Time Management Time Management StrategiesStrategies

Lucy Capuano Brewer, MALucy Capuano Brewer, MAPsy 02 – Personal Growth Psy 02 – Personal Growth

and Social Awarenessand Social Awareness

""We must use time wisely and We must use time wisely and forever realize that forever realize that

the time is always ripe to do the time is always ripe to do right." right."

--Nelson MendelaNelson Mendela

The Zen of Time UsageThe Zen of Time Usage

““When You Wash The Dishes, When You Wash The Dishes,

Wash the Dishes.”Wash the Dishes.”

Living in the moment: Living in the moment Living in the moment: Living in the moment is about just being. Being fully present in is about just being. Being fully present in every situation, body, mind, and soul, so every situation, body, mind, and soul, so that you experience everything you do that you experience everything you do totally and absolutely. totally and absolutely.

In those moments when you engage In those moments when you engage yourself completely, nothing in the future yourself completely, nothing in the future exists - and nothing in the past is holding exists - and nothing in the past is holding you backyou back.

•What does this quote mean? What does this quote mean? •How is it related to effective use of time?How is it related to effective use of time?•Being in the Here and NowBeing in the Here and Now

Time ManagementTime Management

Time is Finite-You Already have all Time is Finite-You Already have all the time that will be allotted to you.the time that will be allotted to you.

Birth--------------------------DEATHBirth--------------------------DEATH

What you do with that time What you do with that time

is up to you!is up to you!

Time ManagementTime Management

Time is a difficult concept to defineTime is a difficult concept to defineTime management is event controlTime management is event controlPlanning is the key to controlPlanning is the key to controlThe only time you can exercise any The only time you can exercise any control over is control over is right nowright now!!

In College you will be asked to In College you will be asked to do many jobs, often by different do many jobs, often by different instructors or supervisors who instructors or supervisors who do not know the other work do not know the other work that you are doing. that you are doing. It is up to you to organize all It is up to you to organize all your tasks so you can complete your tasks so you can complete them by the deadlines given to them by the deadlines given to you. you. You may also like to have some You may also like to have some time to "have a life."time to "have a life."

PLANNING : IS THE KEY TO PLANNING : IS THE KEY TO CONTROLCONTROL

In CollegeIn College

No one plans No one plans to to FAIL…FAIL…

They just failThey just fail to to PLANPLAN

I I ACTIVITESACTIVITES::

CrisisCrisis

Medical EmergenciesMedical Emergencies

Pressing problemsPressing problems

Deadline Driven ProjectsDeadline Driven Projects

Last-minute ProjectsLast-minute Projects

II II ACTIVITES:ACTIVITES:

PERSONAL GROWTHPERSONAL GROWTH

Planning/PreparationPlanning/Preparation

Relationship BuildingRelationship Building

PreventionPrevention

Values ClarificationValues Clarification

ExerciseExercise

True recreation/relaxationTrue recreation/relaxation

III III ACTIVITES:ACTIVITES:

Interruptions, some callsInterruptions, some calls

Pressing mattersPressing matters

Some mail / reportsSome mail / reports

Popular activitiesPopular activities

IV IV ACTIVITES:ACTIVITES:

Trivia/busy workTrivia/busy work

Junk MailJunk Mail

Some phone/e-mailSome phone/e-mail

Time wastersTime wasters

Escape ActivitiesEscape Activities

Viewing Mindless TVViewing Mindless TV

The Time Management The Time Management MatrixMatrixUrgentUrgent Not UrgentNot Urgent

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The Time Management The Time Management MatrixMatrix

I I ACTIVITES:ACTIVITES:

Activities in this Quadrant Activities in this Quadrant are Activities of Necessityare Activities of Necessity

They must be ManagedThey must be Managed

II II ACTIVITES:ACTIVITES:

Activities in this Quadrant Activities in this Quadrant are Activities that will bring are Activities that will bring Control to your lifeControl to your life

This should be your This should be your FOCUSFOCUS

III III ACTIVITES:ACTIVITES:

Activities in this Quadrant Activities in this Quadrant are Activities of Deceptionare Activities of Deception

They should be They should be Avoided/ControlledAvoided/Controlled

IV IV ACTIVITES:ACTIVITES:

Activities in this Quadrant Activities in this Quadrant are Activities of Wasteare Activities of Waste

They should be They should be

Avoided/ControlledAvoided/Controlled

UrgentUrgent Not Urgent Not Urgent

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Time ManagementTime ManagementWhat’s Worked For MeWhat’s Worked For Me

1.1. Use an Use an OrganizerOrganizer

2.2. ““To Do” ListsTo Do” Lists

3.3. Rewards!Rewards!

4.4. The “3 Ds”The “3 Ds”

5.5. Use “in Use “in between” Timesbetween” Times

What’s Worked For Me1. Use an Organizer

o Get an organizer Get an organizer and use it.and use it.

o Schedule Schedule everything!everything!

o Include classes, Include classes, study time, study time, projects, tests, projects, tests, work and play. work and play.

What’s Worked For MeWhat’s Worked For Me2.2. “To Do” Lists“To Do” Lists

o Make a daily “to Make a daily “to do” lists.do” lists.

o Include priorities Include priorities (a,b,c,…1,2,3)(a,b,c,…1,2,3)

o Anything not Anything not done today is the done today is the first on the list first on the list tomorrow.tomorrow.

What’s Worked For MeWhat’s Worked For Me3.3. Rewards!Rewards!o Reward things I need Reward things I need

to get done with to get done with things I love.things I love.

o Example: 10 minutes Example: 10 minutes of TV, phone, etc. of TV, phone, etc. after 50 minutes of after 50 minutes of studying.studying.

o Example: after two Example: after two hours of studying 30 hours of studying 30 minutes of exercise.minutes of exercise.

What’s Worked for Me4. The “3 Ds”

Anytime you get a new Anytime you get a new task, immediately do task, immediately do one of the three D’s one of the three D’s with it.with it.

1.1. Do it now!Do it now!

2.2. Dump It!Dump It!

3.3. Delegate it! (get Delegate it! (get someone else to do it)someone else to do it)

What’s Worked For MeWhat’s Worked For Me5. Use “in between” Times5. Use “in between” Times

““Time opportunities” Time opportunities” are everywhere – use are everywhere – use them.them.

Have materials Have materials (Blackberry, (Blackberry, flashcards, notes, flashcards, notes, etc.) ready.etc.) ready.

Artifacts for Staying on TrackArtifacts for Staying on Track10 Minutes a day for planning.10 Minutes a day for planning.

Flexible SchedulingFlexible Scheduling

Automated Schedulers - Netscape Automated Schedulers - Netscape Calendar, Microsoft Schedule, Calendar, Microsoft Schedule, Outlook, Palm PilotOutlook, Palm Pilot

Pad of Paper - Running to-do list, Pad of Paper - Running to-do list, place for unloading.place for unloading.

A WatchA Watch•Build in flexible schedules. Build in flexible schedules. •Don’t optimize to the minute. Don’t optimize to the minute. •Allow for error.Allow for error.•Running to-do lists are useful for getting Running to-do lists are useful for getting distracting thoughts out of your headdistracting thoughts out of your head

Developing The HabitDeveloping The Habit

Takes Discipline and Practice to Have Takes Discipline and Practice to Have Good Time Management SkillsGood Time Management Skills

Develop Skills IncrementallyDevelop Skills Incrementally

Start by developing a realistic Start by developing a realistic scheduleschedule

Build in reward system for finishing Build in reward system for finishing thingsthings

Over time, it’ll become second nature.Over time, it’ll become second nature.

The Big PictureThe Big Picture

Important to know when you’ve Important to know when you’ve done all that you can.done all that you can.

Don’t schedule more than is Don’t schedule more than is humanly possible.humanly possible.

Don’t stress about things that you Don’t stress about things that you can’t control.can’t control.

Keep the long term goals in mind.Keep the long term goals in mind.

TIME MANAGEMENTTIME MANAGEMENTSome Days Are ImpossibleSome Days Are Impossible

In spite of best efforts - It’s still In spite of best efforts - It’s still impossible to get everything done.impossible to get everything done.

Partly the Environment or too Partly the Environment or too many commitments.many commitments.

This can lead to stress.This can lead to stress.

Active InactivityActive Inactivity

““Music is the Space Music is the Space Between Notes” Between Notes”

- Claude Debussy- Claude Debussy

Creating Empty Creating Empty Spaces in Life Spaces in Life

is Essential.is Essential.•Creating Quiet Time - turn off phone, don’t check Creating Quiet Time - turn off phone, don’t check email, just “Be”email, just “Be”

•Very important to break up your life with quiet periods Very important to break up your life with quiet periods for reflection, planning, and refocusing.for reflection, planning, and refocusing.

The Art of ProcrastinationThe Art of Procrastination

Wastes more time worrying about the Wastes more time worrying about the outcome or avoiding what seems to be outcome or avoiding what seems to be unpleasant.unpleasant.Art of Delaying the InevitableArt of Delaying the InevitableWhere can you lose time?Where can you lose time?

Worrying about finishing on time.Worrying about finishing on time.Worrying about the final outcome.Worrying about the final outcome.Distractions.Distractions.Doing “unimportant” things first.Doing “unimportant” things first.

Components of procrastinationComponents of procrastination

A behavior sequence for A behavior sequence for postponementpostponement

Often resulting in a substandard Often resulting in a substandard productproduct

Involving a task that is NOT Involving a task that is NOT important to doimportant to do

Resulting in a state of emotional Resulting in a state of emotional upsetupset

ProcrastinationProcrastinationProcrastination is a crime it only leads to Procrastination is a crime it only leads to

sorrow, I can stop at anytime, I think I sorrow, I can stop at anytime, I think I will tomorrow!!!! – Unknownwill tomorrow!!!! – Unknown

The act of putting off something The act of putting off something that needs to be done.that needs to be done.

Ignoring the task, hoping it will go Ignoring the task, hoping it will go away.away.

A natural human tendencyA natural human tendency

Undermines Undermines The Creative The Creative ProcessProcess

Important: When you exclude the Important: When you exclude the creative process, everything suffers!creative process, everything suffers!

STEPS IN THE CREATIVE PROCESSSTEPS IN THE CREATIVE PROCESS1.1. PREPARATIONPREPARATION

1.1. Whatever steps necessary to think about, Whatever steps necessary to think about, begin to gather resources, STARTIN THE begin to gather resources, STARTIN THE PROCESS.PROCESS.

2.2. INCUBATIONINCUBATION1.1. Let it chill…Let it chill…2.2. Give yourself time and space to think Give yourself time and space to think

about, revise, revisit the first step.about, revise, revisit the first step.

3.3. ILLUMINATIONILLUMINATION1.1. Aha! Moment:Aha! Moment: " "Aha!", "Eureka!", "What-da-ya-know"... or just Aha!", "Eureka!", "What-da-ya-know"... or just

plain "hmmm." Whatever we call it, it’s that single, magical moment plain "hmmm." Whatever we call it, it’s that single, magical moment when things just make sensewhen things just make sense

4.4. VERIFICATION (Doing it!)VERIFICATION (Doing it!)The actual process of getting it done!The actual process of getting it done!

Pe rfo rm ance

H igh

Boredom

Lack of motivation

ZO N E O F

PEA K A C A D EMIC

PERFO RMA N C E

Fatigue

Vague

Tired

Aimless

Depressed

Lo w

Stressed

Anxious

Ir r itable

Moody

Agitated

Panicky

N ervous

W orr ied

Lacking in concentrat ion

Scared

Forgetful/poor memory

H igh

Lo w H igh

Level of Body Arousals

Swings

PRO CRASTIN ATIO N

The Power of ThoughtThe Power of ThoughtProcrastinatingProcrastinating ProductiveProductive

I must/have to…or something I must/have to…or something awful will happen.awful will happen.

I choose to...I choose to...

I've gotta finish...I've gotta finish... When can I get started on...When can I get started on...

Oh God, this assignment is Oh God, this assignment is huge!.huge!.

Where is the best place to Where is the best place to start?start?

I I mustmust do well (fantastic, do well (fantastic, perfect). perfect).

I'll do okay; I'll give it time.I'll do okay; I'll give it time.

I have no time to play. I have no time to play. It is important to play one It is important to play one hour.hour.

I see life and work as a grind.I see life and work as a grind. Life and work are rewarding & Life and work are rewarding & fun.fun.

I can't succeed. I can't succeed. I will succeeding if I...I will succeeding if I...

Six Styles of ProcrastinationSix Styles of Procrastination1.1. Dreamers:Dreamers:

These procrastinators desperately want life to be easy and free These procrastinators desperately want life to be easy and free from pain. They retreat from the real world and live in their heads.from pain. They retreat from the real world and live in their heads.

2.2. Worriers:Worriers:Prizes security above all else. Has a narrow comfort zone and is Prizes security above all else. Has a narrow comfort zone and is paralyzed with anxiety. paralyzed with anxiety. Endless stream of "what ifs" about hypothetical situations, all with Endless stream of "what ifs" about hypothetical situations, all with negative consequences. negative consequences.

3.3. Defiers:Defiers:Resents authority but expresses the rebellion covertly. Resents authority but expresses the rebellion covertly. Likely to say, "sure, I’ll do that". Then they "forget", or delivers Likely to say, "sure, I’ll do that". Then they "forget", or delivers work that’s late.work that’s late.

4.4. Crisis Makers:Crisis Makers:Most of us do our best work under some kind of time constraint. Most of us do our best work under some kind of time constraint. A crisis-maker goes out of the way to create dramaA crisis-maker goes out of the way to create drama

5.5. Perfectionists:Perfectionists:Self-esteem is on the line every time they do anything. Self-esteem is on the line every time they do anything. Often they are idealists who are unrealistic in their use of time and Often they are idealists who are unrealistic in their use of time and energy energy

6.6. Overdoers:Overdoers:Always busy. Always busy. People pleaser, the guy who never says no to taking on more work. People pleaser, the guy who never says no to taking on more work.

For specific info:For specific info: http://www.nypsychotherapy.com/procrastination.html

Anti-Procrastination Techniques Anti-Procrastination Techniques for Dreamersfor Dreamers

Change your someday’s and soon’s to Change your someday’s and soon’s to specific times.specific times.

Buy and maintain calendar’s: keep them Buy and maintain calendar’s: keep them visible and utilize it.visible and utilize it.

Write out assignments.Write out assignments.

Do fewer passive activities and more Do fewer passive activities and more active activities.active activities.

Prioritize!!!Prioritize!!!

Which one are you?Which one are you?Take a couple of minutes to write down Take a couple of minutes to write down which of the procrastination type best which of the procrastination type best fits you?fits you?

Give 2 - 3 specific (personal) examplesGive 2 - 3 specific (personal) examples

Find others like you and come up with Find others like you and come up with 2-5 effective strategies to stop 2-5 effective strategies to stop procrastinating. procrastinating.

Anti-Procrastination TechniquesAnti-Procrastination Techniquesfor Worriersfor Worriers

Recognize that making no decision is, Recognize that making no decision is, in fact, making a decision.in fact, making a decision.

To help yourself become more To help yourself become more decisive, follow a two-part-decision-decisive, follow a two-part-decision-making process: first commit yourself making process: first commit yourself to the goal, then determine the steps to the goal, then determine the steps you’ll take to achieve the goal.you’ll take to achieve the goal.

Instead of panicking with a rhetorical Instead of panicking with a rhetorical “What if?” question, go one step “What if?” question, go one step further and state the answer.further and state the answer.

Anti-Procrastination TechniquesAnti-Procrastination Techniquesfor Perfectionistsfor Perfectionists

Focus on what is realistic rather Focus on what is realistic rather than perfectionism.than perfectionism.Change your “have to’s” to “want Change your “have to’s” to “want to’s”to’s”Make a daily “to do” list that is Make a daily “to do” list that is short and practicalshort and practical

Anti-Procrastination TechniquesAnti-Procrastination Techniquesfor Over-Doersfor Over-Doers

Say no when appropriate Say no when appropriate

Take breaks and enjoy free Take breaks and enjoy free timetime

Make to do listsMake to do lists

Anti-Procrastination TechniquesAnti-Procrastination Techniquesfor Defiersfor Defiers

Pick your battles carefully, weighing Pick your battles carefully, weighing what's really worth fighting for according what's really worth fighting for according to a scale of priorities.to a scale of priorities.

Mean what you say.Mean what you say.

Do what you know needs to be done. Do what you know needs to be done.

Always try to act instead of react. Take Always try to act instead of react. Take pains to “decide and do” rather than pains to “decide and do” rather than “complain and defy”“complain and defy”

Anti-Procrastination TechniquesAnti-Procrastination Techniquesfor Crisis Makersfor Crisis Makers

The crisis maker needs to increase his The crisis maker needs to increase his self-motivation to accomplish thingsself-motivation to accomplish things

Decrease the emotional investment in Decrease the emotional investment in the death-defying, last minute the death-defying, last minute performance. performance.

Recognize your need for an adrenaline Recognize your need for an adrenaline rush, but find a safer avenue for it than rush, but find a safer avenue for it than your work or your relationships. your work or your relationships.

Managing procrastinationManaging procrastination

Simply beginSimply begin

Set reasonable goalsSet reasonable goals

Set prioritiesSet priorities

Chunk tasksChunk tasks

Use time lineUse time line

Write contractWrite contract

Use positive self talkUse positive self talk

Affirm your abilityAffirm your ability

Motivational Motivational messagesmessages

Challenge Challenge perfectionismperfectionismWrite remindersWrite remindersReward yourselfReward yourselfDevelop a routineDevelop a routineReward yourself Reward yourself for progress - for progress - “Work before you “Work before you play”play” Work in daylightWork in daylight

Time of Your Life – Green Time of Your Life – Green DayDay

Another turning point, a fork stuck in the road.

Time grabs you by the wrist, directs you were to go

So make the best of this task and don't ask why.

It's not a question but a lesson learned in time.

It's something unpredictable but in the end is right.

I hope you had the time of your life.I hope you had the time of your life.

So take the photographs and still frames in your mind

Hang them on a shelf of good health and good time.

Tattoos of memories and dead skin on trial.

For what it's worth, it was worth all the while.

It's something unpredictable, but in the end is right

I hope you have the time of your life.I hope you have the time of your life.

Time – Pink FloydTime – Pink FloydTicking away the moments that make up a dull day You fritter and waste the hours in an offhand way.

Kicking around on a piece of ground in your hometown

Waiting for someone or something to show you the way.

Tired of lying in the sunshine staying home to watch the rain.

You are young and life is long and there is time to kill today.

And then one day you find ten years have got behind you.

No one told you when to run, you missed the starting gun.

So you run and you run to catch up with the sun but it's sinking

Racing around to come up behind you again. The sun is the same in a relative way but you're older,

Shorter of breath and one day closer to death. Every year is getting shorter never seem to find the

time. Plans that either come to naught or half a page of

scribbled lines Hanging on in quiet desperation is the English way

The time is gone, the song is over, Thought I'd something more to say.

Create your own Time SheetCreate your own Time Sheet

Make a choice to change Make a choice to change

Begin to manage your time more efficientlyBegin to manage your time more efficientlyhttp://www.usd.edu/trio/tut/time/evtime.html

Resource:Resource:Covey, S. R. (1989) Covey, S. R. (1989) The 7 habits of highly effective peopleThe 7 habits of highly effective people. Simon . Simon & Schuster: New York.& Schuster: New York.