Hi Speechies, Do you want to save time?

Time is our most precious asset.    Make the most of it.  Save time to start creating your life on purpose.  I find that spending an ridiculous exorbitant amount of time expertly crafting evaluation reports, honestly, is not the best use of my time.  Yes, they need to be done professionally.  There is a specific purpose and rightfully so.  It doesn’t warrant taking an entire weekend worth of effort.  No.  I can’t.  Just NO.

Here are 10 time-saving tips to write reports easier and quicker.

1  Decide on a fixed amount of time for writing the report.

For example, 45 minutes.  Set a timer and work as fast as you can to get the report done in that amount of time. Then take 15 minutes (for example) later to go back, edit and re-read.

Have you ever heard of Parkinson Law?  Parkinson’s law is the idea that “work expands so as to fill the time available for its completion”. It is also sometimes applied to the growth of the bureaucratic apparatus in an organization.   Let’s not get started on “the system” today.  Time is a mental construct.  Work expands to the time we have mentally allotted in our mind.

If you give yourself an evening to write a report.  It will take you all evening.  Half the evening spent procrastinating and complaining about how much work you have.  The other half actually doing the report.  Crappy, lack-luster night.    If you don’t purposefully designate how long it will take, it could take (what seems like) forever.  DECIDE on a finite amount of time.  Work as FAST as you can.  Edit later on.  Do not stop.  Do not tell yourself you can’t.  j=Just GO.  Fix mistakes during a later session.

2  Focus on the purpose.

Sometimes the purpose of the report is merely to determine if the client continues to qualify for service. Evaluate and report based on that purpose.  Only expand on areas that are pertinent.  for example I don’t include a complete oral- motor review if that area isn’t of concern.

3 Use headings, subheadings and bullet points in your reports.

I know how you like to go to town on that narrative.  Nobody is reading it my friend, especially these days. If we want people to read our reports they must be concise and visually readable.  I guarantee most people flip straight to the summary and recommendations page.

4  Use templates.

After a couple years, you will have information that can be re-used and adapted for each student.  If you are a newbie, ask your colleagues if they’d be willing to share past reports leaving out the identifying information.  This helped me so much when I first started.  Thank goodness for amazing colleagues who are willing to share.

5 Use the find and replace feature.

I admit, I use it.  You should too.  Change names.  Change his⇒her, he⇒she (check the “single words only” option for these).

6  If possible fill in the identifying information while the client is with you.

For some clients this isn’t possible.  If not fill it in ahead of time before you start testing.  In the beginning of the year I look at all of my upcoming re-evals and get their templates at least started.  That way I can easily pull up their draft report when I’m in the middle of their testing.

7  Use questionnaires

for caregivers or teachers to fill out ahead of time.  You’ll have your detective work done for you ahead of time.

8  While testing, keep the manual with you.  Score assessments IMMEDIATELY after you are done.

If it’s a test you regularly give, score/tally as you go.  Build this time into your testing session.  Don’t wait until later.  The responses won’t be fresh in your mind.  It will take you twice as long after the fact.

9  In Microsoft Word, use the highlight feature

While you’re drafting your report to draw attention to areas that need more information or where I left off while editing.  I use it while editing.  Anything that is not highlighted does not need to be revisited.

10 Accept that you are human

Sometimes you will have a typo or mistake- It happens.  You will be embarrassed.  It’s fine.  Apologize, fix it and move on.

The next step:

It takes time to save time.  Applying these tips takes practice.  In the long run, you WILL save time.  Decide ahead, right now, how you will use that extra time.  Relaxing? Time with friends?  Sleeping?  Making fun therapy activities?  Choose purposefully here.   I use my time for family and writing to you all.

Enjoy your time my friends.

Want more? Feeling stuck?

I offer a free 20 minute coaching session to help you through your individual situation.