Transcript Time Management SOS Workshop Presented by Guy Inaba February 2008 Agenda  Why Time Management?  Purpose?  Time Management (5 steps)  Summary and Q&A.

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
 Eliminates Cramming
 Promotes Review
 Gains Time
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
Time Management
 1)
Goal Setting
 2) Tracking Your Time
 3) Planning/Organizing
 4) Taking Action
 5) Evaluation and Adjusting
1) Goal Setting
 Goals/Priorities



can change through life
Kid time
Now
Retired
 Balance
of Academic and Personal
1) Goal Setting
 SMART





Goals
Specific
Measurable
Attainable
Rewarding
Timely
1) Goal Setting
 Divide



Goals into Time Frames
Short term Immediate Goals
Medium term Goals
Long term Life Goals
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
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
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
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
2) Tracking Your
Time
 Weekly



Chart – Tips
Round off to the nearest 15 minutes
Keep descriptions simple
Try not to cheat or embellish
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.
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.
2) Tracking Your
Time
 Watch

out for Time Bandits/Thieves
People who or things that “Steal your Time”
2) Tracking Your
Time
 Steven
Covey: Time Management Matrix
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
3) Planning Tools
 Types



of Planning Tools
Monthly or Term Calendar
Weekly Planner
“To Do” Lists (Plan the night before)
3) Planning Tools
 Types


of Planning Tools
Electronic devices
Web/Online
System resource: MyUH, Laulima,
 Free: Google, MSN Hotmail, Yahoo

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
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
3) Planning Tools
 Plan

Especially for first time you are doing it.
 Try



for 30 - 50% more time for each task
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
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
Sleep
School
Leisure
3) Planning Time
 Everyone


needs to Sleep (56 hours)
8 hours a day - 7 days a week
Total = 56 hours
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
3) Planning Time
 School

Study difficult or boring subject first



- Tips
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
3) Planning Time
 Everything


Try to live a balanced Life
56 / 56 / 56
 Time


else in Life (56 hours)
is money?
Time is really more valuable than money
You can replace money - not time
3) Planning Tips
 Everyone


Breakfast is the most important
Try to stay away from fast foods
 Personal


needs to eat 3 meals a day
Care
Nutrition and Health
Hygiene
3) Planning Tips
 Work:



Communication with your boss is important
Design your work schedule around school
Design your school schedule around work
 Travel:



Include travel time
Commuting and Parking
Listen to recorded lectures
Review notes on the Bus
Try to remember 1 thing or concept
3) Planning Tips
 Family


Communication is very important
Make some deals
 Your


and Friends (especially relationships)
Environmental Maintenance
Car, computer/printer, clean clothes, food etc.
Keep up with responsibilities, obligation etc.
 14
hours of personal time per week
3) Planning
 Exercise
#3: What are you going to do
Tomorrow?

Make a simple To Do list.
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
4) Taking Action
 Things


we…
Love to do = usually over estimate time
Hate to do = usually under estimate time
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.
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
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
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?
4) Taking Action
 Tip:
Sub-divide tasks into manageable
pieces
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
4) Taking Action
 TUIT


Rare and very valuable
An Anti-procrastination Device
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
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
5) Evaluation and
Adjusting
 Any


Adjustments needed?
All plans should be flexible
You should be flexible also
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.
Summary
 Why

do we all need time management?
Use it before you fall behind
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
Questions?
 Questions?
 Questions?
 Questions?
Thanks for coming!
Please leave the evaluations
on the front table.