Time Management Time Management StrategiesStrategies
Lucy Capuano Brewer, MALucy Capuano Brewer, MAPsy 02 – Personal Growth Psy 02 – Personal Growth
and Social Awarenessand Social Awareness
""We must use time wisely and We must use time wisely and forever realize that forever realize that
the time is always ripe to do the time is always ripe to do right." right."
--Nelson MendelaNelson Mendela
The Zen of Time UsageThe Zen of Time Usage
““When You Wash The Dishes, When You Wash The Dishes,
Wash the Dishes.”Wash the Dishes.”
Living in the moment: Living in the moment Living in the moment: Living in the moment is about just being. Being fully present in is about just being. Being fully present in every situation, body, mind, and soul, so every situation, body, mind, and soul, so that you experience everything you do that you experience everything you do totally and absolutely. totally and absolutely.
In those moments when you engage In those moments when you engage yourself completely, nothing in the future yourself completely, nothing in the future exists - and nothing in the past is holding exists - and nothing in the past is holding you backyou back.
•What does this quote mean? What does this quote mean? •How is it related to effective use of time?How is it related to effective use of time?•Being in the Here and NowBeing in the Here and Now
Time ManagementTime Management
Time is Finite-You Already have all Time is Finite-You Already have all the time that will be allotted to you.the time that will be allotted to you.
Birth--------------------------DEATHBirth--------------------------DEATH
What you do with that time What you do with that time
is up to you!is up to you!
Time ManagementTime Management
Time is a difficult concept to defineTime is a difficult concept to defineTime management is event controlTime management is event controlPlanning is the key to controlPlanning is the key to controlThe only time you can exercise any The only time you can exercise any control over is control over is right nowright now!!
In College you will be asked to In College you will be asked to do many jobs, often by different do many jobs, often by different instructors or supervisors who instructors or supervisors who do not know the other work do not know the other work that you are doing. that you are doing. It is up to you to organize all It is up to you to organize all your tasks so you can complete your tasks so you can complete them by the deadlines given to them by the deadlines given to you. you. You may also like to have some You may also like to have some time to "have a life."time to "have a life."
PLANNING : IS THE KEY TO PLANNING : IS THE KEY TO CONTROLCONTROL
In CollegeIn College
No one plans No one plans to to FAIL…FAIL…
They just failThey just fail to to PLANPLAN
I I ACTIVITESACTIVITES::
CrisisCrisis
Medical EmergenciesMedical Emergencies
Pressing problemsPressing problems
Deadline Driven ProjectsDeadline Driven Projects
Last-minute ProjectsLast-minute Projects
II II ACTIVITES:ACTIVITES:
PERSONAL GROWTHPERSONAL GROWTH
Planning/PreparationPlanning/Preparation
Relationship BuildingRelationship Building
PreventionPrevention
Values ClarificationValues Clarification
ExerciseExercise
True recreation/relaxationTrue recreation/relaxation
III III ACTIVITES:ACTIVITES:
Interruptions, some callsInterruptions, some calls
Pressing mattersPressing matters
Some mail / reportsSome mail / reports
Popular activitiesPopular activities
IV IV ACTIVITES:ACTIVITES:
Trivia/busy workTrivia/busy work
Junk MailJunk Mail
Some phone/e-mailSome phone/e-mail
Time wastersTime wasters
Escape ActivitiesEscape Activities
Viewing Mindless TVViewing Mindless TV
The Time Management The Time Management MatrixMatrixUrgentUrgent Not UrgentNot Urgent
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The Time Management The Time Management MatrixMatrix
I I ACTIVITES:ACTIVITES:
Activities in this Quadrant Activities in this Quadrant are Activities of Necessityare Activities of Necessity
They must be ManagedThey must be Managed
II II ACTIVITES:ACTIVITES:
Activities in this Quadrant Activities in this Quadrant are Activities that will bring are Activities that will bring Control to your lifeControl to your life
This should be your This should be your FOCUSFOCUS
III III ACTIVITES:ACTIVITES:
Activities in this Quadrant Activities in this Quadrant are Activities of Deceptionare Activities of Deception
They should be They should be Avoided/ControlledAvoided/Controlled
IV IV ACTIVITES:ACTIVITES:
Activities in this Quadrant Activities in this Quadrant are Activities of Wasteare Activities of Waste
They should be They should be
Avoided/ControlledAvoided/Controlled
UrgentUrgent Not Urgent Not Urgent
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Time ManagementTime ManagementWhat’s Worked For MeWhat’s Worked For Me
1.1. Use an Use an OrganizerOrganizer
2.2. ““To Do” ListsTo Do” Lists
3.3. Rewards!Rewards!
4.4. The “3 Ds”The “3 Ds”
5.5. Use “in Use “in between” Timesbetween” Times
What’s Worked For Me1. Use an Organizer
o Get an organizer Get an organizer and use it.and use it.
o Schedule Schedule everything!everything!
o Include classes, Include classes, study time, study time, projects, tests, projects, tests, work and play. work and play.
What’s Worked For MeWhat’s Worked For Me2.2. “To Do” Lists“To Do” Lists
o Make a daily “to Make a daily “to do” lists.do” lists.
o Include priorities Include priorities (a,b,c,…1,2,3)(a,b,c,…1,2,3)
o Anything not Anything not done today is the done today is the first on the list first on the list tomorrow.tomorrow.
What’s Worked For MeWhat’s Worked For Me3.3. Rewards!Rewards!o Reward things I need Reward things I need
to get done with to get done with things I love.things I love.
o Example: 10 minutes Example: 10 minutes of TV, phone, etc. of TV, phone, etc. after 50 minutes of after 50 minutes of studying.studying.
o Example: after two Example: after two hours of studying 30 hours of studying 30 minutes of exercise.minutes of exercise.
What’s Worked for Me4. The “3 Ds”
Anytime you get a new Anytime you get a new task, immediately do task, immediately do one of the three D’s one of the three D’s with it.with it.
1.1. Do it now!Do it now!
2.2. Dump It!Dump It!
3.3. Delegate it! (get Delegate it! (get someone else to do it)someone else to do it)
What’s Worked For MeWhat’s Worked For Me5. Use “in between” Times5. Use “in between” Times
““Time opportunities” Time opportunities” are everywhere – use are everywhere – use them.them.
Have materials Have materials (Blackberry, (Blackberry, flashcards, notes, flashcards, notes, etc.) ready.etc.) ready.
Artifacts for Staying on TrackArtifacts for Staying on Track10 Minutes a day for planning.10 Minutes a day for planning.
Flexible SchedulingFlexible Scheduling
Automated Schedulers - Netscape Automated Schedulers - Netscape Calendar, Microsoft Schedule, Calendar, Microsoft Schedule, Outlook, Palm PilotOutlook, Palm Pilot
Pad of Paper - Running to-do list, Pad of Paper - Running to-do list, place for unloading.place for unloading.
A WatchA Watch•Build in flexible schedules. Build in flexible schedules. •Don’t optimize to the minute. Don’t optimize to the minute. •Allow for error.Allow for error.•Running to-do lists are useful for getting Running to-do lists are useful for getting distracting thoughts out of your headdistracting thoughts out of your head
Developing The HabitDeveloping The Habit
Takes Discipline and Practice to Have Takes Discipline and Practice to Have Good Time Management SkillsGood Time Management Skills
Develop Skills IncrementallyDevelop Skills Incrementally
Start by developing a realistic Start by developing a realistic scheduleschedule
Build in reward system for finishing Build in reward system for finishing thingsthings
Over time, it’ll become second nature.Over time, it’ll become second nature.
The Big PictureThe Big Picture
Important to know when you’ve Important to know when you’ve done all that you can.done all that you can.
Don’t schedule more than is Don’t schedule more than is humanly possible.humanly possible.
Don’t stress about things that you Don’t stress about things that you can’t control.can’t control.
Keep the long term goals in mind.Keep the long term goals in mind.
TIME MANAGEMENTTIME MANAGEMENTSome Days Are ImpossibleSome Days Are Impossible
In spite of best efforts - It’s still In spite of best efforts - It’s still impossible to get everything done.impossible to get everything done.
Partly the Environment or too Partly the Environment or too many commitments.many commitments.
This can lead to stress.This can lead to stress.
Active InactivityActive Inactivity
““Music is the Space Music is the Space Between Notes” Between Notes”
- Claude Debussy- Claude Debussy
Creating Empty Creating Empty Spaces in Life Spaces in Life
is Essential.is Essential.•Creating Quiet Time - turn off phone, don’t check Creating Quiet Time - turn off phone, don’t check email, just “Be”email, just “Be”
•Very important to break up your life with quiet periods Very important to break up your life with quiet periods for reflection, planning, and refocusing.for reflection, planning, and refocusing.
The Art of ProcrastinationThe Art of Procrastination
Wastes more time worrying about the Wastes more time worrying about the outcome or avoiding what seems to be outcome or avoiding what seems to be unpleasant.unpleasant.Art of Delaying the InevitableArt of Delaying the InevitableWhere can you lose time?Where can you lose time?
Worrying about finishing on time.Worrying about finishing on time.Worrying about the final outcome.Worrying about the final outcome.Distractions.Distractions.Doing “unimportant” things first.Doing “unimportant” things first.
Components of procrastinationComponents of procrastination
A behavior sequence for A behavior sequence for postponementpostponement
Often resulting in a substandard Often resulting in a substandard productproduct
Involving a task that is NOT Involving a task that is NOT important to doimportant to do
Resulting in a state of emotional Resulting in a state of emotional upsetupset
ProcrastinationProcrastinationProcrastination is a crime it only leads to Procrastination is a crime it only leads to
sorrow, I can stop at anytime, I think I sorrow, I can stop at anytime, I think I will tomorrow!!!! – Unknownwill tomorrow!!!! – Unknown
The act of putting off something The act of putting off something that needs to be done.that needs to be done.
Ignoring the task, hoping it will go Ignoring the task, hoping it will go away.away.
A natural human tendencyA natural human tendency
Undermines Undermines The Creative The Creative ProcessProcess
Important: When you exclude the Important: When you exclude the creative process, everything suffers!creative process, everything suffers!
STEPS IN THE CREATIVE PROCESSSTEPS IN THE CREATIVE PROCESS1.1. PREPARATIONPREPARATION
1.1. Whatever steps necessary to think about, Whatever steps necessary to think about, begin to gather resources, STARTIN THE begin to gather resources, STARTIN THE PROCESS.PROCESS.
2.2. INCUBATIONINCUBATION1.1. Let it chill…Let it chill…2.2. Give yourself time and space to think Give yourself time and space to think
about, revise, revisit the first step.about, revise, revisit the first step.
3.3. ILLUMINATIONILLUMINATION1.1. Aha! Moment:Aha! Moment: " "Aha!", "Eureka!", "What-da-ya-know"... or just Aha!", "Eureka!", "What-da-ya-know"... or just
plain "hmmm." Whatever we call it, it’s that single, magical moment plain "hmmm." Whatever we call it, it’s that single, magical moment when things just make sensewhen things just make sense
4.4. VERIFICATION (Doing it!)VERIFICATION (Doing it!)The actual process of getting it done!The actual process of getting it done!
Pe rfo rm ance
H igh
Boredom
Lack of motivation
ZO N E O F
PEA K A C A D EMIC
PERFO RMA N C E
Fatigue
Vague
Tired
Aimless
Depressed
Lo w
Stressed
Anxious
Ir r itable
Moody
Agitated
Panicky
N ervous
W orr ied
Lacking in concentrat ion
Scared
Forgetful/poor memory
H igh
Lo w H igh
Level of Body Arousals
Swings
PRO CRASTIN ATIO N
The Power of ThoughtThe Power of ThoughtProcrastinatingProcrastinating ProductiveProductive
I must/have to…or something I must/have to…or something awful will happen.awful will happen.
I choose to...I choose to...
I've gotta finish...I've gotta finish... When can I get started on...When can I get started on...
Oh God, this assignment is Oh God, this assignment is huge!.huge!.
Where is the best place to Where is the best place to start?start?
I I mustmust do well (fantastic, do well (fantastic, perfect). perfect).
I'll do okay; I'll give it time.I'll do okay; I'll give it time.
I have no time to play. I have no time to play. It is important to play one It is important to play one hour.hour.
I see life and work as a grind.I see life and work as a grind. Life and work are rewarding & Life and work are rewarding & fun.fun.
I can't succeed. I can't succeed. I will succeeding if I...I will succeeding if I...
Six Styles of ProcrastinationSix Styles of Procrastination1.1. Dreamers:Dreamers:
These procrastinators desperately want life to be easy and free These procrastinators desperately want life to be easy and free from pain. They retreat from the real world and live in their heads.from pain. They retreat from the real world and live in their heads.
2.2. Worriers:Worriers:Prizes security above all else. Has a narrow comfort zone and is Prizes security above all else. Has a narrow comfort zone and is paralyzed with anxiety. paralyzed with anxiety. Endless stream of "what ifs" about hypothetical situations, all with Endless stream of "what ifs" about hypothetical situations, all with negative consequences. negative consequences.
3.3. Defiers:Defiers:Resents authority but expresses the rebellion covertly. Resents authority but expresses the rebellion covertly. Likely to say, "sure, I’ll do that". Then they "forget", or delivers Likely to say, "sure, I’ll do that". Then they "forget", or delivers work that’s late.work that’s late.
4.4. Crisis Makers:Crisis Makers:Most of us do our best work under some kind of time constraint. Most of us do our best work under some kind of time constraint. A crisis-maker goes out of the way to create dramaA crisis-maker goes out of the way to create drama
5.5. Perfectionists:Perfectionists:Self-esteem is on the line every time they do anything. Self-esteem is on the line every time they do anything. Often they are idealists who are unrealistic in their use of time and Often they are idealists who are unrealistic in their use of time and energy energy
6.6. Overdoers:Overdoers:Always busy. Always busy. People pleaser, the guy who never says no to taking on more work. People pleaser, the guy who never says no to taking on more work.
For specific info:For specific info: http://www.nypsychotherapy.com/procrastination.html
Anti-Procrastination Techniques Anti-Procrastination Techniques for Dreamersfor Dreamers
Change your someday’s and soon’s to Change your someday’s and soon’s to specific times.specific times.
Buy and maintain calendar’s: keep them Buy and maintain calendar’s: keep them visible and utilize it.visible and utilize it.
Write out assignments.Write out assignments.
Do fewer passive activities and more Do fewer passive activities and more active activities.active activities.
Prioritize!!!Prioritize!!!
Which one are you?Which one are you?Take a couple of minutes to write down Take a couple of minutes to write down which of the procrastination type best which of the procrastination type best fits you?fits you?
Give 2 - 3 specific (personal) examplesGive 2 - 3 specific (personal) examples
Find others like you and come up with Find others like you and come up with 2-5 effective strategies to stop 2-5 effective strategies to stop procrastinating. procrastinating.
Anti-Procrastination TechniquesAnti-Procrastination Techniquesfor Worriersfor Worriers
Recognize that making no decision is, Recognize that making no decision is, in fact, making a decision.in fact, making a decision.
To help yourself become more To help yourself become more decisive, follow a two-part-decision-decisive, follow a two-part-decision-making process: first commit yourself making process: first commit yourself to the goal, then determine the steps to the goal, then determine the steps you’ll take to achieve the goal.you’ll take to achieve the goal.
Instead of panicking with a rhetorical Instead of panicking with a rhetorical “What if?” question, go one step “What if?” question, go one step further and state the answer.further and state the answer.
Anti-Procrastination TechniquesAnti-Procrastination Techniquesfor Perfectionistsfor Perfectionists
Focus on what is realistic rather Focus on what is realistic rather than perfectionism.than perfectionism.Change your “have to’s” to “want Change your “have to’s” to “want to’s”to’s”Make a daily “to do” list that is Make a daily “to do” list that is short and practicalshort and practical
Anti-Procrastination TechniquesAnti-Procrastination Techniquesfor Over-Doersfor Over-Doers
Say no when appropriate Say no when appropriate
Take breaks and enjoy free Take breaks and enjoy free timetime
Make to do listsMake to do lists
Anti-Procrastination TechniquesAnti-Procrastination Techniquesfor Defiersfor Defiers
Pick your battles carefully, weighing Pick your battles carefully, weighing what's really worth fighting for according what's really worth fighting for according to a scale of priorities.to a scale of priorities.
Mean what you say.Mean what you say.
Do what you know needs to be done. Do what you know needs to be done.
Always try to act instead of react. Take Always try to act instead of react. Take pains to “decide and do” rather than pains to “decide and do” rather than “complain and defy”“complain and defy”
Anti-Procrastination TechniquesAnti-Procrastination Techniquesfor Crisis Makersfor Crisis Makers
The crisis maker needs to increase his The crisis maker needs to increase his self-motivation to accomplish thingsself-motivation to accomplish things
Decrease the emotional investment in Decrease the emotional investment in the death-defying, last minute the death-defying, last minute performance. performance.
Recognize your need for an adrenaline Recognize your need for an adrenaline rush, but find a safer avenue for it than rush, but find a safer avenue for it than your work or your relationships. your work or your relationships.
Managing procrastinationManaging procrastination
Simply beginSimply begin
Set reasonable goalsSet reasonable goals
Set prioritiesSet priorities
Chunk tasksChunk tasks
Use time lineUse time line
Write contractWrite contract
Use positive self talkUse positive self talk
Affirm your abilityAffirm your ability
Motivational Motivational messagesmessages
Challenge Challenge perfectionismperfectionismWrite remindersWrite remindersReward yourselfReward yourselfDevelop a routineDevelop a routineReward yourself Reward yourself for progress - for progress - “Work before you “Work before you play”play” Work in daylightWork in daylight
Time of Your Life – Green Time of Your Life – Green DayDay
Another turning point, a fork stuck in the road.
Time grabs you by the wrist, directs you were to go
So make the best of this task and don't ask why.
It's not a question but a lesson learned in time.
It's something unpredictable but in the end is right.
I hope you had the time of your life.I hope you had the time of your life.
So take the photographs and still frames in your mind
Hang them on a shelf of good health and good time.
Tattoos of memories and dead skin on trial.
For what it's worth, it was worth all the while.
It's something unpredictable, but in the end is right
I hope you have the time of your life.I hope you have the time of your life.
Time – Pink FloydTime – Pink FloydTicking away the moments that make up a dull day You fritter and waste the hours in an offhand way.
Kicking around on a piece of ground in your hometown
Waiting for someone or something to show you the way.
Tired of lying in the sunshine staying home to watch the rain.
You are young and life is long and there is time to kill today.
And then one day you find ten years have got behind you.
No one told you when to run, you missed the starting gun.
So you run and you run to catch up with the sun but it's sinking
Racing around to come up behind you again. The sun is the same in a relative way but you're older,
Shorter of breath and one day closer to death. Every year is getting shorter never seem to find the
time. Plans that either come to naught or half a page of
scribbled lines Hanging on in quiet desperation is the English way
The time is gone, the song is over, Thought I'd something more to say.
Create your own Time SheetCreate your own Time Sheet
Make a choice to change Make a choice to change
Begin to manage your time more efficientlyBegin to manage your time more efficientlyhttp://www.usd.edu/trio/tut/time/evtime.html
Resource:Resource:Covey, S. R. (1989) Covey, S. R. (1989) The 7 habits of highly effective peopleThe 7 habits of highly effective people. Simon . Simon & Schuster: New York.& Schuster: New York.