TIME MANAGEMENT WORKSHOP

Time Management Questionnaire

Self Assessment: Answer Yes or No to the following questions: 1. ____ Have you estimated how many hours you need to study this semester? 2. ____ Do you tend to complete your assignments on time? 3. ____ Have you estimated how long it takes to read one chapter in each of your textbooks? 4. ____ Do you begin working on long-term assignments at the beginning of the semester? 5. ____ Do you make lists of things to do in your head, rather than on paper? 6. ____ Do you participate in social activities even when you know you should be studying? 7. ____ Do you schedule time to study for exams? 8. ____ Do you have a job that requires more than 20 hours a week? 9. ____ Do you know exactly what tasks you are going to do when you sit down to study? 10. ___ Do you do the assignments from your favourite class first? Give yourself 1 point for each YES answer to all questions except 5, 6, 8, 10. Give yourself 1 point for each NO answer to questions 5, 6, 8, 10. Total your points. A low score indicates a need for help with time management and a high score indicates use of effective time management techniques.
Orientation to College Learning, Dianna L. Van Blerkhom

Where Does the Time Go? Worksheet

Self-Assessment Exercise: Estimate the number of hours you spend on each task: Number of hours of sleep each night Number of hours spent grooming each day Number of hours for meals/snacks (including preparation/clean-up time) Travel time to and from campus Number of hours per week for regular activities (volunteer work, intramurals, church, clubs, etc.) Number of hours per day of errands, etc. Number of hours of work per week Number of hours of class per week Number of hours per week with friends, social parties, going out, etc. Number of hours of TV and computer ____ x 7 = ____ ____ x 7 = ____

____ x 7 = ____ ___ x __ = ____

= ____ ____ x 7 = ____ = ____ = ____

= ____ ____ x 7 = ____ Total = ____

168.0 hours in a week - ______ hours of activities = ______ hours to study These estimations allow you to calculate the approximate amount of time you have to study during the week. Is there enough? This is your time to look at how you might reorganize your time to allow for more/less study time during the week.

SAMPLE
Estimate the number of hours you spend on each task: Number of hours of sleep each night Number of hours spent grooming each day Number of hours for meals/snacks (including preparation/clean-up time) Travel time to and from campus Number of hours per week for regular activities (volunteer work, intramurals, church, clubs, etc.) Number of hours per day of errands, etc. Number of hours of work per week Number of hours of class per week Number of hours per week with friends, social parties, going out, watching TV, etc. Number of hours of TV and computer

Where Does the Time Go? Worksheet

8 x7= 1 x7= 57 7

3 x7= 1 x5=

21 5

= 1 x7= = =

6 7 15 15

= 2x7 =

10 14

Total = 168.0 hours in a week - 157.0 hours of activities = 11.0 hours to study

157

These estimations allow you to calculate the approximate amount of time you have to study during the week. Is there enough? This is your time to look at how you might reorganize your time to allow for more/less study time during the week.

Time Management Strategies

Managing your time effectively can enable you to: Reach your goals Accomplish what is most important Live out your values, maintain balance Meet deadlines Reduce and manage stress Work smarter instead of harder Control your time Perform academically Have the time of your life without guilt! The following proven strategies are designed to help you manage your time more effectively. Self Monitoring:
Managing your time more effectively starts with discovering where all your time goes.

Keep a daily activity log for 3-7 days From the time you get up to the time you go to sleep, record your activities, the time you started and finished and the amount of time each activity consumed At the end of each day reflect on your use of time with these questions:
What activities were high, medium or low priority? Did I accomplish what was most important to me? At what time of the day was I most/least productive? How happy am I with the way I used my time? Is there anything I need to change? Where could I save some time?

Once you know where your time is going, you can use scheduling and planning strategies to manage your time.

The FOUR-Schedule System

1. Term Schedule:
Make a four month term schedule: Put it on the wall in order to see all important term dates (assignments and exams) at a glance For assignments: Record the due date, a completion date (aim for one week before it is due) and a starting date by estimating how long it will take to complete it For exams: Record the exam date and the date you intend to begin studying for it Other: Add other important commitments to your term calendar Review: Look for congested periods indicating that you need to start some assignments earlier to avoid academic pile up Remember to revise and update as required

2. Master Schedule:
Make a master schedule which is a template for a typical week in your term Make a master schedule once a term List all your weekly fixed activities

Activities included: Sleep Spiritual Activities Volunteer work Exercise Personal Hygiene Class Grocery Shopping Travel Time Recreation Laundry Labs Jobs Cleaning Socializing Clubs Meals TV Other

This schedule helps maintain balance and reveals how much time is available for study and other flexible activities

3. Weekly Schedule:

Make a weekly schedule that adds details and allows you to plan your study time

4. Daily Schedule: Make a daily schedule of your prioritized list of activities including the times
for doing them, for the next day

Planning Your Study Time

Now that youve mastered scheduling, how do you manage those flexible blocks of time? Consider some general guidelines: Study Formula:

Excluding any required lab time, expect to invest at least 2 hours of study time outside class for every hour in class. (this formula will vary from person to person and from course to course)

Budget Time:

Budget time according to what assignments and exams are worth. If an exam is worth 50% and your paper is worth 50%, then you might want to divide your time evenly between preparing for your exam and writing your paper.

Deadlines:

Remember that work expands to fill the time available, so estimate how long the work should take and give yourself a deadline.

Take Breaks:

Optimum efficiency is reached by studying in 1 hour blocks (50 minutes + 10 minute break). Shorter periods are good for reviewing notes and doing memory work. Longer periods are usually needed for writing and problem solving.

Peak Times:

Tackle less interesting and more difficult tasks during your high energy and peak concentration times. Leave the more engaging and easier work for low times. Save non-academic tasks (ie. shopping, cleaning) for times in the day when you are really low on energy and concentration.

Fill Gaps:

Always have small tasks (ie. learning vocabulary for a language or biology course) on hand so you can fill in the many little windows of time during your day.

Prioritize:

Prioritize by listing the study tasks for the week and each day in order of importance. Commit to finishing the most important tasks first.

Time Use Log

Start Time End Time Time Used Activity Changes

Master Weekly Schedule

Time Monday Tuesday Wednesday Thursday Friday Saturday Sunday

6:30 am 7:00 7:30 8:00 8:30 9:00 9:30 10:00 10:30 11:00 11:30 12:00 pm 12:30 1:00 1:30 2:00 2:30 3:00 3:30 4:00 4:30 5:00 5:30 6:00 6:30 7:00 7:30 8:00 8:30 9:00 9:30 10:00 10:30 11:00 11:30 12:00 am Hours: Total Hours Worked Towards Goal:______________

101 Time Management & Time Saver Strategies

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. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47. 48. 49. 50. 51. Clarify your values Set goals based on your values Develop action plans based on goals Record and evaluate how you spend your time Ensure that daily, weekly & term goals are congruent with your values Combine activities Watch out for the time wasters Have little tasks at hand Be flexible Review lecture notes soon after your lecture Review lecture notes throughout the term Dont rely on cramming for exams Spread memory work out over the term Remember work expands to fill time available 20% of what you do yields 80% of the results 80% of what you do yields 20% of the results Let your subconscious work for you start papers and creative work early Have a note pad at all times Take learning skill workshops Have a purpose for everything you do Define your objectives Set priorities Plan Write down daily goals in order of priority Set goals that are specific Set goals that are measurable Set goals that are acceptable to you Set goals that are realistic Set goals that include a specified time frame for completion Make To Do lists Work on top priorities Break down big tasks into short projects Do the hard tasks first Eliminate tasks you do not have to do yourself Complete one task before starting another Delegate Allow enough time for each task Allow extra time for the unexpected Avoid busyness Allow time for family, friends and yourself Use calendars: term, week, daily Set deadlines Consolidate discretionary time in blocks Do creative work where you will not be disturbed Communicate clearly the first time Get feedback on your communications Do not over schedule Know your limitations Use the telephone or email Group phone calls, emails together Return calls at a fixed time 52. 53. 54. 55. 56. 57. 58. 59. 60. 61. 62. 63. 64. 65. 66. 67. 68. 69. 70. 71. 72. 73. 74. 75. 76. 77. 78. 79. 80. 81. 82. 83. 84. 85. 86. 87. 88. 89. 90. 91. 92. 93. 94. 95. 96. 97. 98. 99. 100. 101. Keep time filler tasks by the phone Keep a clean desk Do not waste other peoples time Plan meetings Direct meetings purposefully Start meetings on time Keep meetings on agenda Time limit agenda items End meetings on time Handle mail once Throw out what you will not read Use a tickler system to remind you of due dates Let your secretary handle appointments Fix hours for appointments Go to the other persons room or office Meet outside of your office Block interruptions of appointments Do not trust your memory write it down Develop a good file system Let someone hold you accountable Get exercise Schedule in more fun Take a day off each week Learn to say NO more often Take time to nurture your spirituality Remember, today may be your last day Take your time Accept responsibility for your time Strive for a balanced life Use the little windows of time Group related tasks Use your peak times wisely Avoid procrastinating Plan tasks before starting them Nurture self-discipline & gratification delay Nurture your concentration ability Learn memory enhancement techniques Develop a procedure manual for future reference Learn from failures & mistakes, then forget them Review long and short-term goals often Eliminate tasks not related to your goals Eliminate tasks that interfere with balance Reward yourself for effective time management Use post-it notes! Use your day-timer Give yourself time to relax each day Plan ahead to ward off typical distractions Learn to make decisions Wherever you go, there you are, therefore, be all there When you finish something, add it to your to do list, then cross it off it looks good and feels great!

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