Time Management SOS Workshop Presented by Guy Inaba February 2008

Time ManagementSOS Workshop

Presented by Guy Inaba

February 2008

Agenda Why Time Management? Purpose? Time Management (5 steps) Summary and Q&A

Why Time Management?

Motivates, Initiates - Reduces Avoidance Keep Stress and Anxiety in check Keeps your Priorities in order Eliminates Cramming Promotes Review Gains Time

Purpose of this Workshop

Better management of time Improve your Grades Be competitive in your Career/Life

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/Organizing 4) Taking Action 5) Evaluation and Adjusting

1) Goal Setting Goals/Priorities can change through life

Kid time Now Retired

Balance of Academic and Personal

1) Goal Setting SMART Goals

Specific Measurable Attainable Rewarding Timely

1) Goal Setting Divide Goals into Time Frames

Short term Immediate Goals Medium term Goals Long term Life 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 or Life 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

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? Gives me a base line to create a better time

management plan

2) Tracking Your Time

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

2) Tracking Your Time

Weekly Chart – Tips Round off to the nearest 15 minutes Keep descriptions simple Try not to cheat or embellish

2) Tracking Your Time

Weekly Chart - Completed Add up your time in the various areas of your

life. Determine where you spent too much or too

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

2) Tracking Your Time

Exercise #2: 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.

More examples in the back of the packet.

2) Tracking Your Time

Watch out for Time Bandits/Thieves People who or things that “Steal your Time”

2) Tracking Your Time

Steven Covey: Time Management Matrix

3) Planning Each person is unique Use what works for you Keep It Super Simple (KISS Method)

Don’t become a slave to your planner and spend most of your time there

Keep everything in one place

3) Planning Tools Types of Planning Tools

Monthly or Term Calendar Weekly Planner “To Do” Lists (Plan the night before)

3) Planning Tools Types of Planning Tools

Electronic devices Web/Online

System resource: MyUH, Laulima, Free: Google, MSN Hotmail, Yahoo

3) Planning Tools Chart – Tips

Round off to the nearest 15 minutes Keep descriptions simple Use different colors for different kinds of

events Use Arrows to define range

3) Planning Tools Charting things that are beyond your

control Then things that you have some control

over Need to do - name some examples Want to do - name some examples

3) Planning Tools Plan for 30 - 50% more time for each task

Especially for first time you are doing it. Try to leave some “Breathing Room”

Be proactive - leave some buffer time Plan for interruptions in your day Remember “Things always come up”

Reduces overall Stress

3) Planning Time How much time do you have in a week?

168 hours in a week 3 equal periods every week 56 / 56 / 56

Sleep

School

Leisure

3) Planning Time Everyone needs to Sleep (56 hours)

8 hours a day - 7 days a week Total = 56 hours

3) Planning Time School (56 hours)

Full Time = 12 credits + For every class credit = Study 2-3 hours 12 credit = about 36-48 hours/week Plan for review time before and after class About 56 hours including travel and hang time Check your Finals Schedule yet? Know your KCC and System resources

3) Planning Time School - Tips

Study difficult or boring subject first Use difficult opportunities to develop life skills

Be aware of your best time of day Start early as much as possible

Don’t plan from the end date Get the best resources

Works Smarter – not harder

3) Planning Time

Everything else in Life (56 hours) Try to live a balanced Life 56 / 56 / 56

Time is money? Time is really more valuable than money You can replace money - not time

3) Planning Tips Everyone needs to eat 3 meals a day

Breakfast is the most important Try to stay away from fast foods

Personal Care Nutrition and Health Hygiene

3) Planning Tips Work: Include travel time

Communication with your boss is important Design your work schedule around school Design your school schedule around work

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

3) Planning Tips Family and Friends (especially relationships)

Communication is very important Make some deals

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 #3: What are you going to do

Tomorrow? Make a simple To Do list.

4) Taking Action Now is the time to put your plan in motion

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

4) Taking Action Things we…

Love to do = usually over estimate time Hate to do = usually under estimate time

4) Taking Action 15 minutes can make a big difference

All those small tasks can add up Exercise #4: Think of 3 things you can do

in 15 minutes.

4) Taking Action Serial Procrastination

40% of students experience this problem 76% of students surf the internet instead of… 70% of students watch TV instead of… 51% of women go shopping instead of… 47% of men play video games instead of…

Marathon Sessions near Academic Deadlines Unable to utilize the study aids/support

4) Taking Action Causes of Procrastination

Lack of clear goals Task looking too big Underestimating the difficulty of the task Underestimating the time needed Unclear standards for the outcomes

4) Taking Action More causes of Procrastination

Waiting for the right Mood or right Time Related to the fear of failing? Perfectionism Running away from stress? Bottom line - Just Lazy?

4) Taking Action Tip: Sub-divide tasks into manageable

pieces

4) Taking Action Motivation

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 Motivator

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 based on your goals Did you take care of the high priority things? Reflect back on any problem areas Ask yourself what what went right or wrong

5) Evaluation and Adjusting

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

Predictability: Some things are predictable and Other things are not

5) Evaluation and Adjusting

Any Adjustments needed? All plans should be flexible You should be flexible also

5) Evaluation and Adjusting

Each time you evaluate and make the proper adjustments, your planning gets better and more efficient

Estimation of time is the #1 skill to master in time management

Go back to step 3 - start the planning process for the next time period.

Summary Why do we all need time management?

Use it before you fall behind

Summary 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

Questions?

Questions? Questions? Questions?

Thanks for coming!Please leave the evaluations

on the front table.