By Mandy Green
3 minute read
In my work with admissions teams and higher education leaders, one of the most effective strategies I teach is how to work smarter, not harder. It’s not just about checking items off your to-do list – it’s about asking the right question before you start.
Before you dive into your tasks for the day, pause and ask yourself this:
“What’s the one thing I can do right now that will help me achieve everything faster, easier, and more efficiently?”
Now let’s apply this approach to one of the biggest time drains in higher education – email.
During my years as a long time college soccer coach, email was a constant source of frustration. I was spending hours each day reacting to messages, checking my inbox every 10 minutes, and feeling like I was never truly on top of things. This constant interruption kept me from focusing on the bigger tasks – like hitting enrollment targets or developing strategic initiatives.
I knew something had to change. So I developed a simple system – three key questions I could ask myself each day to take control of my inbox, instead of letting it control me.
- Who do I need to lead or connect with today?
In admissions, relationships are everything. Before getting lost in emails, identify who you should be connecting with to move your goals forward. Whether it’s reaching out to a high school counselor, following up with a prospective student, or thanking a colleague for their support, being proactive in these interactions can build stronger partnerships and help you hit your targets faster.
- What or who am I waiting on to complete a task?
Take a moment to review your current projects. Are any of them stalled because you’re waiting on someone else? Early in the day, reach out to these individuals or departments so they have time to respond before it becomes a last-minute scramble. This helps keep your workflow smooth and prevents bottlenecks.
- Who will need something from me this week that I can deliver now?
Anticipate the needs of your team, your students, or your colleagues. If you know someone will need information from you later in the week, provide it early. Not only does this reduce urgent requests, but it also establishes you as a proactive leader who stays ahead of the game.
When I began using these questions to guide my day, the impact was immediate. Instead of reacting to endless email chains, I was able to:
- Cut down on last-minute “urgent” requests, giving me more time to focus on high-priority tasks.
- Stay ahead by proactively following up on things I was waiting for, which made projects run more smoothly.
- Strengthen relationships through daily outreach, leading to better communication and stronger results across the board.
This simple question – “What can I do today to make everything easier?” – can shift how you approach your day. It’s such a simple question but it gets big results.
If you’re ready to embed these proactive steps into your daily routine, my Busy Coach Performance Planner can help. It’s designed to guide you through these critical questions every day, ensuring you focus on what truly matters and achieve your goals faster.