Time management

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Time Management
Presented by Guy Inaba
February 2007

Agenda
• Why Time Management?
• Purpose?
• Time Management (5 steps)
• Summary

Why Time Management?
• Gain Time
• Motivates and Initiates
• Reduce Avoidance
• Promotes Review
• Eliminates Cramming

Why Time Management?
• Improve your Grades
• Keep Stress and Anxiety in check
• Keeps your Priorities in order
• Be competitive in your Career/Life

Purpose of this Workshop
• Better management of time
– Improve your Academic Performance
– Improve Personal Performance
• 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
• 4) Taking Action
• 5) Evaluation and Adjusting

1) Goal Setting
• What are your Goals in life?
– Remember: Goals can Change through life
– Set realistic Goals
• Divide Goals into Time Frames
– Short term or Immediate Goals
– Medium term Goals
– Long term 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 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

1) Goal Setting
• Exercise #2: A Research Paper
– 10 pages with 5-7 sources
– Due in about a Week
– Breakup into small groups of 2 – 4 people
– Make a short list of tasks/steps associated to
complete the Research Paper Goal. About how
long each task would take.
– Take about 5 minutes.

1) Goal Setting
Steps
Estimated
Time
Understand Assignment 0.5
Pick a Topic 1
Research 5
Construct Outline 2
Writing 1st draft 10
Seek Help 1
2nd Draft w/ Spelling & Grammar Check 3
Final w/ Bibliography / Table of Contents 1
Printout Paper 0.5
24

1) Goal Setting
Steps Time Completed
Wednesday Understand Assignment 0.5 0.25
Visit Library Pick topic 1 2
Thursday Research 2
Read Materials 2 3
Friday Read Materials 1
Construct Outline 2 1
Saturday Begin Writing 1st Draft 5 7
Sunday Finish Writing 1st Draft 5 1
Monday Seek Help 1 0
2nd Draft 3 1
Tuesday Spell and Grammar Check 1 0.5
Printout Paper 1 0.25
Wednesday Hand in Paper 24 Total 16 Total

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?
– Giving me a basis to create a better time
management plan

• 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

• Exercise #3: 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.
• Examples in the back of the packet.

• Weekly Chart – Tips
– Round off to the nearest 15 minutes
– Keep descriptions simple
– Color for different kinds of events
– Use Arrows to define range
– Try not to cheat or embellish

• Weekly Chart
– At the end of the week, summarize in a list your
time of the various areas of your life.
– Determine where you spent too much or too little
time.
– Make changes based on what your Goals are.

• Watch out for Time Thieves
– People Who Steal your Time:

3) Planning
• Each person is unique
• Use what works for you
• Keep It Simple Stupid (KISS) Method
• Don’t become a slave to your planner and
spend most of your time there.

3) Planning
• Types of Planning Tools
– Monthly Planner
– Weekly Planner
– “To Do” Lists
– PDA or other electronic device
– Web/Online
• MyUH, Hotmail, Yahoo

3) Planning
• Planning Tips
– Charting things that are beyond your control
– Then things that you have some control over
– Plan for 30 - 50% more time for each task
– Try to leave some “Breathing Room”
– Remember “Things always come up”

3) Planning
• More Planning Tips
– Study difficult or boring subject first
– Be aware of your best time of day
– Start early as much as possible – Don’t plan from
the end date.
– Works Smarter – not harder

3) Planning
• How much time do you have?
– 168 hours in a week
– 112 hours left after 8 hours of sleep per day
– 56 / 56 / 56
• Everyone needs to eat
– 3 meals a day
– Breakfast is the most important
– Try to stay away from fast foods

3) Planning
• School
– For every class credit - Study 2-3 hrs
– 12 credit hours/week about 36-48 hours
– Plan your schedule for review time before and
after class
– Check the Finals Schedule
• Work: Include travel time

3) Planning
• Travel: Commuting and Parking
– Listen to recorded lectures
– Review notes on the Bus
– Try to remember 1 thing or concept
• Family and Friends (especially relationships)
– Communication is Key

3) Planning
• Personal Care
– Nutrition and Health
– Hygiene
• Other Factors
– Your 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 #4: What are you going to do
Tomorrow?
– Make a simple To Do list.

4) Taking Action
• What you have done so far!
– You’ve set your Goals
– Know how you spend your time
– Create a plan to reach your goals
• Now is the time to put your plan in motion

4) Taking Action
• 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
• 15 minutes can make a big difference
– Think of 3 things you can do…

4) Taking Action
• Procrastination
– 40% of students experience this problem
– Marathon Sessions near Academic Deadlines
– Unable to utilize the study aids and support
– Is this a runaway from stress?
– Task looking too big?

4) Taking Action
• Getting Started
– Related to fear of getting poor results?
– Bottom Line – Just lazy?
– Tip: Sub-divide tasks into manageable pieces

4) Taking Action
• Motivation
– For most people motivation is not a prerequisite to
action – it is a result of it
– 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 factor.

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
– Reflect back on any problem areas
– Ask yourself what what went right or wrong

• Control
– Some things are under your control
– Many others are beyond your control
• Predictability
– Some things are predictable and
– Other things are not

• Do I need to make adjustments?
– All plans should be flexible
– You should be flexible also
• Each time you evaluate and make the proper
adjustments your plan gets better and more
efficient

Summary
• Why we all need time management?
• 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

Your Next Step
• Implement your Time Management Plan
– Use it before you fall behind
– So many things to do and experience
– Take charge of your life
• Questions?

Thanks for coming!
Please leave the evaluations
on the back table.

Effective
Time Management
Balancing Time
&
Commitments
Learning Assistance Center
120 University Pavilion
513-556-3244

Tips for Effective Time Management
Spend time in Planning and Organizing:
• Think and Plan
• Organize in a way that makes sense to you
Set Goals:
• Decide what you want to do
• Take a “SMART” approach
• Goals give you required direction
Prioritize:
• Prioritize and identify what you value
• Flagging/Highlighting can be very helpful
• Once prioritize, concentrate on those that
would add value
Use a to do list:
• Find out what is urgent and important
• Put them in order of preferences
• One completed delete them from your list
Be Flexible:
• Allow time of interruptions and distractions
• Save larger block of time for priorities
• Ask yourself questions and get back to your
goal
Consider your Biological Time:
• Find out which is the best time for you study
• Are you a morning person?
• A night owl?
• Late Afternoon?
Do Right Things Right:
• Doing things right is Effectiveness
• Doing things right is Efficiency
• Focus first for Effectiveness
• Concentrate on Efficiency
Eliminate the Urgent:
• Urgent tasks have short term Consequences
• Important tasks are long term and goal
related
• Flagging and or highlighting items are
important
• Attach deadline to each of the items
Conquer Procrastination:
• Learn to say “NO”
• Reward Yourself

Time Management
Steven R. Covey’s “Time Management Matrix”
• Urgent: An activity that you or others feel requires immediate attention.
• Important: An activity that you find valuable and that contributes to your
mission, values, and high-priority goals.
THE PROCRASTINATOR
• Study for tomorrow’s exam.
• Pay overdue cell-phone bill
• Work on project due today.
• Visit a roommate or family member who has been in an
accident.
THE PRIORITIZER
• Go on a date with a friend
• Work on an essay due in 30 days
• Call home
• Visit with academic advisor
THE YES MAN
• Engage in idle conversations.
• Respond to all instant messages.
• Respond to all phone calls.
• Spend time on trivial questions.
THE SLACKER
• Engage in too much TV, web surfing, or
video games.
• Engage in time wasters.
• Become absorbed in escape activities.
• Procrastinate.
Urgent Not Urgent
Not
Important
Importa
nt

Personal Survey
To begin managing your time
you first need an idea on how
you now use your time. The
personal time survey will help
you to estimate how much time
you currently spend in typical
activities. To get a more
accurate estimate, you may
keep track on how you spend
your time during a week. This
will help you get a better idea
of how much time you need to
prepare for each subject. It will
also help you identify your time
wasters. But for now complete
the Personal Time Survey to get
an estimate.
The following time survey shows
the amount of time you spend in
various activities. When taking
the survey, estimate the amount
of time spent on each item. Once
you have this amount, multiply it
by seven. This will give you the
total amount of time spent on
each activity during the week.
After each item’s weekly time has
been calculated, add all this time
for the grand total.
Subtract this from 168, the total
possible hours per week.

Survey
1.Number of hours if sleep each night ___x
7=____
2. Number of grooming hours per day ___x
7=____
3. Number or hours per meal/Snack ___x 7=
____
(Include preparation time)
4.A Total travel time week days ___x 5=____
4.B Total travel time weekends ____
5. Number of hours during the week for
regularly scheduled functions (clubs, Church,
get-togethers, etc) ____
6. Number of hours of work per week
____
7. Number of hours of class per week ____
8. Number of hours per day for chores,
errands, extra grooming, etc. ___x 7= ____
9.Number of hours per week socializing,
dates, etc. BE HONEST!! ____
Now ADD UP the Totals:
______
Subtract the above number
from 168 -______= _____
The remaining hours(
number inside the block)
are the hours you allowed
your self to study

Study Hour Formula
To determine how many hours you need to study every week to get A’s, use the
following rule. Study two hours per hour in class for an essay class, three hours per
hour in class for an average class and four hours for an hour in class for a difficult class.
For example basket weaving 101 is a relative easy 3 hours course. Usually, a person
would not do more than 6 hours of work outside of class per week. Advance calculus is
usually considered a difficult course, so it may be best to study the proposed 12 hours a
week. If more hours are needed, take away hours from easier courses.
Easy class credit hours ________x 2 = ______
Average class credit hours ________x 3 = ______
Difficult class credit hours ________x 4 = ______
Total _________
Compare this number to your time left from the survey. Now is the time when many
student might find themselves a bit stressed. Just a note to ease your anxieties. It is not
the quantity of study time but also the quality. This formula is a general guide line. Try it
for a week, and make adjustments as needed.

Completing the Daily, Weekly, and
Quarterly Time Management Grids
Weekly Time Management Grid:
1. Current class schedule. Write the name
of the class on the day it occurs, please
include any lab times.
2. Current work schedule. Include any
weekend hours, and also give a copy of
your schedule to your employer, noting
exam days so you can get off work and
have adequate study time.
3. Write the times you eat breakfast, lunch
and dinner.
4. Actual study times. Identify routing
homework and study days. Make sure
this is the best time for you to study. Be
sure to include regular breaks.
5. Schedule social time. All work and no
play can make college life pretty boring.
While it is important that you schedule
time to study and complete your
assignments, it is equally important to
have a balance of activities that are
fun! (Church, Club, Organization
meetings, leisure activities, etc.)
Quarterly Time Management Grid:
1. Date each box. Write the actual date for the
current quarter in the upper right
hand corner of each box.
2. Holidays. Use a highlighter to mark the
university wide recognized holidays.
3. Due dates of assignments. Using your syllabi
for each class, write in the dates in
which every assignment is due. This also
includes any tests and quizzes, as well
as final exams.
4. Lastly, color code each class with the
corresponding assignment.
5. Work backwards from exams and papers to
map out study/writing time.

Completing the Daily, Weekly, and
Quarterly Time Management Grids
Daily Time Management Grid & Things to
Do List:
1. Current Day. There is a grid for each day
of the week. Write the actual day.
2. Plan. What are you planning on doing
today? Write it down. This is the same
information from your weekly planning
grid.
3. Monitor. What did you actually did in
those hours? Record and track!
4. Prioritize. On the reverse side is a “things
to do list.” You should record
everything else you need to do on this
day, (phone calls, checking mailbox,
going to the bank, meeting with a
friend or professor). Decide what items
is high,
medium, or low priority
Other important tips:
• Remember that fall quarter usually has an
additional week. This means you will have
to write another line for the 11th week.
• Add special notes for each weekend’s tasks
and study times.
• Consider enlarging this grid or using a large 3
month calendar to fully track your
assignments.
• Remember your schedule will change during
finals week. That’s why it is important to
include this information with item #3
above.

Weekly Time Management Grid
Time Monday Tuesday Wednesday Thursday Friday Saturday Sunday
6:00
7:00
8:00
9:00
10:00
11:00
12:00
1:00
2:00
3:00
4:00
5:00
6:00
7:00
8:00
9:00
10:00
11:00
12:00

Quarterly Planning Grid
Date Week Monday Tuesday Wednesday Thursday Friday Saturday Sunday
1st
2nd
3rd
4th
5th
6th
7th
8th
9th
10th
Finals

Daily Time Management
Things to do list
Date: Monday __/__/__
1.________________________________
Priority
□High □Medium □Low
2.________________________________
Priority
3.________________________________
Priority
4.________________________________
Priority
5.________________________________
Priority
6.________________________________
Priority
Date: Tuesday __/__/__
1.________________________________
Priority
2.________________________________
Priority
3.________________________________
Priority
4.________________________________
Priority
5.________________________________
Priority
6.________________________________
Priority

Things to do list
Date: Wednesday __/__/__
1.________________________________
Priority
2.________________________________
Priority
3.________________________________
Priority
4.________________________________
Priority
5.________________________________
Priority
6.________________________________
Priority
Date: Thursday __/__/__
1.________________________________
Priority
2.________________________________
Priority
3.________________________________
Priority
4.________________________________
Priority
5.________________________________
Priority
6.________________________________
Priority

Things to do list
Date: Friday __/__/__
1.________________________________
Priority
2.________________________________
Priority
3.________________________________
Priority
4.________________________________
Priority
5.________________________________
Priority
6.________________________________
Priority
Date: Saturday __/__/__
1.________________________________
Priority
2.________________________________
Priority
3.________________________________
Priority
4.________________________________
Priority
5.________________________________
Priority
6.________________________________
Priority

Time Management Grid
Date: Day___/___/___
Plan Monitor
7:00 7:00
7:15
7:30
7:45
8:00 8:00
8:15
8:30
8:45
9:00 9:00
9:15
9:30
9:45
10:00 10:00
10:15
10:30
10:45
11:00 11:00
11:15
11:30
11:45
12:00 12:00
12:15
12:30
12:45
1:00 1:00
1:15
1:30
1:45
2:00 2:00
2:15
2:30
2:45
3:00 3:00
3:15
3:30
3:45
4:00 4:00
4:15
4:30
4:45
5:00 5:00
5:15
5:30
5:45
6:00 6:00
6:15
6:30
6:45
7:00 7:00

1/30/2015 54
Managing Time
Time is perfectly democratic. Nobody has
more or less of it than you do.

1/30/2015 55
• Do you know that generally a 70 year
life, how it is spent….?
– 25 years in sleep
– 8 years in study
– 6 years in rest and illness
– 7 years in holiday and recreation
– 5 in commuting
– 4 years in eating
– 3 in traveling/preparation…..
– 12 years for work….effectively…

1/30/2015 56
You are Lucky….
What u will learn today is
something for which
Charles Schwab paid
$ 25, 000 to an
external consultant

www.edventures1.com | training@edventures1.com | +91-9787-55-55-441/30/2015 57
Introduction
• The objective of the session is to ???
– Achieve a sense of balance.
– Reduce stress.
– Enjoy life.
– Allocate time according to priority.
– Efficiency and efficacy.

travel
BOSS
study
sleep
job
Socialize
emotions
ALL THESE
ARE
BASICALLY
ACTIVITIES
THAT USE OUR
TIME

Managing Time of Others
 Making best use of your time means managing that of your staff,
colleagues, and seniors.
 Learn to delegate, share tasks and manage upwards as well as
down.
 Maintain high expectations, and people will live up to them.
 Persuade others of your case using facts, not emotions.
 Take interest in what others are trying to achieve.
 Ensure that you define objectives clearly when you delegate a
task.
 Reserve some time for time for the tasks that you alone can do.
 Keep a checklist to help you monitor the progress of tasks that you
have delegated to others.
 Reward good work generously and chastise in moderation.
 Set precise and realistic deadlines for tasks that you delegate.

Managing your Manager
1. Be aware of your boss’s working patterns, and
try to adapt to them.
2. Bring more than one thing at a time to discuss
with your manager.
3. Know thy managers expectations and tailor the
way you work to fit in with your manager’s
expectation.
4. Take initiative and and arrange a time to see
your manager rather than waiting for your
manager to come to sort out your queries.

1/30/2015 61
Dairies
• Examine your dairies and see which
areas are taking all your time.

Demands on your TIME…
Activities
Work
Job
Inter –
personalBoss &
Colleauges
Sleep
Emotions
SELF
Others
Work
related

1/30/2015 63
KRAs
• Paralleling.
– Do activities in parallel.
• Waiting in the Doc’s
Room.
• Clubbing
– Try and combine two
activities.
• Club 2 meetings in
the close by
locations.
• Elimination.
– Eliminate activities that
are time wasters.

“No” is the word..
Does your face and desk seem as if you can always be interrupted…
Learn to Say “No”
Don’t take
more than you can bite
Try and limit time in
social calls and events

Style of managing time
• Learning to say “ No” was one of them.
• Evading demands of people.
• Time management skills.
– Delegation.
– Setting time aside for transactions.
– Self motivation.
– Planning
– Realistic deadlines

How to write an Action Plan!
• Clarify your goal.
• Write a list of actions.
• Analyze, prioritize, and prune.
• Organize your list in to plan.
• Monitor the execution of your plan and review
the plan regularly.

How to finally manage time…
• Priority areas for time
management-
– Biological time
– Social time
– Business time
But Why do Time Management
techniques fail…….as we fail to
understand the underlying philosophy
that… “highly effective people don’t
manage time, in fact they manage self”

. Crisis
. Pressing problems
. Deadline-driven projects,
meetings, preparations
. Preparation
. Prevention
. Values clarification
. Planning
. Relationship building
. True re-creation
. Empowerment
. Interruptions, some
phone calls
. Some mail, some reports
. Some meetings
. Many proximate,
pressing matters
. Many popular activities
. Trivia, busywork
. Some phone calls
. Time wasters
. “Escape” activities
. Irrelevant mail
. Excessive TV
I II
III IV
Urgent Not Urgent
ImportantNotImportant
Life quadrant….

Tips for Time Management
1. Set time aside to review & prioritize demands on
your time.
2. Divide difficult task and start working on the
subtask straight away.
3. Think through your day while making your way to
work.
4. Delegate tasks that are not effective for you.
5. Split your working day into chunks of thirty
minutes.
6. Review your time sheet to assess your work
efficiency.
7. Update time sheet as often as possible- memory is
often unreliable.

• +91-97-87- 55- 55- 44
• training@edventures1.com
• www.edventures1.com

Time management

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