Strategies for Time Management: ICSM Common Hour Presented by: The Academic Advising Center

Objectives

1. Increase awareness of 10 time management strategies.

2. Learn how to implement self-selected strategies that will assist you in managing your time effectively.

You Are Not Alone!

According to a recent UCLA survey of college freshman, more than 30% of all freshman reported feeling overwhelmed with all the demands of college life! http://www.uic.edu/depts/wellctr/docs/Stress%20and%20the%20College%20Student.pdf

Do You Find Yourself Using These Phrases?

"I always end up cramming for exams." "I never have enough time to do my work." "I only study when there's the pressure of a test." "I've tried to make a schedule for myself, but I don't stick to them." "I've tried to make schedules for myself, but unexpected things come up." "When I'm doing work in one subject, I get distracted by thoughts of what I have to do for my other classes."

Poor Time Management Results In…

Stress Tasks take longer to complete Illness/fatigue Disorganization Lack of accomplishment

Time Management?

Self-Management • • • • Personality Culture Circumstances Priorities Pick & choose strategies based on what you need

Strategy 1: Time Awareness

How do you spend your time? Time logs will help you see where your time goes!

• • • • •

TIPS:

Keep a daily log for 7 consecutive days Record EXACTLY how your time is spent – be specific!

Log your time as you go Try not to change your behavior right now Analyze your time

HANDOUTS!

Analyzing Your Time

Look for patterns Anything you can simplify?

Could you streamline anything?

What times of days are busier for you?

When are you the most and least productive?

How do you use your “down time”?

Possible to reorganize?

Are tasks taking longer than expected?

Strategy 2: Prioritize

Key to prioritization: Determining the most important task/action to reach your stated goals Let’s consider candy for a moment…

More on Strategy 2

Setting priorities using a Matrix (Covey, Merrill, & Merrill; 1994): IMPORTANT NOT IMPORTANT • • • •

URGENT Family member seriously ill Paper due in 3 days..haven’t started

Cleaning up Club organizer wants info for meeting tomorrow • •

NOT URGENT Wellness check Exercise

• • • Facebook Surfing the web TV

Strategy 3: Using Planning Tools

 gFlash+ Flashcards & Tests  http://www.gflashcards.com/ https://itunes.apple.com/us/app/gflash-flashcards-tests/id286531709?mt=8  myHomework Student Planner https://myhomeworkapp.com/   iStudiezPro inClass  BugMe http://istudentpro.com/ http://www.inclassapp.com/ https://itunes.apple.com/us/app/bugme!-stickies-pro-ink-notepad/id361195700?mt=8  Free electronic planner downloads http://en.softonic.com/s/daily-planner

Tips for Strategy 3

Take time to record appointments/events as they are made.

Include prep time if the task/activity requires travel, study, research, etc.

Color code to denote various tasks or those that are most important.

Allow for the unexpected by building in unscheduled time.

Use type of tool that best suits you.

Always have your planner with you.

Keep your goals, projects and other important lists in your planner.

Regularly sync your e-planner or refill your paper planner.

Schedule about 70% of your day – have some “me” time!

Strategy 4: Getting Organized

 De-Clutter “Keep-Give Away-Toss” Do I really need this? Will it help me in any way? Is it a necessary part of a project, etc? Would it be hard to replace?

Activity:

Identify your clutter! Using the paper provided, jot down in your groups all the things that are cluttering up your life right now (tangible and non-tangible)

Tips for Decluttering

Desk drawers – use utensil holders or ice cube trays (get creative!) Consider subscribing to electronic versions of paper media.

Donate and recycle. Get a buddy who is good at organizing to help you out if needed.

Strategy 5: Scheduling Your Time

– – – – When are you the most productive and alert? When do you tend to overcommit? When can you more easily balance responsibilities? When do you make time for yourself?

Tips for Scheduling Your Time

Block out time for high priorities first Build in contingency plans for unexpected situations – Already built-in if you have only scheduled 70% of your day Beware of overcommitting (it’s ok to say no) – Link to ways to say professionally and politely: http://zenhabits.net/say-no/

Strategy 6: Utilize Campus Resources

Academic Advising Center http://www.ithaca.edu/advising/ Academic Enrichment Services http://www.ithaca.edu/aes/ Writing Center http://www.ithaca.edu/hs/depts/writing/writingcenter/ Student Disability Services http://www.ithaca.edu/sds/ Career Services http://www.ithaca.edu/sacl/careers/ Office of International Programs http://www.ithaca.edu/oip/ Office of the Registrar http://www.ithaca.edu/registrar/ CAPS http://www.ithaca.edu/sacl/counseling/

Strategy 7: Stop Procrastinating

• • • • • • • Break large projects/tasks into smaller and more manageable segments.

Start with a pre-preparatory task (i.e. organize notes).

Swiss Cheese method: poke holes in your project by completing quick and easy tasks.

Do hardest/most unpleasant parts first.

Remove distractions Stay positive!

Celebrate small accomplishments.

Strategy 8: Identify/Manage Time Wasters

Which ones apply to you?

• • • • • • • Phone/texting Family obligations Clubs Social obligations Email & Internet TV Too much “down time”

Solutions to Time Wasters

Set specific times for making/receiving phone calls.

Turn off your cell from time to time.

Set aside time in your day for TV and social networking.

Be selective with your social calendar.

Schedule study time or a club during your “down” time.

Strategy 9: Avoid Multitasking

Multitasking limits productivity – shifting attention between tasks drains time and mental energy.

Common ways students multitask: Watching TV and reading Facebook and reading Talking with friends and reading Texting and reading Like listening to music in the background? Research is showing passive noise might just be beneficial.

Tips for Minimizing Multitasking

Minimize interruptions and distractions.

Make a note to yourself about something you need to take care of later instead of stopping to complete it.

Stand up every now and again to improve your concentration. Consider a 5-minute walk and stretch Set deadlines and concentrate on completing one task at a time.

Be accountable to a friend and vice versa (help each other out).

Strategy 10: Stay Healthy

Summary

Analyze how you spend your time.

Decide what is important and urgent.

Utilize tools to improve time management.

Get organized.

Schedule!

Use your resources – don’t go it alone.

Don’t procrastinate.

Manage time wasters.

Multi-tasking is not your friend.

Take time for yourself – be healthy!