The Ultimate IB Organisation System: Your Guide to Juggling it All

Let's be real: the IB Diploma is a monster juggling act. You've got six subjects, the Extended Essay (EE), Theory of Knowledge (TOK), Creativity, Activity, Service (CAS), plus a constant stream of Internal Assessments (IAs) and deadlines. Staying on top of it all isn't just helpful—it's the single most important skill for surviving and thriving in the IB. Think of good organisation not as a chore, but as your secret weapon to reduce stress and unlock higher scores.

Here’s a step-by-step guide to building a rock-solid organisational system that actually works.

Step 1: Master Your Calendar

Your calendar is the foundation of your entire IB life. If a task, deadline, or study session isn't in your calendar, it might as well not exist. It's time to go beyond just noting down exam dates.

• Go Digital: Use a tool like Google Calendar or Notion that syncs across your phone and laptop. You need instant access to your schedule, wherever you are.
• Colour-Code Everything: Assign a specific colour to each subject and to the Core components (EE, TOK, CAS). This gives you an instant visual overview of your week. For example: Blue for Biology, Red for History, Green for Math, Purple for Core.
• Block Out Your Ideal Week: Sit down on a Sunday and plan the week ahead. Schedule everything: your classes, dedicated homework slots for each subject, EE research time, CAS activities, and—crucially—your breaks and social time.
• The Buffer Time Rule: For every hour of focused work you schedule, add 15 minutes of buffer time. Things always take longer than you expect. This prevents one task's delay from derailing your entire day.

Step 2: Prioritise Like a Pro with the Eisenhower Matrix

When you have ten things to do, how do you decide what to tackle first? The Eisenhower Matrix is a simple tool to stop you from panicking and help you focus on what truly matters. You categorise every task into one of four boxes:

Step 3: Tame the Giants (The EE and IAs)

The biggest cause of IB stress is staring at a huge project like the 4,000-word Extended Essay and having no idea where to start. The solution is task chunking—breaking the monster down into tiny, manageable, non-scary pieces.

Instead of putting "Work on EE" in your calendar, break it down like this:

• Week 1: Finalise Research Question and create a detailed outline.
• Week 2: Find and read 5 core academic sources.
• Week 3: Write a draft of the introduction (300 words).
• Week 4: Write the first body paragraph/section (500 words).

Each of these is a small, achievable task you can complete in a single study session. This strategy transforms overwhelming projects into a simple checklist.

Step 4: Upgrade Your Study Techniques

Being organised also means studying smarter, not just harder. Make sure your study blocks are effective.

The Pomodoro Technique

This is a game-changer for focus. Work in an intense, distraction-free sprint for 25 minutes, then take a 5-minute break completely away from your desk. After four "Pomodoros," take a longer 15-30 minute break. This prevents burnout and keeps your concentration sharp.

Active Recall > Passive Reading

Simply re-reading your notes or textbooks is one of the least effective ways to revise. Your brain needs to be challenged. Instead, focus on active recall:

• Do past papers under timed conditions.
• Explain a concept out loud to a friend or family member.
• Create flashcards and test yourself.
• Close your notebook and try to write down everything you remember about a topic.

Step 5: Build Your "Second Brain" for Notes

A disorganised notes system means panic before exams. Whether you prefer physical notebooks or digital apps, the structure is what matters. We recommend going digital with a tool like Notion, OneNote, or Google Drive for easy searching and organisation.

Here’s a simple, effective folder structure:

• Main Folder: IB Diploma
  • Sub-folder: Subject 1 (e.g., Economics HL)
    • Folder: Notes (by topic/syllabus point)
    • Folder: IA Materials
    • Folder: Past Papers
  • Sub-folder: Subject 2 (e.g., Chemistry SL)
  • ...and so on for all six subjects.
  • Sub-folder: CORE
    • Folder: Extended Essay
    • Folder: TOK
    • Folder: CAS

Spend 20 minutes at the end of each week filing your notes from class into the right folders. This small habit will save you dozens of hours later.

Step 6: Protect Your Wellbeing

Finally, remember that you are not a productivity machine. A good organisational system creates space for rest, which is essential for performance.

1. Schedule Your Downtime: Just as you schedule study sessions, block out time for hobbies, exercise, and seeing friends. Protect this time fiercely.
2. Manage Your Energy, Not Just Your Time: Identify your peak focus hours. Schedule your most difficult subject (like Math HL problem-solving) for that window. Save easier tasks for your lower-energy periods.
3. Prioritise Sleep: Sleep is when your brain consolidates memories and learns. Sacrificing it for last-minute cramming is a terrible trade-off. Aim for 7-8 hours consistently.
4. Consistency over Cramming: One hour of focused work every day is infinitely more effective than a panicked 7-hour session on a Sunday. The IB is a marathon, not a sprint. Your organisational system is what will carry you over the finish line.