How to Capture TimeA presentation on time management

Created by Cathy Ahillen, M.A., Amended by Teresa Sweeney, M.F.A., © 2009-2013

for the Kinkel Center for Academic ResourcesDr. Mark Pousson, Director

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Key Time Management Goals1. 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 timei) identify where time is used well. ii) identify where time is not used well.

c. compare estimate to the time log.

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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: https://support.google.com/calendar/answer/2465776?hl=en

to highlight activities and due dates:

a. major projects

b. tests

c. social events

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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.

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Goals are SMART

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

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Specific Goals vs. Non-specific Goals

NON-SPECIFIC: exercise more often

study more frequently

SPECIFIC: exercise aerobically

three times each week for 45 minutes

study two hours every day for every one hour spent in class

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Measurable

Measure progress in numbers, percentages, milestones, or dates.

Measure what has been accomplished, not what might have been accomplished.

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Achievable

Consider obstacles that may block progress when working on specific objectives.

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.

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Realistic

Goals should be “doable.” 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.

Goals should support your success. Feeling successful leads to greater confidence, which leads to setting even more challenging goals.

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Timely

Make target dates. Set time limits. Define start and stop dates. Create multiple action steps – each with its

own target date.

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Goals Goals should be written down and rewarded by either

extrinsic or intrinsic meansextrinsic:

attend a special event, watch TV, socialize, or get a massage

intrinsic:

acknowledge achievement, experience pleasure of a job well-done

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Short-Term Goals

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.

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Intermediary Goals

An intermediate goal is one that can be achieved over a time period of a year or more.

It is achieved after the completion of a series of short-term goals that serve as benchmarks or motivators

It is linked to a long-term goal: choose a major

» take courses in interest areas

» finish some general education classes.

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Long-Term Goals

A long-term goal is usually measured in terms of years.

It is achieved after the completion of a series of intermediary goals: getting a college degree buying a house .

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Schedules

are tools to help plan work and leisure time

are time maps with every task identified allow tasks to be rearranged and help to maintain order.

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Schedules

Kinds Purpose

semester schedule keeps track of important events and deadlines for the term

weekly schedule creates a detailed plan to show daily routines and requirements for the week

daily schedule lists tasks to achieve throughout the course of a day

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Semester ScheduleSUN MON TUE WED THU FRI SAT

1 2 3 4

5 6 7 8 9 10 11

12 13 14 15 16 17 18

19 20 21 22 23 24 25

26 27 28 29 30 31

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Using a Semester Schedule make a separate calendar for every month of the term note all school holidays and important school events mark the dates for tests, quizzes, research paper,

projects

note: daily assignments should not be written on this schedule but on the daily planner

write the dates of important social events, such as family get-togethers

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Sample Month

SUN MON TUE WED THU FRI SATResearch proposal due

1 2 3

Reading Day – no classes

4

Dance

5

Play auditions

6 7 8

Research Paper topic selected

9 10

Math test

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12 13

ENG test

14 15

Research paper – library work finished

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A&P terms due

17 18

19 20

Game

21 22

Research Project Draft

23 24

Math test

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Concert

26 27 28

SOC test

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Research paper due

30 31

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Establish Base Rates

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. Keep in mind that time spent on a task will vary

with energy level and the time of day.

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Sample Daily Log6:00 am Get up and shower6:30 Eat breakfast7:00 Commute to work7:30 ‘’8:00 Work8:30 ‘’9:00 ‘’9:30 ‘’10:00 ‘’10:30 ‘’11:00 ‘’11:30 ‘’12:00 pm Lunch / Go to class12:30 Class1:00 ‘’1:30 ‘’2:00 ‘’2:30 ‘’3:00 Class4:00 ‘'

4:30 Commute home5:00 Watch TV5:30 Make dinner6:00 Eat dinner6:30 Clean up7:00 Make phone calls7:30 Fix window8:00 Check e-mail8:30 Read newspaper9:00 Study9:30 ‘’10:00 Read in bed/Get

snack10:30 ‘’11:00 Watch TV11:30 Go to sleep12:00 a.m.1:001:30

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Assess Use of Time

Track your time: monitor activities by noting them in

15 – 30 minute segments do this for seven days during

waking hoursstudy the results and make adjustments.

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Allot Study Time 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 If study time amounts to more than four hours per credit

hour, then reflect on and change study patterns.

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Weekly Schedule

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Create Your Weekly Schedule

FIXED

classesmeetings

workappointments

meals

FIXED STUDY

2:1 ratiolabel eachclass/block

FLEXSTUDY

two orthree

blocks

LEISURE

socialfamilyfriends

recreationpersonal time

GOALS ANDRESPONSIBILITIES

goalschores

exerciseerrands

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A Weekly Schedule

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

become routine.

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Daily Schedule – To Do List

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.

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ABC Method with a To Do List

1) Assign a priority letter—A, B, or C—to all items on To Do List:

A items – highest priority B items – important but not as high a priority

as the A items C items – least important

2) Begin working on the A items.

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Time Management Recap

Understand the importance of setting goals and planning rewards

Gain awareness of how you currently spend your time

Recognize how much time you need for learning Be aware of procrastination and identify several

ways to overcome it Begin applying the information to effectively

manage your time and reach your goals

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