Time Management

Concentrate on results, not on being busy

Importance of Time Management Difference between productive and unproductive people – Plan your time 15 min planning saves up to 2 hrs execution ‘I am more productive in the last minute – why change?’ Pareto Principle - 80:20 Rule

Goal Setting SMART goal setting guidelines : Specific - Have you clearly defined your goal? 5 W’s Measurable - How do you know if you are making progress? How much, How Many, How Often Attainable - Is your goal really achievable? Be ambitious but honest. Realistic - Is your goal something you are willing to make sacrifices for? Resources, Support of people, Knowledge Timely - Is your goal achievable in a meaningful timeframe?

Goal setting work sheet Long Term Personal/Family 1. 2. 3. Academic/Professional Short Term/Academic For each goal: Time to completion Resources available Obstacles anticipated Follow-up What did I accomplish? What remains to be completed? What helped me to be successful? What learning can I apply to future endeavors?

Prioritize use of time

Effectiveness & Efficiency

Planning & Scheduling Monthly Planner Monday Tuesday Wednesday Thursday Friday Saturday Time Management Workshop 9:30-10:30am Complete review of 1st term's work half of second Busy studying, don't waste time! review problems and practice test Java Exam Today Half-way through term!

Time Management Challenges Managing interruptions Find a hide out!!! Create visual barrier Don’t keep extra chairs Keep standing Tell them they are interrupting

Time Management Challenges Procrastination What is procrastination? Putting off things that we should be doing Avoid high priority, challenging tasks Seek comfort in doing tasks you know you're capable of completing Causes of procrastination: Have doubt on your skills or resources Do not know where to begin Waiting for “right time” or “right mood” Underestimate the difficulty of the task Perfectionism

Overcome Procrastination Recognize that you are procrastinating Work out why you are procrastinating Ways to overcome: Find a small part of the task you can do right now Identify the emotion associated with doing it Finish an incomplete Delete it and move on Face your fears and the risks head-on

Get organized Time is saved if you prepare your work environment and equipment beforehand Tidy your desk, make sure your chair is in the correct position and you have all the information you need close at hand Having your appointments, tasks and key notes in one place Helps you find information faster and also helps prevent stress

Utilize Time Gaps Time gaps are intervals of time free of activities E.g. gaps between classes, between meetings, in a queue, waiting in your car Discover where you are likely to experience small, wasted gaps of time Utilize them to finish tasks that can fit in Examples of utilizing them effectively: Make calls while waiting Read up something Prepare for the upcoming activities

Using your time Twice Doing two activities simultaneously Productivity and efficiency are not being sacrificed For example: Read or study while using public transportation Listen to the radio while driving Use home exercise equipment in front of the TV

Learn to say NO Do not say yes when you don't have the time, motivation, interest or skills to do the task Say “no” to tasks that have little impact on your targets Prevent stress Avoid overworking

Delegation Assign task responsibility and authority to others Delegate to the right person You are still responsible for the completion of the task Give objectives or expected outcome, not procedures

Thank you Courtesy: Teoh Yuan Hui, Time management for Univ Students, BookBooN.com