Time Management

Before you BeginMake Post-it Reminders

This presentation makes Nine numbered main points.This presentation makes Nine numbered main points. RIGHT NOW, get yourself 10 Post-it size slips of RIGHT NOW, get yourself 10 Post-it size slips of

paper.paper. Write one main point on each Post-it.Write one main point on each Post-it.

– Write the explanation on the back.Write the explanation on the back.

Post each reminder in a prominent place so you will Post each reminder in a prominent place so you will see it everyday.see it everyday.– Your alarm clock, bathroom mirror, fridge, cd player, car Your alarm clock, bathroom mirror, fridge, cd player, car

dashboard are good places for these reminders.dashboard are good places for these reminders.

Time Management

1 The Present 1 The Present 2 86,400 2 86,400 3 Tick When I Should Tock?3 Tick When I Should Tock?4 Am I Working My “A’s” Off? 4 Am I Working My “A’s” Off? 5 Conquer Procrastination 5 Conquer Procrastination 6 Pacing6 Pacing7 Take the Offensive With a Planner7 Take the Offensive With a Planner8 Be Realistic in your Expectations8 Be Realistic in your Expectations9 Is The Jar Full?9 Is The Jar Full?

10 Be the Bunny10 Be the Bunny

1. The Present

1. The Present

Yesterday is History

Tomorrow’s a Mystery

But Today is a Gift

That’s Why They Call it

The Present

Time is a Non Renewable Time is a Non Renewable ResourceResource

Once it is gone, it is gone.Once it is gone, it is gone.

You will never see this moment You will never see this moment again.again.

A Fordham University A Fordham University Study of first year Study of first year students found the students found the following:following:

– On weekdays students spentOn weekdays students spent TWICETWICE as much time on as much time on leisure activities as on leisure activities as on studying.studying.

– On weekends students spent On weekends students spent SIX TIMESSIX TIMES as much time on as much time on leisure activities as on leisure activities as on studying. studying.

What’s your “LQ”Leisure Quotient?

Sometimes we just Sometimes we just don’t realize how don’t realize how much time we spent much time we spent in non productive in non productive ways.ways.

Here are some Here are some examples of leisure:examples of leisure:– Visiting between classesVisiting between classes

– Listening to CD’sListening to CD’s

– Watching tvWatching tv

– DaydreamingDaydreaming

What others can you What others can you think of?think of?

Finding your LQ

For the next week, keep a For the next week, keep a close record each day of how close record each day of how much time you spend on much time you spend on leisure activities.leisure activities.

Divide this number by 960* Divide this number by 960* minutes to get your “LQ”.minutes to get your “LQ”.

– *960 minutes equals 16 *960 minutes equals 16 waking hours per day.waking hours per day.

– Leisure activities are Leisure activities are important to help you important to help you recharge, but too much recharge, but too much can be detrimental.can be detrimental.

2. 86,400

2. Eighty Six Thousand Four Hundred

Picture this:Picture this:– Each day your bank Each day your bank

deposits Rs.deposits Rs.86,40086,400 in your checking account.in your checking account.

– There’s just one catch.There’s just one catch.– You have to spend it all You have to spend it all

in one day.in one day.– You can’t carry over any You can’t carry over any

money to the next day.money to the next day.

What would you do?

DUH?DUH?

You’d spend it all, You’d spend it all, Right?Right?

24 24 hours per dayhours per day

XX60 60 minutes per hourminutes per hour

XX60 60 seconds per minuteseconds per minute

==

86,400 S86,400 Secondseconds

Every Second Counts

Spend every second in an efficient and Spend every second in an efficient and productive wayproductive way

If you fail to use the day’s deposits, the If you fail to use the day’s deposits, the loss is yours.loss is yours.

To Realize the Value of:

ONE YEAR, ask a student who failed a grade.ONE YEAR, ask a student who failed a grade. ONE MONTH, ask a mother who gave birth to a premature baby.ONE MONTH, ask a mother who gave birth to a premature baby. ONE WEEK, ask the editor of a weekly newspaper.ONE WEEK, ask the editor of a weekly newspaper. ONE DAY, ask a daily wage laborer with kids to feed.ONE DAY, ask a daily wage laborer with kids to feed. ONE HOUR, ask the lovers who are waiting to meet.ONE HOUR, ask the lovers who are waiting to meet. ONE MINUTE, ask a person who missed the train.ONE MINUTE, ask a person who missed the train. ONE SECOND, ask a person who just avoided an accident.ONE SECOND, ask a person who just avoided an accident. ONE MILLISECOND, ask the person who won a silver medal in the ONE MILLISECOND, ask the person who won a silver medal in the

Olympics.Olympics.

3. Tick When I Should Tock?

3. Am I trying to Tick when my Body Wants to Tock?

Circadian RhythmsCircadian RhythmsCircadian rhythms are internal biological Circadian rhythms are internal biological

clocks that regulate many functions and clocks that regulate many functions and activities, including sleep, temperature, activities, including sleep, temperature, metabolism, alertness, blood pressure, metabolism, alertness, blood pressure, heart rate and hormone levels and heart rate and hormone levels and immunitiesimmunities. .

About every 24 hours our bodies cycle About every 24 hours our bodies cycle through metabolic and chemical through metabolic and chemical changes.changes.

These Circadian Rhythms are reset by These Circadian Rhythms are reset by sunlight each morning.sunlight each morning.

Whether you are a “Morning Person” or a Whether you are a “Morning Person” or a “Night Owl” is determined by these “Night Owl” is determined by these cycles.cycles.

Maximize your EfficiencyWork With Your Body Cycles-not Against Them

If we learn to listen to our bodies, we If we learn to listen to our bodies, we can work with these natural rhythms can work with these natural rhythms instead of fighting them.instead of fighting them.

We can make more efficient use of our We can make more efficient use of our time by scheduling certain activities at time by scheduling certain activities at certain times of the day.certain times of the day.

Cognitive Tasks8am - 12 noon*

Cognitive, or mental, tasks such as Cognitive, or mental, tasks such as reading, calculating, and problem reading, calculating, and problem solving are performed most efficiently in solving are performed most efficiently in the morning.the morning.

*If you are a Night Owl, shift these times about 3-4 hours later in the day.

Short term memory6 am - 10 am

Short term memory tasks such as Short term memory tasks such as last minute reviewing for tests last minute reviewing for tests are best performed early in the are best performed early in the morning.morning.

*If you are a Night Owl, shift these times about 3-4 hours later in the day.

Long term memory1 pm - 4pm*

*If you are a Night Owl, shift these times about 3-4 hours later in the day.

Longer term Memory tasks such as memorizing speeches and information for application are best performed in the afternoon.

Manual Dexterity2 pm to 6 pm*

You are most efficient at tasks involving the You are most efficient at tasks involving the use of your hands such as keyboarding and use of your hands such as keyboarding and carpentry in the afternoon and early carpentry in the afternoon and early evening.evening.

*If you are a Night Owl, shift these times about 3-4 hours later in the day.

Physical Workouts4 pm to 9 pm *

Because of Circadian Rhythms it is best to engage in Because of Circadian Rhythms it is best to engage in physical activity in the evening when your large physical activity in the evening when your large muscle coordination is at its peak. muscle coordination is at its peak.

Studies show you will Studies show you will perceiveperceive the workout to be the workout to be easier in the evening.easier in the evening.

Exercising about 5 hours before bedtime improves Exercising about 5 hours before bedtime improves the quality of sleep.the quality of sleep.

*If you are a Night Owl, shift these times about 3-4 hours later in the day.

Student timing process

Are you creating the equivalent of time by Are you creating the equivalent of time by keeping an inconsistent sleep keeping an inconsistent sleep schedule?schedule?

Answer the following questions to find Answer the following questions to find out. out.

Do you Suffer from Student timing?

Do you get up at about the the same time each morning?Do you get up at about the the same time each morning?

Yes___No____ Yes___No____

Do you wake up without an alarm most mornings?Do you wake up without an alarm most mornings?Yes___No____Yes___No____

Do you almost always get 7-9 hours of sleep per night?Do you almost always get 7-9 hours of sleep per night?Yes___No____Yes___No____

Student Jet Lag

If you answered no to any of the If you answered no to any of the questions, you are compromising your questions, you are compromising your body’s efficiency.body’s efficiency.

Learn more about Circadian Rhythms

Secrets of Our Body Clocks Secrets of Our Body Clocks RevealedRevealed

Perry, Dawson. Macmillan Publishing, 1988Perry, Dawson. Macmillan Publishing, 1988

4. Am I Working My “A’s” Off?

4. Am I Working My “A’s” Off?

Economist Vilfredo Economist Vilfredo Pareto identified the Pareto identified the

80/20 Rule.80/20 Rule.– In any list of tasks, In any list of tasks,

80% of the 80% of the importance lies in importance lies in 20% of the list.20% of the list.

How would prioritize this list of daily tasks? Write the underlined word of the tasks

which would be on your

“A” List“B” List“C” List

Buy laundry Buy laundry detergentdetergent.. Write a eight page Write a eight page essayessay for English. for English. Prepare for a Prepare for a Biology quizBiology quiz.. DustDust the videos on the bookcase. the videos on the bookcase. Review for Review for midterm testmidterm test that counts for 50% of grade. that counts for 50% of grade. Schedule an Schedule an appointmentappointment with a Professor. with a Professor. Complete a Complete a journal entryjournal entry.. Email Email a high school friend on another campus.a high school friend on another campus. Shop for a new pair of Shop for a new pair of athletic shoesathletic shoes..““Armor-alArmor-al” the dashboard of the car.” the dashboard of the car.

Are you working your “A’s” Off?or

Do You Have C-Fever?““A” LISTA” LIST

1 1 Midterm test that counts for 50% of grade.Midterm test that counts for 50% of grade.

2 Write a eight page essay for English.2 Write a eight page essay for English.

““B” LISTB” LIST

3 Prepare for a quiz in Biology.3 Prepare for a quiz in Biology.

4 Schedule an appointment with a Professor.4 Schedule an appointment with a Professor.

5 Complete a journal entry.5 Complete a journal entry.

““C” LISTC” LIST

6 Buy laundry detergent.6 Buy laundry detergent.

7 Dust the videos on the bookcase.7 Dust the videos on the bookcase.

8 Email a high school friend on another campus.8 Email a high school friend on another campus.

9 Shop for a new pair of athletic shoes.9 Shop for a new pair of athletic shoes.

10 “Armor-al” the dashboard of the car.10 “Armor-al” the dashboard of the car.

“C” Fever

Have you ever noticed?Have you ever noticed?

– That the videos must be alphabetized before you can That the videos must be alphabetized before you can settle in to review for a test.settle in to review for a test.

– That rumpled pile of clothes left in the corner since That rumpled pile of clothes left in the corner since Thursday night just has to get folded and put away Thursday night just has to get folded and put away before you can start that English essay.before you can start that English essay.

If so, you may be suffering from “C” FeverIf so, you may be suffering from “C” Fever

5. Conquer Procrastination

5. Conquer Procrastination

Why is “C” fever as common as the cold?Why is “C” fever as common as the cold?– The “A” tasks may :The “A” tasks may :

Produce minimal endorphinsProduce minimal endorphins Be too lengthyBe too lengthy Be too difficultBe too difficult Be too threatening because of the possibility of failureBe too threatening because of the possibility of failure Be too threatening because of the possibility of successBe too threatening because of the possibility of success

It’s All about Endorphins - The Feel Good Hormone

• Develop a Conditioned Response to the Tasks you Develop a Conditioned Response to the Tasks you Procrastinate Procrastinate

• Set a goal to complete a task/projectSet a goal to complete a task/project• After completing the task, reward yourself with something After completing the task, reward yourself with something

that is pleasurable for youthat is pleasurable for you• The body releases endorphins- the feel good The body releases endorphins- the feel good

hormonehormone• Over time with repetition, you will come to associate feeling Over time with repetition, you will come to associate feeling

good with completing a task/projectgood with completing a task/project• You won’t procrastinate as muchYou won’t procrastinate as much

Divide and Conquer Procrastination

A father gave his son a bundle of sticks and asked him to break it. A father gave his son a bundle of sticks and asked him to break it. After the boy struggled, the father took the bundle, untied it and After the boy struggled, the father took the bundle, untied it and broke one stick at a time.broke one stick at a time.

We procrastinate because the “A” tasks seem too lengthy or too We procrastinate because the “A” tasks seem too lengthy or too difficultdifficult– Divide a lengthy task into smaller, shorter parts that seem easier to complete Divide a lengthy task into smaller, shorter parts that seem easier to complete – Divide a forty page chapter into 10 page sections Divide a forty page chapter into 10 page sections – Reward yourself after completing each section.Reward yourself after completing each section.

Fear of Success and Failure

We procrastinate because we fear FAILURE.We procrastinate because we fear FAILURE.– It is easier to accept that we failed because we didn’t It is easier to accept that we failed because we didn’t

even attempt a project than to fail at doing the project. even attempt a project than to fail at doing the project.

We procrastinate because we fear SUCCESS.We procrastinate because we fear SUCCESS.– If I get all “A’s” this semester, everyone will expect the If I get all “A’s” this semester, everyone will expect the

same next semester.same next semester.– If I do an outstanding job on this project, my boss will If I do an outstanding job on this project, my boss will

just pile on more work.just pile on more work.

If you are going to Procrastinate,at least take the blame!

Student to Teacher…Student to Teacher…““I don’t have my paper today I don’t have my paper today

because the lab assistant because the lab assistant couldn’t get the printer to couldn’t get the printer to work.”work.”

““I’m late to class because I I’m late to class because I couldn’t find a parking couldn’t find a parking space.”space.”

““I’d like to study on a regular I’d like to study on a regular basis, but it isn’t always basis, but it isn’t always possible with my hectic possible with my hectic sleeping schedule!”sleeping schedule!”

6. Pacing

6. Pacing

Athletes know the phenomenon of running with someone ahead of them to increase their times.

The same effect can be achieved with studying and completing schoolwork.

Because work expands or contracts to fit the time allotted, make pacing work for you by doing the

following:

Estimate the time needed to complete a task.Estimate the time needed to complete a task.

Subtract 15% from that estimate.Subtract 15% from that estimate.

Set a timer to help you reach the goal of Set a timer to help you reach the goal of completing the task in reduced time.completing the task in reduced time.

7. Take the Offensive With a Planner

7. Take the Offensive with a PLANNER

A planner helps you:A planner helps you:

See the big pictureSee the big picture

Plan ahead to avoid Plan ahead to avoid “11th Hour” efforts“11th Hour” efforts

Be time efficientBe time efficient

Using a Planner Effectively

Select a planner that you Select a planner that you will be likely to carry with will be likely to carry with you.you.

At the beginning of each At the beginning of each semester, record test semester, record test dates, project due dates dates, project due dates etc from all of your syllabi etc from all of your syllabi for your classes.for your classes.

Use pencil because Use pencil because schedules changeschedules change

Keep your planner handyKeep your planner handy

8. Be Realistic in your Expectations

8. Be Realistic

Examine your schedule.Examine your schedule. Be realistic about what Be realistic about what

you can accomplish.you can accomplish. Don’t try to juggle too Don’t try to juggle too

many things.many things. Don’t set yourself up for Don’t set yourself up for

failure.failure.

The Two to One Rule of Thumb

For every hour you are in class, you For every hour you are in class, you should study at least two hoursshould study at least two hours

=

SCHOOL IS A FULL TIME JOB

Full time student spends 15 hours in class Full time student spends 15 hours in class per weekper week

Full time student spends a Full time student spends a minimumminimum of 30 of 30 hours per week studyinghours per week studying

15 plus 30 equals 45 hours per week15 plus 30 equals 45 hours per week Work an absolute MAXIMUM of 20 hours Work an absolute MAXIMUM of 20 hours

per weekper week

SCHOOL IS A FULL TIME JOB!SCHOOL IS A FULL TIME JOB!

9. Is The Jar Full? Stephen Covey in his book,Stephen Covey in his book,

First Things FirstFirst Things First, shares the , shares the following story experienced by following story experienced by one of his associates:one of his associates:

I attended a seminar once I attended a seminar once where the instructor was where the instructor was lecturing on time. At one point, lecturing on time. At one point, he said, "Okay, time for a quiz." he said, "Okay, time for a quiz." He reached under the table and He reached under the table and pulled out a wide-mouthed pulled out a wide-mouthed gallon jar. He set it on the table gallon jar. He set it on the table next to a platter with some fist-next to a platter with some fist-sized rocks on it. "How many of sized rocks on it. "How many of these rocks do you think we these rocks do you think we can get in the jar?" he askedcan get in the jar?" he asked. .

After we made our After we made our guess, he said, "Okay. guess, he said, "Okay. Let's find out." He set Let's find out." He set one rock in the jar . . . one rock in the jar . . . then another . . . then then another . . . then another.  I don't another.  I don't remember how many he remember how many he got in, but he got the jar got in, but he got the jar full. Then he asked, "Is full. Then he asked, "Is this jar full?"  Everyone this jar full?"  Everyone looked at the rocks and looked at the rocks and said, "Yes."said, "Yes."

Then he said, "Ahhh" Then he said, "Ahhh" He reached under the He reached under the table and pulled out a table and pulled out a bucket of gravel. Then bucket of gravel. Then he dumped some gravel he dumped some gravel in and shook the jar and in and shook the jar and the gravel went in all the the gravel went in all the little spaces left by the little spaces left by the big rocks. Then he big rocks. Then he grinned and said once grinned and said once more, "Is the jar full?"more, "Is the jar full?"

By this time the class By this time the class was on to him. "Probably was on to him. "Probably not," we said.  "Good!" he not," we said.  "Good!" he replied. He reached under replied. He reached under the table and brought out the table and brought out a bucket of sand. He a bucket of sand. He started dumping the sand started dumping the sand in and it went into all of in and it went into all of the little spaces left by the little spaces left by the rocks and the gravel. the rocks and the gravel. Once more he looked and Once more he looked and said, "Is this jar full?"  said, "Is this jar full?"  "No!" we roared. "No!" we roared. 

He said, "Good!" and he He said, "Good!" and he grabbed a pitcher of grabbed a pitcher of water and began to pour water and began to pour it in. He got something it in. He got something like a quart of water in like a quart of water in that jar. Then he said, " that jar. Then he said, " Well, what's the point?"  Well, what's the point?"  Somebody said, "Well, Somebody said, "Well, there are gaps, and if you there are gaps, and if you work really hard you can work really hard you can always fit some more always fit some more things into your life."things into your life."

"No," he said, "that's not really "No," he said, "that's not really the point. the point.

The point is this:The point is this:

Put thePut the Big RocksBig Rocks

in Firstin First

Be The BunnyBe The Bunny

Just KeepJust KeepGoingGoingAnd goingAnd goingAnd goingAnd goingAnd goingAnd goingAnd going…And going…

1 The Present 2 86,400 3 Tick When I Should Tock?4 Am I Working My “A’s” Off? 5 Conquer Procrastination 6 Pacing7 Take the Offensive With a Planner8 Be Realistic in your Expectations9 Is The Jar Full?10 Be The Bunny

Here are the 10 Main Points you have written to remind you how to

Manage Your Time

Don’t Forget

An important part of making An important part of making these strategies work is the these strategies work is the daily reminder.daily reminder.

Take the time to place each Take the time to place each of these eight Post-its in of these eight Post-its in conspicuous places such as conspicuous places such as your alarm clock, your alarm clock, refrigerator, television, and refrigerator, television, and bathroom mirror to serve as bathroom mirror to serve as a constant reminder.a constant reminder.