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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.
