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Time Management SOS Workshop

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

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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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