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Long To-Do List

Dear Faculty Relations: I have a major grant application coming up soon, but my to-do list feels unmanageable. What tips do you have for accomplishing (too many) tasks? —Buried in Paper 

Dear Buried: When tasks pile up, it’s understandable to feel overwhelmed. I also want to acknowledge that no set of tips can solve the structural demands faculty are navigating. That said, when you feel an opportunity slipping away because the work feels unmanageable, a triage approach can help. Here are a few tips based on a CU Boulder Archives project where archivists surveyed 1,847 collections in less than a year to prioritize projects and efficiently make collections visible and accessible to researchers.  

(Hint: Archivists rarely try to finish everything. When faced with large backlogs, they prioritize making materials visible and usable first, then return later to refine.)  

  1. Start with the big picture: Create a list of everything you need to do and what you need to know about it. This might include short descriptions, main deliverables and due dates. 
  1. Build a schedule: Review your list and move the tasks with the nearest deadline to the top. Identifying what is required to complete the task and how long it will take can help you prioritize. Ask yourself, can I knock this out in an afternoon or does the task require multiple, focused hours?  
  1. Develop your strategy: If your current approach isn’t working, it may be time to adjust how you are tackling it. Consider doing some work now and then coming back later to make improvements. Don’t let the perfect be the enemy of the good.  
  1. Create a communication strategy when working with collaborators: Getting everyone on the same page about outcomes can improve your efficiency and quality of work. Develop a communication strategy to create a shared understanding of what needs to be done, who is responsible and when it should be completed, including check-in points where everyone meets to report on progress. 

Interested in learning more about the Archive’s survey project? Read about the work here in CU Scholar. 

Written by Ashlyn Velte, Senior Processing Archivist and Kate Wright, Student Engagement & Programs Manager, University Libraries 

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