledge to use them. Just having the tool without the proficiency to implement it effectively can be frustrating and actually a waste of time.

    Like any tool, there are pros and cons. The benefits of using productivity tools include: making collaboration easier, providing easy and quick access to communication, maintaining progress tracking and 24-7 access. On the other hand, these tools can be a distraction, reduce interpersonal contact, and are susceptible to technical difficulties and data breaches. If you do a quick literary search however, you will find that most people think that the benefits outweigh the disadvantages.

    Since no one system or tool works for everyone, you will need to do your homework. When deciding which tools to investigate, consider areas of your Productivity that need improvement and explore the ones that need improvement. To assist you in your research, download the Tool Evaluation Advance Organizer and fill-it out as you go through each of the four tasks. Bonus: keep in mind that these tools can also be used to help you stay organized at home.

    Now that you have an understanding of the four types of tasks and have downloaded the advance organizer, move on to the next section - Collection Tasks.

    icon of a computer screenCollection tasks require tools that gather ideas, articles, web resources, notes, reminders, etc. and put the information in one place for easy access. They increase Productivity because all the resources for a particular “unit” are in one location and can be easily shared with your students, parents or colleagues. Keep in mind that these should be seamless across all devices, so find the ones that work best with your Cloud Suite Tool (Google, Microsoft 365, iCloud). See Thing 5 for more information about suite tools.

    Find one Collection Task Tool from this list and investigate using the Tool Evaluation Advance Organizer.

    1.  Social Bookmarking

    a.  What is it?
    “Online social bookmarking is a better idea for today‘s busy teacher. It allows us to bookmark online pages, including websites, pdfs, podcasts and videos. In essence, with social bookmarking we produce an online, readily available library collection to read and share, without fear that we won‘t be able to locate our resource again." (from: How Social Bookmarking Can Help The 21st Century Teacher - Kathleen A. Gormley and Peter McDermott) Sharing your resources with your students or other teachers is what takes social bookmarking to the next level.

    b.  How does social bookmarking increase productivity?
    Just like your files in the cloud, bookmarks can be organized making them easier to find which saves time not to mention frustration. Folders, groups, collections, categories - these are all the ways in which online resources can be grouped using social bookmarks.

    c.  Characteristics of a good social bookmarking tool

    • Browser extension available for easy access (Thing 1)
    • Mobile app available
    • Organization of resources; grade level dependent
    • Allows for creating groups to share resources
    • Easy integration into your Learning Management System (Thing 5)
    • Multi-functional

    d.  Social bookmarking tools

    • Diigo:  contains all of these features plus annotation
    • Diigolet:  bookmarklet that allows highlighting and sticky notes
    • Symbaloo:  account required, quick, contains ads
    • Wakelet:  account required, browser extension, read aloud
    • Check additional resources for more suggestions

    STOP & THINK
    Did you find a social bookmarking tool appropriate for your situation? If so, create the account (if necessary) and BOOKMARK it!

    2.  Annotation

    a.  What is it?
    Once you find a website or online article that you can use in a lesson, you might want to have your students annotate it for deeper understanding. Besides virtual note taking and collaboration, annotating can involve highlighting text which can increase accessibility of the material. Read 10 Ways to Annotate with Students by Jeremy Dean for practical application ideas.

    b.  How does annotating increase productivity?
    For teachers, annotating is a quick method of providing feedback to students. At the very least, annotating online saves time on printing hard copies.

    c.  Annotating tools

    • Diigo:  account required, also good for bookmarking
    • Note.ly:  virtual sticky note board, anonymous and account; Chrome extension
    • Sticky Notes:  Office 365 app
    • Liner:  works on all major browsers
    • Markup.io:  enable real-time commenting directly on a website
    • Check additional resources for more suggestions

    STOP & THINK
    Did you find an annotation tool appropriate for your situation? If so, create the account (if necessary) and BOOKMARK it!

    3.  File Converter/Scanner

    a.  What is it?
    File converters modify an existing material file type to accommodate accessibility for all learners. They also can convert text to audio and vice versa. Usually these tools have scanning and PDF options so they are also included here.

    b.  How does a file converter increase productivity?
    Teachers can quickly convert an existing file to make it more accessible to all students. Many of these can be done using a mobile app which saves time too.

    c.  File Converter/Scanner tools

    STOP & THINK
    Did you find a file converter tool appropriate for your situation? If so, create the account (if necessary) and BOOKMARK it!

    4.  URL Shorteners

    a.  What is it?
    URL shorteners manage and create shorter or personalized hyperlinks to websites or shared resources. While most of these are free, the best ones have freemium versions that allow for URL customization and analytics.

    b.  How does a URL shortener increase productivity?
    By converting long, unmanageable, and hard to remember hyperlinks to shorter and more memorable ones, students will be able to quickly and easily access the resource.

    c.  URL shortener tools

    • TinyURL:  URL shortener, quick, anonymous, URLs never expire
    • Bitly:  URL shortener, sign-up required
    • Zapier:  URL shortener, sign-up required, easily links to other apps
    • Check additional resources for more suggestions

    STOP & THINK
    Did you find a URL shortener tool appropriate for your situation? If so, create the account (if necessary) and BOOKMARK it!

    5.  Virtual Notebooks

    a.  What is it?
    Think of a virtual notebook as your online 3-ring binder.

    b.  How does a virtual notebook increase productivity?
    ORGANIZATION.  Not only will these tools allow for note taking, they also group materials together making it easier and quicker to search and share them.

    c.  Virtual notebook tools

    • Evernote:  app designed for note taking, organizing, task management, and archiving
    • One Note:  Microsoft 365 account, Note taking app, information gathering and multi-user collaboration. Lesson planning
    • LiveBinders:  account required; create binders, textbooks, evidence documentation and ePortfolios
    • Check additional resources for more suggestions

    STOP & THINK
     Did you find a collection tool appropriate for your situation? If so, create the account (if necessary) and BOOKMARK it!

    Now that you have interacted with collection task resources, move on to the next section - Organization Tasks.

    icon of a checklist on a phone

    Organizing tasks require tools that help with time management and planning.  On this list you will find tools that are educator specific as well as those that students can use.

    Think of the 21st Century skills your students will gain by taking responsibility for their own learning using a virtual calendar, list maker or planner.

    Find one Organizing Task Tool from this list and investigate using the Tool Evaluation Advance Organizer.

    1.  Virtual Lesson Planner

    a.  What is a virtual lesson planner?
    Just like a paper lesson plan book, virtual planners allow teachers to create and share lesson plans. Unlike a paper book however, virtual planners easily link the lessons to standards/objectives and can be readily shared with all stakeholders. For more information read the Most Used Lesson Planning Tools by Teachers (Ananya Debroy, EdTechReview).

    b.  How will using a virtual lesson planner increase productivity?

    • Reduce prep time
    • Accessible anywhere
    • Easily align lesson to standard/objective
    • Shareable

    c.  What are some characteristics of a good virtual lesson planner tool

    • Browser extension available for easy access (Thing 1)
    • Mobile app available
    • Content standards are pre-loaded or easy to enter
    • Curriculum mapping feature
    • Shareable
    • Multi-functional - example:  Planboard contains all these features plus a calendar

    d.  Virtual lesson planning tools

    STOP & THINK
    Did you find a virtual lesson planner tool appropriate for your situation? If so, create the account (if necessary) and BOOKMARK it!

    2.  Task Management

    a.  What is it?
    Task management tools are more than just list makers. They help prioritize, schedule, and remind so that you can manage your day-to-day duties. A good task management tool allows you to sync your information across all your other tools and has a mobile version. If you are new to using Productivity tools, this is a good place to start.

    b.  How will task management tools increase productivity?
    Scheduling time to complete tasks increases efficiency which saves times; time that can be used to accomplish other tasks.

    c.  Timeboxing
    If you are looking to form new time saving habits, try timeboxing. Basically, this technique involves assigning a fixed number of minutes to a task; scheduling that amount of time; and completing the task within that time frame. If you do not finish, you have to move on to the next task and schedule another time to finish the first one. Zonebox on the Mac App Store is an example of a timeboxing app.

    d.  Task Management Tools

    STOP & THINK
    Did you find a task management tool appropriate for your situation? If so, create the account (if necessary) and BOOKMARK it!

    3.  Virtual Calendars and Scheduling

    a.  What is it?
    A good virtual calendar will allow you to create and separate all of your work and personal events seamlessly from your computer to your mobile device plus assist you with scheduling by checking your availability. A great calendar will also allow you to share/sync calendars with students, staff, parents, family, etc.

    b.  How will virtual calendars and scheduling tools increase productivity?
    No longer do you have to add an event manually, these tools will do it for you by pulling the calendar and scheduling information from your other tools like emails.

    c.  Virtual calendar and scheduling tools

    • Google Calendar:  Quick Guide
    • Outlook Calendar:  How To Video; Microsoft 365 account
    • iMac Calendar:  User Guide
    • Calendly:  Appointment Scheduling - eliminates back-and-forth emails for scheduling
    • x.ai:  Scheduling Assistant- CC this and it will coordinate with others to find a time that works for all
    • LMS calendars will usually sync with other calendars
    • Check additional resources for more suggestions

    STOP & THINK
     Did you find a virtual organization tool appropriate for your situation? If so, create the account (if necessary) and BOOKMARK it!

    Now that you have interacted with organization task resources, move on to the next section - Performance Tasks.

    icon of a pomodoro timer

    Performance and productivity go hand in hand.

    When a person utilizes productivity tools, they are really boosting their ability to be more organized, have more time, and focus on the task.  These skills in turn help increase a person's ability to perform better on the task.

    One thing to keep in mind, there are many of these tools that combine tasks, which also increases performance.

    Find one Performing Task Tool from this list and investigate using the Tool Evaluation Advance Organizer.

    Performance Tasks

    a.  What is it?
    Performing tasks require tools that help you do the work. They usually sync all of your apps together for seamless connection between your calendar, reminders, to-do list, etc. Some are useful classroom management tasks like picking groups, while others help form new habits and create focus when working online.

    b.  How will performing task tools increase productivity?
    These tools are easy to use and therefore can become part of your daily routine. For example, you will not have to spend time picking groups because a performing task tool will do it for you.

    c.  Performing Task Tools

    STOP & THINK
     Did you find a performing task tool appropriate for your situation? If so, create the account (if necessary) and BOOKMARK it!

    Now that you have interacted with performance task resources, move on to the next section - Communication Tasks.

    icon of an email envelope on a phone screen

    Communication is an essential part of being productive.  

    Not only can you share your ideas with others, you can do so quickly.

    Communication is more than just using an email service, though.

    Keep in mind that communication also requires good digital citizenship skills (see Thing 8).

    Find one Communication Task Tool from this list and investigate using the Tool Evaluation Advance Organizer.

    a. What is it?
    We all communicate using email, text, IM, etc., but good communicating task tools are different. They have the ability to separate communications by user groups, committees, projects, etc. while keeping phone numbers private.

    b. How will communication task tools increase productivity?
    Since we are all multitaskers, our email inboxes and messaging apps can be cumbersome. To save us time, these tools help group the communications together so that you can easily find all the communications about one topic in one place and stay up-to-date with the topic.

    c. Communication task tools

    STOP & THINK
     Did you find a communication task tool appropriate for your situation? If so, create the account (if necessary) and BOOKMARK it!

    This is the last section of "Thing" 7's Define playlist. Now would be a great time to revisit your Reflection Document and think about what you learned in this "Thing." Capture a screenshot of your results from the Knowledge Check and post them in your Reflection Document. As you move forward, consider the following: How might you use this in your own professional practice? What goals might you set for yourself, including activities, timelines, and evaluation? What connections did you make to the ISTE Standards or your own content area standards? How will you monitor your own progress towards these goals? Then proceed to the next section.

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