Genius Time Management Tips for PTO Volunteers

Genius Time Management Tips for PTO Volunteers

Ever feel like you’ve completely lost yourself to your PTO and PTO has taken over your life?

Sounds like you need some time management tips, no?

It’s easy enough to do because there’s so much that needs to be done!

But that way of thinking is part of the problem…

For one, it’s really not feasible to do everything.

You’ve got to be realistic and set some priorities, pronto.

And you can’t expect to be able to get to everything on your list.

If you don’t set limits, chances are you’ll over extend yourself.

And when that happens, you may start resenting all the time you’ve been putting into all things PTO or not feel appreciated.

And then you’ll find that you’ve spiraled down into not such a good place.

Oy. Not good.

So let’s make sure that doesn’t happen, okay?

Here’s how not to lose yourself to all things PTO and manage your time better!

Schedule out your week

First and foremost, set a weekly schedule and stick to it!

If you struggle to physically get out of the school, figure out exactly when you’ll be in the school and for how long.  

Plan to NOT be there all day.  

Don’t leave things open ended because you’ll just get sucked into helping out at school and then will come home to an unfinished to do list that has you grumpier than Oscar the Grouch.

In fact, plan to spend just the time necessary to get your project done in the building.

And then leave. Seriously!

Also make sure that you’re leaving enough time for everything else you’ve got to get done accomplished…

All the things like grocery shopping, house chores, “real” work (you know, like your job!) should be on your schedule so you can account for them.

Keep adjusting your schedule each week until you feel a balance has returned and then stick with scheduling out your time so you don’t get sucked in again!

Carve out specific PTO time

Instead of bopping from task to task, be intentional about the time you’re spending on PTO.

Carve out an hour a day, or any other specific amount of time, to work on PTO tasks.

PTO tasks can quite often take up a lot more time than they need to, and if you’ve found this to be an issue to, you’ll need to be ruthless with your time.

In fact, there’s an old adage known as Parkinson’s Law, which says that work expands to fill the time available for its completion.

In other words, it’ll take as long to finish as you make it!

So instead of not setting limits on your time for PTO projects, start setting limits.

And what’s more, focus on the project during that time limit.

You’ll probably find that concentrating your focus for a defined period of time results in the job getting done faster.

If nothing else, you’ll be limiting the time you spend on PTO stuff, which will literally free you up for other projects!


Next, it’s time to get real about what you can really do.

Woman, you really have to stop trying to do everything yourself!

If not, you’ll get overwhelmed, or worse, yet, burnt out!

Before you get to that point, take a look at your task list.

Do you really have to everything on the list?
What can be delegated?

If you’re not sure about what tasks to delegate, check out this in depth look at the best way to delegate for PTO leaders.

Say No

You must think I’ve lost my mind, but the very best leaders know when to say no- both for themselves personally and for their organizations!

Knowing when you should say no to goes back to goal setting.

I harp on planning and goal setting for many reasons and this one right here is certainly one of them!

If you don’t know where you’re going, then you won’t know what opportunities to take up or pass by.

With either your personal goals or group objectives in mind, you’ll have a pretty clear vision of where you’re headed and how to get there.

Over to you!

What other strategies and techniques do you have for staying on track, and not getting distracted or overwhelmed with all the PTO things?

Let’s chat about them in the comments!

You might like…

If staying on track is a struggle for you as PTO / PTA President, then check out the President’s Success Kit!

The kit comes with a monthly timeline, goal setting sheets and all the forms and sign up sheets you’ll need to keep you on track!

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