Time Management SOS 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,MyUHLaulima  Free: Google, MSN Hotmail, YahooGoogleMSN HotmailYahoo

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 % 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

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 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?

Thanks for coming! Please leave the evaluations on the front table.