Time management

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Time Management

Presented by Guy Inaba

February 2007


Agenda

• Why Time Management? • Purpose?• Time Management (5 steps)• Summary


Why Time Management?

• Gain Time• Motivates and Initiates• Reduce Avoidance• Promotes Review• Eliminates Cramming


Why Time Management?

• Improve your Grades• Keep Stress and Anxiety in check• Keeps your Priorities in order• Be competitive in your Career/Life


Purpose of this Workshop

• Better management of time– Improve your Academic Performance– Improve Personal Performance

• Strategies– Adjust how you think about time– Awareness of time use– Change and adjustments

• Learn to Manage Yourself


Time Management

• 1) Goal Setting• 2) Tracking Your Time• 3) Planning• 4) Taking Action• 5) Evaluation and Adjusting


1) Goal Setting

• What are your Goals in life?– Remember: Goals can Change through life– Set realistic Goals

• Divide Goals into Time Frames– Short term or Immediate Goals– Medium term Goals– Long term Goals


1) Goal Setting

• Exercise #1: Write down a list of Goals and divide them into time frames.– Short term or Immediate Goals– Medium term Goals– Long term Goals


1) Goal Setting

• Sub-divide Goals into manageable pieces– Easier to deal with smaller tasks– Easier to track and reward– Doesn’t seem so overwhelming– Reduces Procrastination


1) Goal Setting

• Exercise #2: A Research Paper– 10 pages with 5-7 sources– Due in about a Week– Breakup into small groups of 2 – 4 people– Make a short list of tasks/steps associated to

complete the Research Paper Goal. About how long each task would take.

– Take about 5 minutes.


1) Goal SettingSteps

Estimated Time

Understand Assignment 0.5

Pick a Topic 1

Research 5

Construct Outline 2

Writing 1st draft 10

Seek Help 1

2nd Draft w/ Spelling & Grammar Check 3

Final w/ Bibliography / Table of Contents 1

Printout Paper 0.5

24


1) Goal Setting Steps Time Completed

Wednesday Understand Assignment 0.5 0.25

Visit Library Pick topic 1 2

Thursday Research 2

Read Materials 2 3

Friday Read Materials 1

Construct Outline 2 1

Saturday Begin Writing 1st Draft 5 7

Sunday Finish Writing 1st Draft 5 1

Monday Seek Help 1 0

2nd Draft 3 1

Tuesday Spell and Grammar Check 1 0.5

Printout Paper 1 0.25

Wednesday Hand in Paper 24 Total 16 Total


2) Tracking Your Time

• What’s the purpose of tracking your time?– Discovering how I actually spent my time– Seeing if I’m using my time efficiently?– Giving me a basis to create a better time

management plan



• Time Tracking– Log down things that you have already done– How much time did each task take?

• Suggestions– Hourly Log– Log down after you complete a task– Log down at the end of the day



• Exercise #3: What did you do yesterday?– Create a short list of thing that you did and how

much time it took.

• Tracking your time is usually over a given week. Use a weekly time chart.

• Examples in the back of the packet.



• Weekly Chart – Tips– Round off to the nearest 15 minutes– Keep descriptions simple– Color for different kinds of events– Use Arrows to define range– Try not to cheat or embellish



• Weekly Chart– At the end of the week, summarize in a list your

time of the various areas of your life.– Determine where you spent too much or too little

time.– Make changes based on what your Goals are.



• Watch out for Time Thieves– People Who Steal your Time:


3) Planning

• Each person is unique• Use what works for you• Keep It Simple Stupid (KISS) Method• Don’t become a slave to your planner and

spend most of your time there.


3) Planning

• Types of Planning Tools– Monthly Planner– Weekly Planner– “To Do” Lists– PDA or other electronic device– Web/Online

• MyUH, Hotmail, Yahoo

http://myuhportal.hawaii.edu/

http://www.hotmail.com/

http://www.yahoo.com/


3) Planning

• Planning Tips– Charting things that are beyond your control– Then things that you have some control over– Plan for 30 - 50% more time for each task– Try to leave some “Breathing Room”– Remember “Things always come up”


3) Planning

• More Planning Tips– Study difficult or boring subject first– Be aware of your best time of day– Start early as much as possible – Don’t plan from

the end date.– Works Smarter – not harder


3) Planning

• How much time do you have?– 168 hours in a week– 112 hours left after 8 hours of sleep per day– 56 / 56 / 56

• Everyone needs to eat– 3 meals a day– Breakfast is the most important– Try to stay away from fast foods


3) Planning

• School– For every class credit - Study 2-3 hrs– 12 credit hours/week about 36-48 hours– Plan your schedule for review time before and

after class– Check the Finals Schedule

• Work: Include travel time


3) Planning

• Travel: Commuting and Parking– Listen to recorded lectures– Review notes on the Bus– Try to remember 1 thing or concept

• Family and Friends (especially relationships)– Communication is Key


3) Planning

• Personal Care– Nutrition and Health– Hygiene

• Other Factors– Your Environmental Maintenance

• Car, computer/printer, clean clothes, food etc.• Keep up with responsibilities, obligation etc.

– 14 hours of personal time per week


3) Planning

• Exercise #4: What are you going to do Tomorrow?– Make a simple To Do list.


4) Taking Action

• What you have done so far!– You’ve set your Goals– Know how you spend your time– Create a plan to reach your goals

• Now is the time to put your plan in motion


4) Taking Action

• There is no “Ideal Plan”– Don’t be discouraged if the times you allot are not

perfect.– Some things will take longer to do– Others will take less time

• 15 minutes can make a big difference– Think of 3 things you can do…


4) Taking Action

• Procrastination– 40% of students experience this problem– Marathon Sessions near Academic Deadlines– Unable to utilize the study aids and support

– Is this a runaway from stress?– Task looking too big?


4) Taking Action

• Getting Started– Related to fear of getting poor results?– Bottom Line – Just lazy?– Tip: Sub-divide tasks into manageable pieces


4) Taking Action

• Motivation– For most people motivation is not a prerequisite to

action – it is a result of it– Try working a short time to “get into it”– If still no motivation, you must be motivated to do

something else. – Sometimes just go do the other thing and get it

over with instead of trying to decide what to do– Reward is a very important factor.


4) Taking Action

• TUIT– Rare and very valuable– An Anti-procrastination Device


5) Evaluation and Adjusting

• Once you have completed your plan– Evaluate how closely you were able to follow

your plan– Reflect back on any problem areas– Ask yourself what what went right or wrong



• Control– Some things are under your control– Many others are beyond your control

• Predictability– Some things are predictable and – Other things are not



• Do I need to make adjustments?– All plans should be flexible– You should be flexible also

• Each time you evaluate and make the proper adjustments your plan gets better and more efficient


Summary

• Why we all need time management?• The Time Management (5 Steps)

– Set your Goals based on your Priorities– Tracking Your Time– Planning – Get organized, things in one place.– Take Action – put your plan in motion– Evaluate and Adjust your plan, be flexible & open

minded


Your Next Step

• Implement your Time Management Plan– Use it before you fall behind– So many things to do and experience– Take charge of your life

• Questions?


Thanks for coming!Please leave the evaluations

on the back table.


EffectiveTime Management

Balancing Time &

Commitments

Learning Assistance Center120 University Pavilion

513-556-3244


Tips for Effective Time Management

Spend time in Planning and Organizing:• Think and Plan• Organize in a way that makes sense to you Set Goals:• Decide what you want to do• Take a “SMART” approach• Goals give you required directionPrioritize:• Prioritize and identify what you value• Flagging/Highlighting can be very helpful• Once prioritize, concentrate on those that

would add valueUse a to do list:• Find out what is urgent and important• Put them in order of preferences• One completed delete them from your listBe Flexible:• Allow time of interruptions and distractions• Save larger block of time for priorities• Ask yourself questions and get back to your

goal

Consider your Biological Time:• Find out which is the best time for you study• Are you a morning person?• A night owl?• Late Afternoon?Do Right Things Right:• Doing things right is Effectiveness• Doing things right is Efficiency• Focus first for Effectiveness• Concentrate on EfficiencyEliminate the Urgent:• Urgent tasks have short term Consequences• Important tasks are long term and goal

related• Flagging and or highlighting items are

important• Attach deadline to each of the itemsConquer Procrastination:• Learn to say “NO”• Reward Yourself


Time ManagementSteven R. Covey’s “Time Management Matrix”

• Urgent: An activity that you or others feel requires immediate attention.• Important: An activity that you find valuable and that contributes to your

mission, values, and high-priority goals.

THE PROCRASTINATOR• Study for tomorrow’s exam.• Pay overdue cell-phone bill• Work on project due today.• Visit a roommate or family member who has been in an accident.

THE PRIORITIZER• Go on a date with a friend• Work on an essay due in 30 days• Call home• Visit with academic advisor

THE YES MAN• Engage in idle conversations.• Respond to all instant messages.• Respond to all phone calls.• Spend time on trivial questions.

THE SLACKER• Engage in too much TV, web surfing, orvideo games.• Engage in time wasters.• Become absorbed in escape activities.• Procrastinate.

Urgent Not Urgent

Not

Im

port

ant

Impo

rtan

t


Personal Survey

To begin managing your time you first need an idea on how you now use your time. The personal time survey will help you to estimate how much time you currently spend in typical activities. To get a more accurate estimate, you may keep track on how you spend your time during a week. This will help you get a better idea of how much time you need to prepare for each subject. It will also help you identify your time wasters. But for now complete the Personal Time Survey to get an estimate.

The following time survey shows the amount of time you spend in various activities. When taking the survey, estimate the amount of time spent on each item. Once you have this amount, multiply it by seven. This will give you the total amount of time spent on each activity during the week. After each item’s weekly time has been calculated, add all this time for the grand total.Subtract this from 168, the total possible hours per week.


Survey1.Number of hours if sleep each night ___x 7=____2. Number of grooming hours per day ___x 7=____3. Number or hours per meal/Snack ___x 7= ____ (Include preparation time)4.A Total travel time week days ___x 5=____4.B Total travel time weekends ____5. Number of hours during the week for regularly scheduled functions (clubs, Church, get-togethers, etc) ____6. Number of hours of work per week ____7. Number of hours of class per week ____8. Number of hours per day for chores, errands, extra grooming, etc. ___x 7= ____9.Number of hours per week socializing, dates, etc. BE HONEST!! ____

Now ADD UP the Totals: ______

Subtract the above number from 168 -______= _____

The remaining hours( number inside the block) are the hours you allowed your self to study


Study Hour Formula

To determine how many hours you need to study every week to get A’s, use the following rule. Study two hours per hour in class for an essay class, three hours per hour in class for an average class and four hours for an hour in class for a difficult class. For example basket weaving 101 is a relative easy 3 hours course. Usually, a person would not do more than 6 hours of work outside of class per week. Advance calculus is usually considered a difficult course, so it may be best to study the proposed 12 hours a week. If more hours are needed, take away hours from easier courses.

Easy class credit hours ________x 2 = ______Average class credit hours ________x 3 = ______Difficult class credit hours ________x 4 = ______

Total _________

Compare this number to your time left from the survey. Now is the time when many student might find themselves a bit stressed. Just a note to ease your anxieties. It is not the quantity of study time but also the quality. This formula is a general guide line. Try it for a week, and make adjustments as needed.


Completing the Daily, Weekly, and Quarterly Time Management Grids

Weekly Time Management Grid:1. Current class schedule. Write the name

of the class on the day it occurs, please include any lab times.

2. Current work schedule. Include any weekend hours, and also give a copy of your schedule to your employer, noting exam days so you can get off work and have adequate study time.

3. Write the times you eat breakfast, lunch and dinner.

4. Actual study times. Identify routing homework and study days. Make sure this is the best time for you to study. Be sure to include regular breaks.

5. Schedule social time. All work and no play can make college life pretty boring. While it is important that you schedule time to study and complete your assignments, it is equally important to have a balance of activities that are fun! (Church, Club, Organization meetings, leisure activities, etc.)

Quarterly Time Management Grid:1. Date each box. Write the actual date for the current quarter in the upper righthand corner of each box.2. Holidays. Use a highlighter to mark the university wide recognized holidays.3. Due dates of assignments. Using your syllabi for each class, write in the dates inwhich every assignment is due. This also includes any tests and quizzes, as wellas final exams.4. Lastly, color code each class with the corresponding assignment.5. Work backwards from exams and papers to map out study/writing time.


Completing the Daily, Weekly, and Quarterly Time Management Grids

Daily Time Management Grid & Things to Do List:

1. Current Day. There is a grid for each day of the week. Write the actual day.

2. Plan. What are you planning on doing today? Write it down. This is the same

information from your weekly planning grid.3. Monitor. What did you actually did in

those hours? Record and track!4. Prioritize. On the reverse side is a “things

to do list.” You should record everything else you need to do on this day, (phone calls, checking mailbox, going to the bank, meeting with a friend or professor). Decide what items is high,medium, or low priority

Other important tips:• Remember that fall quarter usually has an additional week. This means you will have to write

another line for the 11th week.• Add special notes for each weekend’s tasks and study times.• Consider enlarging this grid or using a large 3 month calendar to fully track your assignments.• Remember your schedule will change during finals week. That’s why it is important to include

this information with item #3 above.


Weekly Time Management GridTime Monday Tuesday Wednesday Thursday Friday Saturday Sunday

6:00

7:00

8:00

9:00

10:00

11:00

12:00

1:00

2:00

3:00

4:00

5:00

6:00

7:00

8:00

9:00

10:00

11:00

12:00


Quarterly Planning GridDate Week Monday Tuesday Wednesday Thursday Friday Saturday Sunday

1st

2nd

3rd

4th

5th

6th

7th

8th

9th

10th

Finals


Daily Time ManagementThings to do list

Date: Monday __/__/__1.________________________________

Priority□High □Medium □Low2.________________________________





Priority□High □Medium □Low

Date: Tuesday __/__/__1.________________________________









Date: Wednesday __/__/__1.________________________________







Date: Thursday __/__/__1.________________________________









Date: Friday __/__/__1.________________________________







Date: Saturday __/__/__1.________________________________








Time Management GridDate: Day___/___/___

Plan Monitor

7:00 7:00

7:15

7:30

7:45

8:00 8:00

8:15

8:30

8:45

9:00 9:00

9:15

9:30

9:45

10:00 10:00

10:15

10:30

10:45

11:00 11:00

11:15

11:30

11:45

12:00 12:00

12:15

12:30

12:45

1:00 1:00

1:15

1:30

1:45

2:00 2:00

2:15

2:30

2:45

3:00 3:00

3:15

3:30

3:45

4:00 4:00

4:15

4:30

4:45

5:00 5:00

5:15

5:30

5:45

6:00 6:00

6:15

6:30

6:45

7:00 7:00

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Managing Time

Time is perfectly democratic. Nobody has more or less of it than you do.


• Do you know that generally a 70 year life, how it is spent….?

– 25 years in sleep

– 8 years in study

– 6 years in rest and illness

– 7 years in holiday and recreation

– 5 in commuting

– 4 years in eating

– 3 in traveling/preparation…..

– 12 years for work….effectively…


You are Lucky…. What u will learn today is

something for which Charles Schwab paid

$ 25, 000 to an external consultant


Introduction

• The objective of the session is to ???– Achieve a sense of balance.– Reduce stress.– Enjoy life.– Allocate time according to priority.– Efficiency and efficacy.


travel

BOSS

study

sleep

job

Socialize

emotions

ALL THESE ARE

BASICALLY ACTIVITIES

THAT USE OUR TIME


Managing Time of Others

Making best use of your time means managing that of your staff, colleagues, and seniors.

Learn to delegate, share tasks and manage upwards as well as down.

Maintain high expectations, and people will live up to them. Persuade others of your case using facts, not emotions. Take interest in what others are trying to achieve. Ensure that you define objectives clearly when you delegate a task. Reserve some time for time for the tasks that you alone can do. Keep a checklist to help you monitor the progress of tasks that you

have delegated to others. Reward good work generously and chastise in moderation. Set precise and realistic deadlines for tasks that you delegate.


Managing your Manager

1. Be aware of your boss’s working patterns, and try to adapt to them.

2. Bring more than one thing at a time to discuss with your manager.

3. Know thy managers expectations and tailor the way you work to fit in with your manager’s expectation.

4. Take initiative and and arrange a time to see your manager rather than waiting for your manager to come to sort out your queries.


Dairies

• Examine your dairies and see which areas are taking all your time.


Demands on your TIME…

Activities

WorkJob

Inter –personalBoss &

Colleauges

Sleep Emotions

SELF

Others

Workrelated


KRAs• Paralleling.

– Do activities in parallel.• Waiting in the Doc’s

Room.

• Clubbing– Try and combine two

activities.• Club 2 meetings in

the close by locations.

• Elimination.– Eliminate activities that

are time wasters.


“No” is the word..

Does your face and desk seem as if you can always be interrupted…Learn to Say “No”

Don’t take more than you can bite

Try and limit time in social calls and events


Style of managing time

• Learning to say “ No” was one of them.• Evading demands of people.• Time management skills.

– Delegation.– Setting time aside for transactions.– Self motivation.– Planning– Realistic deadlines


How to write an Action Plan!

• Clarify your goal.• Write a list of actions.• Analyze, prioritize, and prune.• Organize your list in to plan.• Monitor the execution of your plan and review

the plan regularly.


How to finally manage time…• Priority areas for time

management-– Biological time– Social time – Business time

But Why do Time Management techniques fail…….as we fail to

understand the underlying philosophy that… “highly

effective people don’t manage time, in fact they manage self”


. Crisis

. Pressing problems

. Deadline-driven projects, meetings, preparations

. Preparation

. Prevention

. Values clarification

. Planning

. Relationship building

. True re-creation

. Empowerment

. Interruptions, some phone calls

. Some mail, some reports

. Some meetings

. Many proximate,pressing matters

. Many popular activities

. Trivia, busywork

. Some phone calls

. Time wasters

. “Escape” activities

. Irrelevant mail

. Excessive TV

I II

III IV

Urgent Not Urgent

Import

ant

Not

Import

ant

Life quadrant….


Tips for Time Management

1. Set time aside to review & prioritize demands on your time.

2. Divide difficult task and start working on the subtask straight away.

3. Think through your day while making your way to work.

4. Delegate tasks that are not effective for you.5. Split your working day into chunks of thirty

minutes.6. Review your time sheet to assess your work

efficiency.7. Update time sheet as often as possible- memory is

often unreliable.


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• [email protected]

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