As a teacher, your to-do list might feel never-ending, with lesson plans, grading, and meetings all competing for your time—on top of the countless ways you support your students. But with a few smart time-management strategies, you can regain control of your schedule, reduce stress, and even find a little breathing room in your day.
We’ve compiled the practical tips to help you streamline tasks, stay organized, and create more balance, so you can focus on what you love most: making a difference in the classroom.
How much time do you actually have?
Let’s start by calculating how much unstructured time you have in your schedule during contracted hours. The easiest way is to conduct a time audit.
For 3-5 days, record how much time you spend on different activities (e.g. making copies, doing lesson plans, setting up Google classroom, getting coffee, chatting with colleagues).
Add up the unstructured time you have available daily.
Then, analyze the results. Where is your time going? What’s taking the most time? Do you want to spend time on these things?
Now let’s figure out how to rearrange tasks to fit more neatly into your schedule.
Create a list of tasks you do regularly. This can be daily and/or weekly.
Assign a time estimate to each. If need be, break down larger tasks into smaller, doable chunks to more easily fit into your schedule.
Categorize each task as creative (lesson planning, writing emails), analytical (grading), logistics (paperwork) and tasks that take less than 15 minutes to complete.
Mark the priority tasks that must get done.
Urgent and important – clear deadline and consequences for not acting
Important – no set deadline but helps you stay on top of things
Neither – helpful but not necessary, good to do when time allows
Use a planner to map out your week.
Slot in tasks in available timeslots, starting with the ones you marked as priority.
When possible, group similar tasks together. Task switching takes more energy and is less productive.
If any tasks do not fit in the schedule, keep them on a list to do as you have time.
Consider theming your days to make organization easy, e.g. Monday is administrative work and filing, Tuesday is gathering materials, Wednesday is grading, Thursday is lesson planning, and Friday is photocopy day for the following week’s lessons.
Tips for Better Time Management
Good time management takes practice. Continuously evaluate and adjust your strategies as needed. Here are some additional tips that can help.
Touch it once. When you pick something up, put it where it goes. Those few extra seconds will save you time in the long run and keep you organized.
Tackle 2-minute tasks. Completing these small tasks will keep them off your to-do list later.
Close your door. Anytime you’re without students, keep your classroom door closed to help prevent interruptions. Silence your cell phone and don’t check your email. Set aside time to work on the project at hand.
Protect your prep. If you have a prep in a shared space, put on your headphones and sit in the least visually distracting spot. Put up a sign above your workspace saying “Easily distracted! I’m happy to catch up later. I promise!”
Not everything has to be graded. Use a grading matrix like the one below.
URGENT
LESS URGENT
IMPORTANT
Must grade ASAP (course exams, school/county state requirements)
Must grade when time allows (tests, projects)
LESS IMPORTANT
Students can self-assess using a rubric or grade each other (quizzes)
Consider not grading (practice, homework, warmups, portfolio pieces)
Do the thing you don’t want to do first. Tackling the most challenging or dreaded task early in the day allows you to apply the greatest focus. It also boosts your motivation and makes the rest of your tasks feel easier by comparison
Leverage tech tools to make your life easier. Try Artificial Intelligence (AI) in lesson planning, creating grading rubrics, and writing notes to parents, among other tasks. Just be cautious if you use AI for grading. That has raised some concerns among parents.
Get help from your students. Assign your students roles to help maintain the classroom. They can update centers, file papers, and grade each other’s work on simple quizzes like weekly spelling tests. Similarly, you may be able to use parent volunteers to do some of your photocopying if your school policy allows it.
At the end of each day, write down 3 things you will get done the next morning. That way, you don’t have to think when you walk into class. Prepare your workspace and materials the day before. Similarly, make a list before you leave on Friday for the week ahead.
Learn to say no. Be selective in taking on additional responsibilities beyond your contractual obligations. Pro Tip: When you want to say no but can’t bring yourself to vocalize it, say “I’ll have to let you know.” Then you may follow up with an email declining the task.
Too much work and too little time
If you’re like many teachers, the workday doesn’t always end when the bell rings. There’s always more you could do—but should you? Decide how much time you’re willing to dedicate outside of school hours and set clear boundaries. Even reclaiming a few hours each week can make a meaningful difference.
Schedule appointments or commitments at the end of the school day to ensure you leave on time.
Collaborate with your administrator to prioritize tasks and manage your workload effectively.
Discuss ways your school can help teachers avoid burnout.
Prioritize self-care. A well-rested teacher with good work-life balance is a better educator.
At California Casualty, we’re committed to supporting those who inspire and educate the next generation. Happy American Education Week!
This article is furnished by California Casualty, providing auto and home insurance to educators, law enforcement officers, firefighters, and nurses. Get a quote at 1.866.704.8614 or www.calcas.com.
In the classroom, every second is an opportunity to learn. That’s where sponge activities come in—quick, engaging learning tasks that soak up spare moments like a sponge, turning downtime into teaching time. Whether it’s a fun brain teaser, a vocabulary challenge, or a quick math drill, these activities keep students engaged and learning, making the most of every moment.
What exactly are sponge activities?
The term was coined by educator Madeline Hunter. She envisioned activities that reviewed previously learned material and provided ways to practice and engage with the content. The best sponge activities are fun and engaging, and don’t seem too academic.
Sponge activities are often confused with brain breaks. Brain breaks offer a break from learning to energize or relax students so they can refocus. Sponge activities are learning activities.
When should you use sponge activities?
When the lesson finishes earlier than expected
When the lesson doesn’t pan out and you need to switch gears
When the Wi-Fi goes out and you don’t have access to your planned lesson
When you have a few minutes left in class before dismissal or the next activity
When you want to add a fun element to learning
When you want to engage students to prevent behavioral management issues during downtime
Engaging & Effective Sponge Activities
Sponge activities do not just happen. They are pre-planned just as any of your lessons. However, once you establish your list of “go to” sponge activities, you can incorporate them at a moment’s notice. Here are some of our favorites.
Language Arts
Storytelling: Write a story collaboratively with the whole class. Use a ball to toss around. The person with the ball must add one sentence to the story. Record the story so students can later illustrate it.
Word scramble: Ask students to write down spelling words so that the letters are scrambled. Then, have them switch papers with a classmate and challenge students to unscramble the words. Alternatively, write a multisyllabic word on the board and have students find as many words as possible using a selection of letters from the word.
Spelling chain: Give the students a word to spell. The challenge is that each student spells just one letter and they must do it in order. The first student says the first letter, the second the second letter, and so on. Any student who gives a wrong letter sits down.
Advice column: Ask students to write a letter to a character in the book the class is reading. Students could offer advice at a pivotal moment, share their support, or ask questions. This really helps students to engage with the text.
Vocabulary guess: A volunteer stands at the front of the room with their back to the board. You write a vocabulary word on the board. The student then calls on the class to provide clues so they can guess the word.
Wordle for kids:Spellie consists of three daily puzzles ranging in difficulty. The easiest level has four letter words that are good for kindergarten to grade 2. The medium and hard versions use five letter words but keep to words that are common to a fourth-grade vocabulary.
Math
Countdown: Sit students in a circle and ask them to count by 2s, 5s, etc. Make it more difficult by counting backwards or skipping prime numbers.
Wordy math: Give students an equation and ask them to write a word problem for it.
Around the world: You will need flashcards with simple math equations. Start with two students and see which one solves it first. The winner plays the next student using a new flash card, and so on, until it travels around the classroom, and everyone gets to play. You can also do this in small groups.
Problem-solving box: Keep a small box and blank cards available for students. When they have free time, they can write a problem and place it in the box. For your sponge activity, draw a card from the box and challenge the class to solve it.
Mental math: How fast can students calculate an answer in their head? Can they beat a calculator? Start with easy computations to build confidence and gradually increase difficulty.
Race the teacher: Challenge your students to complete a math page more quickly than you can. You can even have students create the questions.
Social Studies
History charades: Have students act out people, situations, and events that occurred during the period you are studying.
20 questions: Write down a name, event, or other content from your current unit. Students choose a card and then the class asks them yes/no questions to discover the answer. If the class cannot guess it within 20 questions, the student has successfully stumped them.
Historic careers: What careers would students have chosen if they grew up in the historic era the class is studying? Ask the students to write down requirements for that job and to create a daily schedule.
The list of lists: How many states can students name in a minute? 5 minutes? Choose any content that can be shared as a list and challenge students to compile it within a timeframe.
Advocacy: Ask students to take a stand about a local or state issue. Present both sides of the issue. Have them write an email to their local or state official about their view.
Four corners: Present students with a statement related to the unit the class is studying. Have students assemble in one of the four classroom corners: strongly agree, agree, disagree or strongly disagree. Then have each group discuss why they felt that way.
Science
Student teacher: Ask for a volunteer to be the teacher. That student will quiz the class about the lesson. Model first what you are looking for and prepare a rubric with types of questions the student can ask.
20 questions: Write down a scientific element, animal/species, or content from the unit the class is studying. Students choose a card and then the class asks them yes/no questions to discover the answer.
The list of lists: How many elements on the periodic table can students name in a minute? Choose a category and challenge students to list items within that category.
Brilliant scientist: Ask students to design an experiment that will prove a concept that the class is studying. (For younger students, give them the steps of an experiment and have them put the steps in the right order.)
Science fiction: Take a scientific concept and have students create a story around it.
Breakthrough news: Ask students to write a news article on a past scientific discovery (e.g. discovery of gravity).
General
Last one standing: Have students write down items in a category related to your content area. Then, ask all students to stand. One by one, have students read one item on their list. If that item appears on anyone else’s lists, it must be crossed off. When all items on a student’s list are crossed out, they must sit down. The winner is the last one standing.
Epic tech: Use Padlet to help students process the lesson. What 3 things did they learn? What 2 questions would they put on a quiz? Or try these other tech tips and tricks from a third-grade teacher.
Blackboard races: Divide the class into teams. Pose the question and then students race each other to the blackboard to write the answer. Points are awarded for speed and accuracy.
Music to my ears: Have students free write or draw to different types of music, with prompts based on your content area.
Study habits: Have students create mnemonics using their own silly sentences to remember a series of terms. They can even create a chant or cheer that the class can practice.
Homework help: Model the use of AI and how it can help with homework questions. Then, ask the class some questions to ask AI. Discuss when it is appropriate to use, and when it is not.
Do you have a sponge activity that’s not on the list? Share it with your colleagues in the comments below.
This article is furnished by California Casualty, providing auto and home insurance to educators, law enforcement officers, firefighters, and nurses. Get a quote at 1.866.704.8614 or www.calcas.com.
Imagine turning your classroom into a hub of creativity and efficiency with just a few clever tweaks. These classroom hacks aren’t just about organizing supplies; they’re about saving time, reducing stress, and making learning more fun for everyone. Ready to unlock the secrets to a smarter, more effective classroom? Let’s dive in!
General hacks
Painter’s tape: Put painter’s tape on the wall, desks or bulletin boards before attaching Velcro or even using hot glue. It makes it so easy to remove everything when you’re done.
Shrink-it and laminate: Reduce your schedule and your class list(s) down to a tiny size. Laminate and wear them behind your badge for easy access.
YouTube edit: Add a dash after the “T” in the YouTube link and you’ll get access to the ad-free version of your videos.
Rubber band: Fasten a rubber band under the hand sanitizer pump (or any other pump) to limit the amount that comes out. You can adjust the placement as needed.
Organization and storage
Backpack hooks: Get those backpacks off the floor with hooks that fasten right on the back of students’ chairs. The extra wall space and maneuverability will make your classroom seem larger.
Magazine racks: Organize papers in magazine racks or file boxes. Label them so you know which is which. This way, they’re also easy for students to access as needed.
Hanging shoe rack: These are perfect to store supplies, from multiples (like headphones) to basics (scissors, tape and more). Get one with clear pockets so you can easily see what’s inside. Pro-tip: Keep one slot for errant marker tops that could then be used for markers suddenly missing tops.
Shower curtain rod: Once you set up this rod, you can use hangers with clothespins to hold plastic packets with papers.
Classroom management
Coloring tablecloths or murals: Allow students to color when they finish work early or while awaiting transitions.
Tap lights: Place the lights next to the descriptions of classroom noise levels (e.g. playground voice, table talk, whisper, and no voice). Then tap the light corresponding to the appropriate level. For a fun alternative, try this website to alert students when they’re too loud.
Mystery rewards: Write down a series of rewards, such as extended recess or no homework. Then cover those rewards with Post-it notes. Write a desired behavior on the Post-it, such as lining up quietly. When students do it successfully, remove the Post-it to reveal the reward.
Mirror: Hang a full-length mirror horizontally and at an angle above the white board, smart board, or blackboard in your classroom. This works as a rear-view mirror so you can see student behavior while you’re facing away. Pro tip: One teacher uses extra-large binder clips to attach to mirror corners, then runs a cord through the black part between the clip and mirror for a no-tools way to secure the mirror.
Quiet spray: Fill a spray bottle with water. Colorfully and clearly label it “quiet spray.” When you need the class to settle down, spray the mist in the air. You will automatically grab student attention and generate lots of smiles.
Arts and crafts
Soap dispensers: Store paint in old, clean soap dispensers so students can pump to get the paint.
Salt shakers: Fill salt shakers with glitter for an easy way to dispense. Pepper shakers will work too but they have fewer holes.
Laundry drying rack: These racks are perfect for drying student artwork overnight, without taking up that coveted counter space.
Duct tape marker caps: Take a box of new markers and duct tape the caps together in a set. That way, students can pull out the markers, use them and replace them in the set. It’s an easy way to make sure none are missing.
Small groups
Stadium seating: These seats have backs, which make sitting on the floor comfortable. Students love them and they are perfect for small group work when you don’t have an extra table and chairs.
Rolling carts: Long the domain of traveling teachers, rolling carts are wonderful self-contained storage units. Use them to store the essential supplies, from books to manipulatives, for small group work.
Dry-erase clipboards: These eliminate the need for a desk and can be used again and again. For a tip on storage and erasers for these markers, see the next section. Pro Tip: Not enough white boards to go around? Use a plastic plate. You’d be surprised at how well it works.
Number assignments: If you have a Chromebook cart, assign each student a laptop number for the year. Make sure there’s a corresponding number on the cart. That way, you can easily track that the Chromebooks are returned and plugged in to charge.
Independent work
Socks and pom-poms: Use old socks to store dry erase markers. The socks also make great erasers. Alternatively, glue pom poms at the end of dry erase markers for automatic erasers.
Dry erase pockets: Place worksheets in dry erase pockets so students can work on problems again and again.
Silverware tray: Get an inexpensive silverware tray and use it to organize writing utensils in your writing center.
Highlighter basket: Place a basket of highlighters by the place where students turn in work. Have them highlight their name before they place their paper in the bin. This helps reduce no-name papers.
Check out our blog on Design Tips for more ideas of how to organize your classroom. Our Welcome Back to School blog offers tips on the first 10 days of prep and plans.
Do you have a classroom hack that’s not on the list? Share it with your fellow educators in the comments.
This article is furnished by California Casualty, providing auto and home insurance to educators, law enforcement officers, firefighters, and nurses. Get a quote at 1.866.704.8614 or www.calcas.com.
California Casualty has delivered $1,000 Thomas R. Brown Athletic Grants to educators at 13 public middle and high schools across seven states to help support their school sports program(s). Since its inception in 2010, the Thomas R. Brown Athletics Grant Program has helped fund burdened athletic programs in 763 public schools across the nation.
Named in honor of Tom Brown, an ardent sports enthusiast and California Casualty Chairman Emeritus, the Thomas R. Brown Athletic Grant reflects his conviction that the values cultivated on the field—such as teamwork, trust, communication, and confidence—extend far beyond sports, enriching academic and personal development. Athletic programs play a pivotal role in shaping students’ character, fostering well-rounded individuals who excel both in the classroom and in life.
“The athletic departments mission is to provide our students who come from an underserved community the opportunity to develop sport skills by maximizing participation and focusing on fundamental skills. El Camino Jr. High School sports focus on developing positive values, learning sportsmanship, teamwork, communication and cooperation. This grant will go towards purchasing equipment such as volleyballs, basketball, ball racks and nets…. to enhance the lives of our student athletes,” said CTA Member and applicant Ashley Sandoval.
California Casualty recognizes the vital role of youth sports in promoting children’s physical and mental well-being. We are delighted to announce that the 2023/2024 Athletic Grants will support the following initiatives:
Angevine Middle School, Lafayette, CO – Basketball, Flag Football, Soccer and Track
Burley High School, Burley, ID – Wrestling
Challenger Middle School, Tucson, AZ – Boys and Girls Soccer
CY Middle School, Casper, WY – Boys Soccer
Del Campo High School, Fair Oaks, CA – Girls Flag Football
Del Mar High School, San Jose, CA – Football
El Camino Jr High, Santa Maria, CA – Basketball and Volleyball
Hillsboro High School, Hillsboro, OR – Cheerleading
Montebello High School, Montebello, CA – Girls Golf
Scappoose High School, Scappoose, OR – Bowling
Shadow Hills High School, Indio, CA – Boys and Girls Soccer
Syringa Middle School, Caldwell, ID – Boys Basketball
Turner High School, Kansas City, KS – Boys and Girls Golf
Congratulations to all of our 2023/2024 grant recipients!
Angevine Middle School, Lafayette, CO
Scappoose High School, Scappoose, OR
Hillsboro High School, Hillsboro, OR – Cheerleading
It’s time for a well-deserved break and a chance to catch up on your reading. Whether it’s for professional development or relaxation, a summer reading list is a staple for educators. Let’s explore some must-reads to make the most of your summer downtime.
If you struggle with organization and efficiency in today’s information-laden, hi-tech world, imagine how your students must feel. This book seeks to provide the strategies that help you, and them, navigate the demands of school and life effectively. These are the skills and resources that can help prepare students for future success.
Adaptable to any subject area, this book offers activities, resources, and ideas to bring energy, engagement, and motivation to teaching and learning. The author provides strategies to build relationships with hard-to-reach students. The author is a trainer who runs “unforgettable” courses for educators.
As Utah English Teacher of the Year, author Mike Roberts has been successful in creating a learning environment that engages students. His tips help maximize teaching time, reduce behavior issues, and enhance student ownership. From year-long future planning to quick tips to implement tomorrow, he offers the principles and practices that make a difference in classroom management.
Artificial intelligence (AI) is changing how we work, think, create, and learn. It’s already in the classroom, and teachers must be able to navigate this new tool in largely uncharted waters. From interactive learning to assessments, this book offers a practical guide toward integrating AI in the classroom while retaining academic integrity.
This quick read might just revolutionize your in-service training next year. It offers quick training sessions with practical strategies that offer high-impact results. Even the best teachers can find ways to improve. If you find this book helpful, share it with your principal.
There are tiny changes that you can make in your life that can have big and lasting results. That’s the idea behind Atomic Habits. Author James Clear uses biology, psychology, and neuroscience to help make good habits inevitable. Despite being time-crunched or having a lack of motivation, you can be successful with this innovative approach.
As the author states, “Burnout isn’t a failure. It’s a wake-up call.” Dr. Sangwan explains the five levels of burnout—physical, mental, emotional, social, and spiritual—and how to address each one. She will help you align your decision making on what matters most to you, and as a result, connect to your colleagues and your job in a new way.
The author is a former teacher and instructional coach who understands the challenges to mindfulness that can be present for educators. She walks you through a process that helps you reflect on your life through Maslow’s hierarchy of needs, using positive psychology as a guide toward developing a personalized plan for self-care.
Henry Winkler is an Emmy award-winning actor, author, comedian, producer, and director. He achieved these successes despite severe dyslexia. His memoir offers a vulnerable look at the challenges he faced, including the pressures of his signature role that took a life of its own and what to do when it seems your best years are behind you.
This global bestseller inspired a hit television series. It follows the journey of chemist Elizabeth Zott in the early 1960’s as she navigates a male-dominated society where women are supposed to be homemakers. When she finds herself a single mother, she has to improvise. As the host of America’s beloved cooking show, she turns chemistry into delicious results.
This charming and uplifting novel is a fun read for those who love books. It follows the stories of three strangers who discover a vanishing bookstore in Dublin. In search of a long-lost manuscript, the characters find themselves transported to a world of wonder where nothing is as it seems.
Do you have a book suggestion that’s not on the list? Share it in the comments.
This article is furnished by California Casualty, providing auto and home insurance to educators, law enforcement officers, firefighters, and nurses. Get a quote at 1.866.704.8614 or www.calcas.com.
It’s a tradition in teaching to reach into your own pocket to cover classroom supplies and those fun ‘extras’ that make learning memorable. Educational grants can help. From pencils to white boards to field trips, these grants can offset your expenses and, in some cases, boost your school’s budget.
Unlike other types of funding, grants do not have to be repaid. Most grants require an application, and a report on how the money was spent. Some can be competitive. If you meet the criteria and the deadline, however, you’re on your way to earning free money.
We did a deep dive to discover some of the best and most innovative grants for educators, both on the national and state levels. Here’s what we found.
National
Colibri Special Project Grant
Up to $5,000
These grants fund projects that significantly advance student learning and create engaging student experiences. Grants are for grades K-12 in public schools. Please note however: these grants do not fund textbooks for schoolwide use, technology or A/V equipment, travel, admission fees, or field trips.
Dollar General offers youth literacy grants to help students below grade level. The grants can be used to implement new or expand existing literacy programs, purchase new technology to support literacy initiatives, or to buy books, materials, or software.
The Supply a Teacher program seeks to provide necessary resources for teachers in underserved schools. These grants are open to teachers at schools where 50% or more of students qualify for the National School Lunch Program. Applications are accepted year-round.
NEA Student Success Grants are meant to elevate and improve student development through project-based learning in public schools. Funds may be used for materials, equipment, transportation, or technology. To be eligible for this grant, you must be a member of the NEA.
Grants are available for PreK through 9th grade teachers to purchase and maintain small animals in the classroom. There is also a Dogs in the Classroom program that supports animal-assisted therapy.
These grants are for project-based learning in science, technology, engineering, and math. Note however that the Foundation does not fund computers, laptops, or tablets.
Voya funds innovative projects for K-12 classrooms, both public and private. Project areas span the curriculum, and include history, social sciences, psychology, economics, political science, career technical education, English, music, art, physical education, nutrition, and wellness.
Each quarter, the ASBA awards grants to enhance PreK-12 classroom learning. Teachers must describe how the project will impact student achievement and how it reflects the priorities of their district. Grant winners must attend a board meeting where they will be recognized.
This organization provides funds for teachers to use in their classrooms however they like. There also are local CalRTA divisions that offer direct support for local schools.
PACE Classroom Grants may be used for a variety of projects and materials, including but not limited to books, software, calculators, math manipulatives, art supplies, audio-visual equipment, and lab materials. Awards are competitive and PACE members are given preference.
These grants are for PreK-12 teachers in Idaho. The funding is to be used for specific and innovative educational classroom projects and school programs. Projects should enhance the state or district curriculum for the grade level.
These grants cover physical improvements, material needs, professional development, and community engagement. Applicants must be a K-12 public or nonprofit private school in Casey’s 16-state footprint, which includes Kansas. Submissions are due in the fall and awarded in the spring.
These grants may be used for a variety of projects and materials, including but not limited to books, software, calculators, math manipulatives, art supplies, audio-visual equipment, and lab materials. Awards are competitive, and preference is given to members of the Kansas Association of American Educators.
These grants are designed to help students meet basic, urgent, and immediate needs so they can succeed in school. Importantly, these needs must be unmet by any other source. California Casualty has proudly worked with the Oregon Education Association (OEA) as their exclusive auto & home provider since 1974, and regularly donates to the Foundation.
This funding is available for Wyoming educator professional development, and can include attending workshops or seminars, hosting events or activities, purchasing materials for use in the classroom or out-of-school educational settings, continuing education, and other related activities.
The California Casualty Music & Arts Grant was established to provide support for K-12 public schools negatively impacted by reduced budgets. To apply for this grant, you must be a member of an education association that partners with California Casualty. Learn more at the link below.
This namesake program was established 2010 based on California Casualty Chairman, Emeritus Tom Brown’s belief that lessons learned through athletics – teamwork, trust, communication, and confidence – translate in the classroom and beyond. The program is open to middle and high school employees who are members of participating education association. Learn more and apply using the link below.
Do you have a grant that’s not mentioned here? Share it with your colleagues in the comments.
This article is furnished by California Casualty, providing auto and home insurance to educators, law enforcement officers, firefighters, and nurses. Get a quote at 1.866.704.8614 or www.calcas.com.
