Time Management

Time Management Improve how you manage your time in order to get more done and reduce stress. Make the time to read these general tips about diagnosing and solving your time management problems.

1. Keep track of how you use your time:  Keep a log for a week of everything you do, how long you do it, and when. o In addition to what you’re doing and when, try noting how focused and energized you felt during that activity/at that time. o Be honest with yourself; otherwise you won’t know what to work on!  At the end of the week, assess your log. o Create a pie chart based on the results of your time log. o Note the following:  What are the biggest ways you waste time?  When do you have the most energy?  How did you use your highest energy time?  When did you feel stressed or overwhelmed?  Note any patterns you observe! 2. Start with the biggest problem first:  If you see any obvious patterns in your log, like feeling stressed when working at the last minute, reorganize that first.  Put these most important changes into your planner or calendar and build around them. 3. Make a plan:  Keep a yearly, monthly, weekly, and daily plan. o This can be a planner, a calendar, or a notebook and should show your upcoming events, projects, appointments, and assignments. o Even if you don’t know all the details of an activity or assignment, note it in your planner anyway so you have an idea of what’s coming up.  Write down your big-picture goals—where do you want to be in a year or five? o Divide these into clear, manageable daily, weekly, or monthly tasks. o Keep yourself accountable for your progress.  Don’t over-plan. o Make sure you give yourself plenty of time for commuting, walking between buildings, and the minor things that happen every day. o To take advantage of unexpected additional time (like when your commute is shorter than usual), keep a book or notebook on hand.  And make a habit of using your extra time effectively! 4. Work on your plan daily:  Keep track of your big-picture goals and objectives. o Some days you will want to reevaluate and edit your goals and objectives. o Other days you’ll just make progress or remind yourself where you’re going. o Break big goals and tasks in manageable smaller steps. Write these down. S:\TLC_Services\General\OFFICE pprwk\HANDOUTS\Time Management edited 4-09.docx July 2006; edited April 2009 by EGW

 Keep track of your daily tasks, appointments, and activities. o Make a to-do list and check off tasks as you accomplish them.  Prioritize your daily tasks. o What is most important? What will take longest? What can you do quickly? o What fits best with your energy level and focus at that time of day?  Note: you’ll sometimes have to do a task at a time that isn’t ideal.  However effective advance planning will reduce this.  Work on the first thing first, one task at a time. o Finishing will give you a feeling of success and motivate you to keep going. o Don’t be tempted to multitask; you are usually more effective if you don’t. 5. Get organized:  Find a system that works for you (planner, calendar, notebook) and use it. o Keep it well organized and on hand at all times.  Also organize the things you spend a lot of time working on. o Keep your school work well ordered and in a convenient place. o Keep your syllabi and assignment calendars where you can find them. o Keep track of notes and past assignments for studying purposes.  This will save you time and stress later.  Organize your contacts. o Keep a notebook, address book, or planner near your phone or computer. 6. Avoid crises:  Make sure your plans are realistic. o Remember to add in “cushion” time to commutes, waits, etc.  Keep alternate plans in mind (or on paper!).  Don’t stress over minor deviations from your plan. o Rather, recommit to accomplishing your tasks in a timely manner. o Or, if they become routine, reassess your planning methods. 7. Don’t create problems for yourself:  Work in advance and don’t set up your schedule to force last-minute stress.  Resist stepping into do others’ jobs. o Also resist the urge to over-explain things or waste your own time monitoring others’ progress and work.  Do not assume you have to accomplish everything at once. o Keep in mind (or on paper!) that some tasks are low priority.  Don’t be a perfectionist.  Make sure the people in your life (and house, especially) are allies in your quest to manage your time better. o Tell them about your time-management goals; say when you’re busy. o Ask roommates or family members to encourage you to keep focused (and to help screen your calls!). 8. Take care of yourself:  Getting 7-8 hours of sleep a night increases productivity and health.  Eating nutritiously can keep you focused and healthy.  Exercise and social activities keep you happy and ready to get things done.

S:\TLC_Services\General\OFFICE pprwk\HANDOUTS\Time Management edited 4-09.docx July 2006; edited April 2009 by EGW