Time Management Andrea Danyluk Williams College March 6, 2013.

Time ManagementTime Management

Andrea DanylukWilliams CollegeMarch 6, 2013

My StoryMy Story

Education B.A., Vassar College (1984)Ph.D., Columbia University (1986, 1992)

Jobs (post PhD) NYNEX Science & Technology (1990-94)Williams College (1994-present)

Service CRA-W, LACS, College and Research Community (ICML, AAAI, CS 2013)

Family Married to Andrew (1984)Stephan born (1992)Katya born (1994)

Fun Family activities, time with friends, outdoors (biking, hiking, skiing), travel

Seven places for your timeSeven places for your time

• Personal• Partnership• Family• Home• Job• Friends• Community

Seven places for your timeSeven places for your time

• Personal• Partnership• Family• Home

• Job• Friends• Community

Teaching

Research and Scholarship

Service: Department, School, Community

Career development

Advising and Mentoring

Time commitments will Time commitments will differdiffer

• Different focus at different colleges/universities

Time commitments will Time commitments will changechange

• Status of career– Grad student– Pre/post tenure– Assistant / Associate / Professor

• Single/Married/Partnered• Ages of children, parents, …

Exercise 1Exercise 1

• List two goals– One personal– One professional

Exercise 2Exercise 2

• List two priorities– People, institutions, or things that are

important to you– “Ways of being” that matter to you

Know your goalsKnow your goals

• Know your long-term and short-term goals.

• Prioritize them.• Post them where you can see them.

“It’s not enough to know the projects you’re working on.”

101 ways to make every second count: time

management tips and techniques for more

success with less stress by Robert W. Bly

Get organizedGet organized

• To-do lists– Daily– Projects– Long term

• Set aside time (at the beginning of the day or end of the day) to review your schedule

• Keep a calendar– Personal and professional in one place

“Why do hour increments work so well?

Precisely because they give you a deadline - one hour – to get things

done. Work expands so as to fill time available for its completion.”

101 ways to make every second count: time

management tips and techniques for more success with less stress by Robert W. Bly

Create a scheduleCreate a schedule• Break your day into manageable

segments– One-hour increments can be good.

• Be realistic about timing of tasks– It’s depressing to tackle a job and not

finish it!– Completing what you set out to do is

energizing!• Allow time for interruptions and

distractions

Overcome procrastinationOvercome procrastination

• Stick to the schedule you set out for yourself

• Use a timer, if you need to– Know that when it goes off, you need to

be done

• Reward yourself– Knowing there’s a treat at the end of a

task can be a great motivator

Overcome perfectionismOvercome perfectionism

• Stick to the schedule you set out for yourself

• Use a timer, if you need to– Know that when it goes off, you need to

be done– “My flight will arrive in Denver in 30

minutes. That’s when I will need to be done.”

Avoid distractionsAvoid distractions• Make a list of your bad habits

– Post it!• Set aside quiet time

– It’s ok to close the door from time to time!– Put it on your schedule/to-do list

• Set aside time for email, phone calls– Or, if you’re like me and can’t resist email, find a

productive workspace where it’s hard to read email• Pick a time to work when others aren’t there• If a stray worry, idea, to-do item pops into

your head, write it down and deal with it later.

One cannot manage too many affairs: like pumpkins in the water, one pops up while you try to hold down the other.

Chinese Proverb

Saying “yes”Saying “yes”• Saying “yes” to one thing means saying “no” to

something else.– Or, at least, it means having less time for the things

you’ve already committed to do.• Does it fit into your goals?• Does it match your priorities?

– Don’t fall victim to thinking you must take all career opportunities presented.

• Take some time before you decide.• Don’t do it out of guilt

– Say “yes” or “no” to the task, not the person.

How to say “no”How to say “no”

• Do it as soon as possible.• Suggest someone else who might be

available and want to do it.• If you really want to say “yes”

– Decline but indicate that you’d like to be asked again. Indicate when you’ll be available.

– Set parameters.• “I can’t review 10 papers, but I can do 5.”• “I could get it done in 6 weeks rather than

4.”• “I’d need such-and-such resources…”

In the event of an unexpected loss ofcabin pressure….

Exercise 3Exercise 3

• List two things you do for fun

“You will never ‘find’ time for anything. If you want time, you must make it.”

Charles Bruxton

Carving out personal timeCarving out personal time

• Put it on your to-do list.• Schedule a regular activity (or a

special one) with a partner or friend• Streamline

– “What? No drapes?”• Hire help when you can• Share responsibilities with friends

Life is fullLife is full• Family, friends, work will place demands on

our time.– Pressures evolve, but they don’t go away– In a moment of “no pressure”, enjoy!

• Enjoy the positive– We love our jobs!– Tenure doesn’t mean less work, but it does

mean less stress!• Empower yourself for the rest

– Remember there are only 24 hours in a day, and you’re human

– Live to your priorities

ReferencesReferences

• Bly, Robert W. 101 ways to make every second count: time management tips and techniques for more success with less stress.

• Prochaska-Cue, Kathy. Thirteen Timely Tips for More Effective Personal Time Management.

With special thanks toWith special thanks to

• Deborah Knox (2003)• Joan Francioni (2005)• Jan Cuny (2007)

Who put together terrific presentations from which I’ve borrowed extensively.