If there’s one thing I’ve learned over the years, it’s that librarians wear a lot of hats. From helping users with research to managing collections, attending meetings, and keeping up with new trends—there’s always something demanding your time. It can feel overwhelming, but the good news is that small changes can make a big difference. Here are 10 practical, tried-and-tested tips to help you manage your time better and, hopefully, find a little more balance along the way.
1. Prioritize with a To-Do List 📋
There’s nothing quite as satisfying as crossing items off a to-do list! Start your day by jotting down what needs to get done and focus on the most important and urgent tasks first. I also include a couple of easy-to-complete items—because, let’s face it, checking things off feels great and gives me the momentum to tackle the bigger stuff.
2. Time Block Your Calendar 🗓️
Instead of letting tasks bleed into one another, I block out time for specific activities on my calendar—an hour for emails, two hours for project work, or 15 minutes to grab a coffee. Time blocking helps me stay focused and prevents tasks from taking over my whole day.
3. Learn to Say “No” (Politely) 🙅♂️
Saying “yes” to every request is tempting, but sometimes you have to protect your time. I’ve found that politely saying no—with a little kindness—works wonders. Something like, “I’d love to help, but I need to focus on a priority task right now. Can we revisit this later?” sets boundaries without burning bridges.
4. Automate and Delegate When Possible 🤖
Over time, I’ve learned that I don’t need to do everything myself. Automating small, repetitive tasks (like sending reminders) saves time. Delegating tasks to team members also helps lighten the load—a great way to allow others to grow.
5. Use Focus Tools for Deep Work 🧘
We’ve all fallen into the trap of quick distractions (hello, endless emails!). Using tools like the Pomodoro Technique—where you work in bursts with short breaks—has helped me stay productive. Apps like Forest block distracting websites, keeping me focused when I need to dive deep into a task.
6. Make Meetings Short & Purposeful 🧑💼
Meetings can be helpful—but only when they’re managed well. I always ask: “Is this meeting really necessary, or could it be a quick chat or an email instead?” If a meeting is essential, I stick to a clear agenda and aim to finish early. It’s incredible how much more efficient meetings can be when everyone is on the same page.
7. Take Breaks to Recharge ☕
I used to power through long workdays, thinking it would help me accomplish more. Spoiler alert: it didn’t. Now, I make time for short breaks throughout the day—even if it’s just five minutes to stretch or sip coffee. Those small pauses help me recharge and come back more focused.
8. Reflect & Adjust Your Routine Regularly 🔄
No routine is perfect, and things change. I take time every week to reflect on what worked well and what didn’t. Did I manage my tasks effectively? Could I have scheduled things differently? This reflection helps me make small adjustments and keeps me on my game.
9. Leverage Apps Like Trello & Outlook 📱
Keeping track of tasks and schedules can be overwhelming, but tools like Trello and Evernote help me stay organized. I also rely on Outlook to block time on my calendar and manage meetings. The right apps can make life a lot easier—just find what works best for you and stick with it.
10. Celebrate Wins, No Matter How Small 🎉
Getting caught up in what’s next is easy, but taking time to celebrate small wins is important too. Whether it’s wrapping up a tricky project or helping a student with research, those little moments of success keep me motivated. Every achievement counts—big or small!
Final Thoughts
Managing your time as a librarian isn’t about cramming more into your day—it’s about finding balance and staying focused on what matters. The key is to be intentional with your time and kind to yourself when things don’t go as planned (because let’s face it, they won’t always).
So, what’s your secret to staying on top of everything? Share your tips in the comments—I’d love to learn from you too!
#LibraryLife #TimeManagement #WorkSmarterNotHarder
Rain D Librarian 