How to Capture Time A presentation on time management Created by Cathy Ahillen, M.A., Amended by Teresa Sweeney, M.F.A., © for the Kinkel Center for Academic Resources Dr. Mark Pousson, Director 1

Key Time Management Goals 1. Set short-term, intermediary, and long-term goals. 2. Gain awareness of how time is spent, so that time doesn’t fly away: a. estimate the amount of time spent each week on various activities. b. track time for a week and analyze use of time i) identify where time is used well. ii) identify where time is not used well. c. compare estimate to the time log. 2

Key Time Management Goals 3. Recognize how much time is required for learning. 4. Use a monthly calendar or an online tool, google calendar, for example: to highlight activities and due dates: a. major projects b. tests c. social events 3

Key Time Management Goals 6. Create a weekly schedule to plan projects and daily responsibilities. 7. Develop a daily to-do list. 8. Understand procrastination and identify several ways to overcome it. 9. Begin to apply strategies to effectively manage time in order to achieve goals. 4

Goals are SMART u S – specific, exact, and clearly stated u M – measurable: how, when, and where u A – achievable and attainable u R – realistic: can I see myself doing this? u T – timely: when 5

Specific Goals vs. Non-specific Goals NON-SPECIFIC: u exercise more often u study more frequently SPECIFIC: u exercise aerobically three times each week for 45 minutes u study two hours every day for every one hour spent in class 6

Measurable u Measure progress in numbers, percentages, milestones, or dates. u Measure what has been accomplished, not what might have been accomplished. 7

Achievable u Consider obstacles that may block progress when working on specific objectives. u Take action to put contingency plans into place.For example, if a goal is perfect attendance, then figure out what to do if transportation problems arise; for example, take public transportation or carpool with a classmate. 8

Realistic u Goals should be “doable.” u Goals should be realistic:  For example, stating that you will run three miles every day when you haven’t run in years is an unrealistic goal. u Goals should support your success. Feeling successful leads to greater confidence, which leads to setting even more challenging goals. 9

Timely u Make target dates. u Set time limits. u Define start and stop dates. u Create multiple action steps – each with its own target date. 10

Goals u Goals should be written down and rewarded by either extrinsic or intrinsic means extrinsic: attend a special event, watch TV, socialize, or get a massage intrinsic: acknowledge achievement, experience pleasure of a job well-done 11

Short-Term Goals u A short-term goal is one that can be achieved within the next week to six months and may be broken into smaller steps or goals:  attend all classes this week.  complete each course this term with at least a B grade  learn a new computer program. 12

Intermediary Goals u An intermediate goal is one that can be achieved over a time period of a year or more. u It is achieved after the completion of a series of short- term goals that serve as benchmarks or motivators u It is linked to a long-term goal:  choose a major »take courses in interest areas »finish some general education classes. 13

Long-Term Goals u A long-term goal is usually measured in terms of years. u It is achieved after the completion of a series of intermediary goals:  getting a college degree  buying a house. 14

Schedules u are tools to help plan work and leisure time u are time maps with every task identified u allow tasks to be rearranged and u help to maintain order. 15

Schedules KindsPurpose semester schedulekeeps track of important events and deadlines for the term weekly schedulecreates a detailed plan to show daily routines and requirements for the week daily schedulelists tasks to achieve throughout the course of a day 16

Semester Schedule SUNMONTUEWEDTHUFRISAT

Using a Semester Schedule u make a separate calendar for every month of the term u note all school holidays and important school events u mark the dates for tests, quizzes, research paper, projects note: daily assignments should not be written on this schedule but on the daily planner u write the dates of important social events, such as family get-togethers 18

Sample Month SUNMONTUEWEDTHUFRISAT Research proposal due 123 Reading Day – no classes 4 Dance 5 Play auditions 678 Research Paper topic selected 910 Math test ENG test 1415 Research paper – library work finished 16 A&P terms due Game 2122 Research Project Draft 2324 Math test 25 Concert SOC test 29 Research paper due

Establish Base Rates u Determine approximately how long different tasks will take – their base rate: ~ the best way to establish a base rate is to observe how long it takes to do something ~note this information and use it to help create a schedule. u Keep in mind that time spent on a task will vary with energy level and the time of day. 20

Sample Daily Log 6:00 am Get up and shower 6:30 Eat breakfast 7:00Commute to work 7:30‘’ 8:00Work 8:30‘’ 9:00‘’ 9:30‘’ 10:00‘’ 10:30‘’ 11:00‘’ 11:30‘’ 12:00 pm Lunch / Go to class 12:30Class 1:00‘’ 1:30‘’ 2:00‘’ 2:30‘’ 3:00 Class 4:00 ‘' 4:30Commute home 5:00Watch TV 5:30Make dinner 6:00Eat dinner 6:30Clean up 7:00Make phone calls 7:30Fix window 8:00Check 8:30Read newspaper 9:00Study 9:30‘’ 10:00Read in bed/Get snack 10:30‘’ 11:00Watch TV 11:30Go to sleep 12:00 a.m. 1:00 1:30 21

Assess Use of Time Track your time: monitor activities by noting them in 15 – 30 minute segments do this for seven days during waking hours study the results and make adjustments. 22

Allot Study Time u Plan on two to three hours of study per week for every academic credit hour:  15 credits hours x 2 hours per each credit = 30 hours of study  use daylight hours for most study time  assign study time throughout the week, including weekends u If study time amounts to more than four hours per credit hour, then reflect on and change study patterns. 23

Weekly Schedule 24

Create Your Weekly Schedule FIXED classes meetings work appointments meals FIXED STUDY 2:1 ratio label each class/block FLEX STUDY two or three blocks LEISURE social family friends recreation personal time GOALS AND RESPONSIBILITIES goals chores exercise errands 25

A Weekly Schedule u reflects a realistic life balance u provides adequate time for study blocks u makes good use of all blocks of time u includes hours of employment u shows specific times for work and leisure u has strong, consistent patterns that can easily become routine. 26

Daily Schedule – To Do List u Provides a quick reference list of time blocks and specific tasks to allow ease and efficiency: – use index card, daily planner, or electronic organizer to generate list – create each night or first thing in the morning – keep list in a convenient place. 27

ABC Method with a To Do List 1) Assign a priority letter—A, B, or C—to all items on To Do List: u A items – highest priority u B items – important but not as high a priority as the A items u C items – least important 2) Begin working on the A items. 28

Time Management Recap u Understand the importance of setting goals and planning rewards u Gain awareness of how you currently spend your time u Recognize how much time you need for learning u Be aware of procrastination and identify several ways to overcome it u Begin applying the information to effectively manage your time and reach your goals 29