By the end of this workshop you will be able to:

Manage your time more effectively and reduce your unnecessary workload

Time Management

What is Time Management?

Time management refers to a range of skills, tools, and techniques used to manage time when accomplishing specific tasks, projects and goals.

Number of hours of sleep each night 8 x 7 = 57

Number of hours spent grooming each day 1 x 7 = 7

Number of hours for meals/snacks(including preparation/clean-up time) 3 x 7 = 21

Travel time to and from campus 1 x 5 = 5

Number of hours per week for regular activities(volunteer work, church, clubs, etc.)

= 6

Number of hours per day of errands, etc. 1 x 7 = 7

"Where Does the Time Go?" WorksheetEstimate the number of hours you spend on each task:

Number of hours of work per week = 15

Number of hours of class per week = 15

Number of hours per week with friends, social parties, going out, watching TV, etc. = 10

Number of hours of TV and computer 2 x 7 = 14

Total = 157

168.0 hours in a week- 157.0 hours of activities= 11.0 hours to study

A Personal Time Survey: Activity 1

•The following survey shows the amount of time you spend on 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 time spent on the activity in one week. After each item's weekly time has been calculated, add all these times for the grand total. Subtract this from 168, the total possible hours per week. Here We Go.

Dead Time

• Examples of places where your life comes to a halt

• Examples of things you can do

Anticipation

Prediction

Kill Dead Time

Take notes Use Calendar

Collects and organise your

tasks

Listen to music

Text/Call people

Read you emails

Get latest news

Browse the net

Watch short videos

Read books/documen

ts

Play games

Search for stuff based on your

location

Use Technology

Planning

Plan efficiently for your goals, using different styles of planning

Goal Oriented Thinking

• Those with goals are statistically more successful

S

• Specific

M

• Measurable

A

• Achievable

Specific (e.g.. Identify the main points in the article I'm reading ...)

Realistic ( e.g.. How much time will you really spend?)

Have a completion time/date

Use leisure time well. Make it: relaxing, healthy, fun

All of these should be working towards your 'big' life goals.

Knowing your goals helps keep you motivated. Your current study goals should be:

Weekly timetable

Prioritizing Your Time

Time management is about more than just managing our time; it is about managing ourselves in relation to time.

It is about setting priorities and taking charge.

It means changing habits or activities that cause us to waste time.

It means being willing to experiment with different methods and ideas to enable you to find the best way to make maximum use of time.

Priorities : Activity 2 The following is a kinesthetic exercise to illustrate the use of priorities in time management. You will need a jar, golf balls to fill the jar, medium size beads and small beads. Here are the steps:This jar represents your life. These golf balls represent your "A" priorities. Remember that "A" priorities are those that are related to your lifetime goals. Put golf balls into the jar as you mention some possible "A" priorities:

College degree Career Family Health Your favorite passions

Fill the jar with golf balls and ask the class if the jar is full. It is full.

Organise your life efficiently and free your mind from little tasks

Organizing helps in the achievement of results

Organising

The four quadrants

There are four quadrants of activity management: Not Urgent Urgent +---------------+---------------+ | | | Important| I | II | | | | +---------------+---------------+ | | | Not | III | IV | Important| | | +---------------+---------------+

Q1

Urgent / Important

Q3

Urgent/Not Important

Q4

Not Urgent / Not Important

Q2

Not Urgent / Important

You shouldn’t waste

time on this group

WHAT SHOULD WE DO WITH EACH GROUP:

What should we do with each group:

Q1

Urgent / Important

Q3

Urgent/Not Important

Q4

Not Urgent / Not Important

Q2

Not Urgent / Important

You should delegate tasks that

are from this group

Q1 Q4Q2

Don’t delay your important tasks, if you do, then you’ll move them from Q2 to Q1

What should we do with Q1 and Q2:

Q3

Q3

Quadrants

Q1 Q4Q2

Q2 activity leads to a productive and active life

- Important deadlines- Last minute preparations- Important meetings- Emergencies/crises

- Personal developing- Training- Relationship building- Health/exercise- Prevention planning

- Some emails/phone calls- Some meetings- Many interruptions- Some popular activities

- Trivia, excess TV- Some phone calls- Time wasters

Urgent and important Non-urgent but important

Urgent but Not important Not Urgent Not important

What are some things that waste or rob us of effective/efficient use of time?

Time robber/waster Internal External

Telephone CallsMeetings

Visitors

Socializing

Poor communications

Lack of relevant skills

Failure to delegate

Procrastination

Unclear goals/objectives

Failure to plan

What are some things that waste or rob us of effective/efficient use of time?

Weekly timetable

• Use a table/chart

• Divide week into 1 hour blocks

• Colour-code all classes, work, home/leisure

HIGH SCHOOL STUDENTMONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY

6am Sleep Sleep Sleep Sleep Sleep Sleep in Sleep in

7am Classes Classes Classes Classes Classes

8am

9am Church

10am

11am Hang out w/ Friends

Family Lunch

12pm OPEN

1pm OPEN

2pm OPEN

3pm Bus home Bus home Bus home Club Meeting OPEN OPEN OPEN

4pm Eat Eat Eat Bus home OPEN OPEN Homework

5pm Computer/ TV/ Video games

Computer/ TV/ Video games

Computer/ TV/ Video games

Computer/ TV/ Video games

OPEN OPEN

6pm OPEN OPEN OPEN

7pm OPEN Relax Dinner w/ Family

8pm Dinner w/ Family Dinner w/ Family Dinner w/ Family Dinner w/ Family

Dinner w/ Family

OPEN

9pm Homework Homework Homework Homework OPEN OPEN OPEN

10pm Sleep Sleep Sleep Sleep OPEN OPEN OPEN

11pm OPEN OPEN Sleep

12pm

COLLEGE STUDENT SCHEDULE 13 units full-timeMONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY

6am Sleep Sleep Sleep Sleep Sleep Sleep in Sleep in

7am Get Ready Get Ready Bus to School

8am Bus to School Get Ready Bus to School WORK

9am Spanish Class Bus to School Spanish Class Bus to School Bus to Work WORK Church

10am Spanish Class Psychology Class Spanish Class Psychology Class WORK WORK Church

11am Eat Psychology Class Relax Psychology Class WORK WORK Family Lunch

12pm Student Club Meeting

Eat Eat Bus to School WORK WORK OPEN

1pm Biology Class Study Biology Class Study WORK WORK OPEN

2pm Biology Class Study Biology Class Study WORK WORK OPEN

3pm Bus home Study Bus home Biology Lab WORK WORK OPEN

4pm Eat Eat Eat Biology Lab Bus Home Bus Home Study

5pm Computer/ TV/ Video games

Bus to Work Computer/ TV/ Video games

Biology Lab Study Computer/ TV/ Video games

Study

6pm Relax WORK Relax Eat Study Study

7pm Study WORK Study English Comp Class Study Relax Eat

8pm Study WORK Study English Comp Class Hang out w/ Friends

Hang out w/ Friends

Study

9pm Eat WORK Eat English Comp Class Hang out w/ Friends

Hang out w/ Friends

Study

10pm Study Bus Home Study Bus Home Hang out w/ Friends

Hang out w/ Friends

Study

11pm Study Study Study Eat Hang out w/ Friends

Hang out w/ Friends

Sleep

12pm Sleep Sleep Sleep Sleep

Enemies of Time

Procrastination

Disorganization

Time Wasters

Not prioritizing

Group Activity: Top Ten List

Break students into small groups and have them brainstorm their “Top Ten Reasons of procrastination.”

Procrastination

• The art of living in the task list!

• Part 1:– Write a list of:

• Tasks that you regularly leave to do tomorrow • Things you always wanted to do but haven’t done them

yet

Why We Procrastinate

• No clear deadline• Inadequate resources available• Don’t know where to begin• Task feels overwhelming• No passion for doing the work• Fear of failure or success

Nine Ways to Overcome Procrastination

1. DELETE IT. 2. DELEGATE. 3. DO IT NOW. 4. ASK FOR ADVICE. 5. CHOP IT UP. 6. OBEY THE 15 MINUTE RULE. 7. HAVE CLEAR DEADLINES. 8. GIVE YOURSELF A REWARD. 9. REMOVE DISTRACTIONS.

Think, Pair, Share: Avoiding Procrastination Have students think about this situation for 30 seconds: You have a term paper due next week, but you are procrastinating getting started on this project. How can you motivate yourself to get started? Ask students turn to the student next to them and ask the above question. After about one minute, ask students to share their best ideas with the class as a whole. Instructors can also walk around the room and listen for good ideas and ask students to share them.