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Time Management SOS Workshop

Dive into the essentials of time management presented by Guy Inaba in this February 2008 workshop. Discover why time management matters, its purpose, and effective strategies to improve how you manage yourself.

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Time Management SOS Workshop

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  1. Time ManagementSOS Workshop Presented by Guy Inaba February 2008

  2. Agenda • Why Time Management? • Purpose? • Time Management (5 steps) • Summary and Q&A

  3. Why Time Management? • Motivates, Initiates - Reduces Avoidance • Keep Stress and Anxiety in check • Keeps your Priorities in order • Eliminates Cramming • Promotes Review • Gains Time

  4. 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

  5. Time Management • 1) Goal Setting • 2) Tracking Your Time • 3) Planning/Organizing • 4) Taking Action • 5) Evaluation and Adjusting

  6. 1) Goal Setting • Goals/Priorities can change through life • Kid time • Now • Retired • Balance of Academic and Personal

  7. 1) Goal Setting • SMARTGoals • Specific • Measurable • Attainable • Rewarding • Timely

  8. 1) Goal Setting • Divide Goals into Time Frames • Short term Immediate Goals • Medium term Goals • Long term Life Goals

  9. 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

  10. 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

  11. 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

  12. 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

  13. 2) Tracking Your Time • Weekly Chart – Tips • Round off to the nearest 15 minutes • Keep descriptions simple • Try not to cheat or embellish

  14. 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.

  15. 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.

  16. 2) Tracking Your Time • Watch out for Time Bandits/Thieves • People who or things that “Steal your Time”

  17. 2) Tracking Your Time • Steven Covey: Time Management Matrix

  18. 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

  19. 3) Planning Tools • Types of Planning Tools • Monthly or Term Calendar • Weekly Planner • “To Do” Lists (Plan the night before)

  20. 3) Planning Tools • Types of Planning Tools • Electronic devices • Web/Online • System resource: MyUH, Laulima, • Free: Google, MSN Hotmail, Yahoo

  21. 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

  22. 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

  23. 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

  24. 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

  25. 3) Planning Time • Everyone needs to Sleep (56 hours) • 8 hours a day - 7 days a week • Total = 56 hours

  26. 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

  27. 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

  28. 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

  29. 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

  30. 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

  31. 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

  32. 3) Planning • Exercise #3: What are you going to do Tomorrow? • Make a simple To Do list.

  33. 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

  34. 4) Taking Action • Things we… • Love to do = usually over estimate time • Hate to do = usually under estimate time

  35. 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.

  36. 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

  37. 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

  38. 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?

  39. 4) Taking Action • Tip: Sub-divide tasks into manageable pieces

  40. 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

  41. 4) Taking Action • TUIT • Rare and very valuable • An Anti-procrastination Device

  42. 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

  43. 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

  44. 5) Evaluation and Adjusting • Any Adjustments needed? • All plans should be flexible • You should be flexible also

  45. 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.

  46. Summary • Why do we all need time management? • Use it before you fall behind

  47. 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

  48. Questions? • Questions? • Questions? • Questions?

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

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