26 Feb 2025
We all know that as Exam Officers we’re used to juggling and re-prioritising the tasks in front of us. In my own place of work (HMP), we’re used to the unexpected. We’ll say “Shift Happens”. It’s a Mindset thing that helps me, when I get shoved in a different direction. Why not make “Shift happens” your own response next time and see how that changes your viewpoint.
Having a Plan for Shifting
We’ve got accustomed to making changes. Our days are one of additions deletions, timeframes and pressures. We don’t always take such things in our stride though and it’s easy to feel we’re losing control when faced with an ever-increasing number of things that get triggered when just ONE thing goes out of balance.
Having a way to re-adjust your workload can help things feel less overwhelming. You know you’re going to have to re-do your to-do list, but the key is to keep things moving with the least mental, emotional and administrative fallout!
Here’s a few SHIFT suggestions I use to re-think how I handle changed priorities.
Apply S.T.OP. principles
S.T.O.P is something I include as a 1st step panic response.
S - STOP! Take a moment to just pause and stop the overwhelm
T – Take a Breath and stop yourself having any other outburst
O – Observe or look at “what’s occurring?”
P - Put it into a new perspective. How have things changed? What’s now the new “must do”? Backtrack a bit and see what’s practical in your new revised situation.
This S.T.O.P. approach prevents you from panicking and helps you put a sensible solution together.
Divide and Conquer
The obvious approach is ‘divide and conquer’!
Business Planning often talks about 2 practical ways of re-ordering things
- Urgent and Important
- Important but not urgent
What’s now become Urgent AND Important? These are now your new MUST DO’s.
You can now re-jiggle the other tasks which are important but not so urgent. Put these tasks lower down your list.
Your focus should be on the new URGENT – in whatever form.
Here’s an example - I’m often called to put on an exam last minute. It requires a flurry of activity and often becomes my new priority if I’m told at 8am “Mr X is in court tomorrow. We need an exam for him today”.
Take a calm look at things and figure out which things have now gravitated to the top of your list!
Whilst you’re in the midst of this Change, and have your ‘I’m not Panicking’ hat on, think through what led up to things going ###.
Here’s a few things I do to evaluate my Shift Process.
Evaluate your Shift Process
- When the dust settles, decide if the Shift you were pushed into could have been avoided or altered in any way.
- Are their folk who could have helped you by-pass these scenarios, and if so, how?
- Set up a meeting where you let them know the repercussions of the Shift you had to make
Would it help to have any back-up plan, or a different way of handling change when you’re forced to re-prioritise your tasks?
We all know that flexibility is key. There may be timely reminders you could set up that could head off such Shift challenges.
Exam preparation is a huge Team Effort and if anyone has been responsible for a major alteration to your timetable, then they need to be informed of the ripples.
Working together to pre-set deadlines needs everyone to play their part. We can’t always avoid the unexpected, but how you deal with these kinds of Shifts will stop them happening on a regular basis.
When you’re in a Shift rather than a #### Mindset, you’re prepared to adapt to meet the situation.
And finally
You know your stuff. You’ll have a solution to any situation. Make sure it leaves the least impact on your mental well-being and Team dynamics.
Your ability to move with the curve will show your breadth of Emotional Intelligence and confirm your value to your school’s Exam Team.
Ready to take your exam preparations to the next level? Let’s make sure your students and staff are ready for success this summer.
I work with schools to prepare their students for the mental challenge of exams. I have strategies to support your staff and students during the exam period including a Student Stress Bundle on Building Exam Resilience and Last-Minute Panic Attacks.
Want me to come and talk to your school, or work with your staff on Exam Stress and Thinking Skills? Contact me at hello@geraldinejozefiak.com for details.