This presentation explores how to improve workflow, which includes time management, prioritization of tasks, and effective use of resources.

2. What to Learn
Goal: To improve time management skills
Identify Values and Vision
How to set goals and priorities
How to create a time-management system
How to assess your energy for peak performance
How to work in alignment with your learning style
How to overcome procrastination
How to handle interruptions
Rev 6/2018 Nursing Readiness-Workflow Management 2

3. Table of Content
Workflow Management
Goals and
Priorities
Task
Management
Resource
Management
Time
Management
Attention
Management
Resources
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4. Using time wisely
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5. Definition of Workflow
Management
•Is a process organizing
workload to reach a
desired goal
•It involves
• Task management
• Resource management
• Time management
• Attention management
•It optimizes efficiency Goal
Task
Managem
ent
Resource
Managem
ent
Time
Managem
ent
Attention
Managem
ent
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6. Three Essential Concepts
Create clear master goals and priorities
rather than specific task
Develop attention management skills
rather than “time management” skills
Develop a comprehensive workflow
management system
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7. Each of you, as an individual,
must pick your own goals. Listen
to others, but do not become a
blind follower.
Thurgood Marshall
https://www.brainyquote.com/quotes/keywords/goals.ht
ml
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8. Setting Goals and Priorities
•Values are what you are
willing to sacrifice for
the goal
•Vision is how you want
your life to look
•What you want should
determine the priorities
•Goals and priorities
interact
•Sometimes priorities
interfere or way lay
goals
Values
Visio
n
Goals
Prior
ities
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9. Rev 6/2018 Nursing Readiness-Workflow Management 9

10. Values
• Personal values
are an important
part of setting
goals and
priorities
•Help shape
motivation and
determination
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Sources
of
Values
Faith
Family
Peers
Society
Experiences

11. Vision
Provides purpose and significance to goals
• How do you see yourself?
• Who do you want to be?
• What do you want to do?
• What do you want to have?
• How much are you willing
to sacrifice?
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12. What Is Important?
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13. Setting Priorities
What is Important?
Family
Relationships
Work
School
Maintenance
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14. Warren Buffett’s 5-Step Process
for Prioritizing True Success
• Know what you want
– List your top 25
•Pick your Top 5
•Make your Top 5 Plan
•Marry your priorities
•Know your ‘Avoid at
all Cost List‘ and stick
to it
•Everything you didn’t
circle is ‘avoid at all
cost list
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15. Priorities Vs Severity
Priorities--importance
•Urgent—major
consequences if
not done now
•Important
•Nice to have
•Waste of time
Severity--impact
• Critical—has significant
long term impact over
multiple goals
• Major—has significant
impact over a few goals
• Moderate—has significant
impact on one outcome
• Minor—has minor impact
on goals.
• Cosmetic—has little
impact on goals
Rev 6/2018 Nursing Readiness-Workflow Management 15

16. Frank Covey
•Four quadrants
I. Urgent and
important
II. Not urgent but
important
III. Urgent and not
important
IV. Not urgent and
not important
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17. Covey Practice
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18. Severity/Priority Matrix
Critical Major Moderate Minor Cosmetic
Urgent
Important
Nice to
have
Waste of
time
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19. Exercise Severity/Priority Matrix
Critical Major
Moder
ate
Minor
Cosmet
ic
Urgent
Import
ant
Nice to
have
Waste
of time
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HomeworkSpaHouseworkPersonal HygieneFlooding

20. What Do you Want?
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21. Goals
•Legacy
• Life time
•Big Picture
• 5 years
•Long term
• 1 to 2 years
•Mid-term
• Several weeks or
months
•Short term
• 1 to 5 days
•Immediate
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22. SMART
Specific Measurable Attainable
(action)
Relevant
(realistic)
Time based
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23. Specific
•What do I want to
accomplish?
•Why is this goal
important?
•Who is involved?
•Where is it located?
•Which resources or
limits are involved?
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24. Measurable
•How much?
•How many?
•How will I know
when it is
accomplished?
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25. Attainable (Action)
•How can I
accomplish this
goal?
•How realistic is
the goal, based on
other constraints,
such as financial
factors?
•Do I need help?
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26. Relevant
•Does this seem
worthwhile?
•Is this the right time?
•Does this match our
other efforts/needs?
•Am I the right person
to reach this goal?
•Is it applicable in the
current socio-
economic
environment?
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27. Time-bound
•When?
•What can I do six
months from
now?
•What can I do six
weeks from now?
•What can I do
today?
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28. Evaluate and Readjust
•Is the plan
effective?
•IF yes—pat on
back
•If no—start over
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29. SMARTER GRID
Specific Measurable Action Realistic Time based Evaluate &
Readjust
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30. The Flower Approach to
Goal Setting
•Rooted in values
• From seed of
vision
•Plan to grow
•Goal is flower
•Petals are rewards
of achieving the
goal
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31. Managing What You
Do
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32. Definition—Task
Management
•Is the analysis
and prioritizing
of tasks
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33. Task Analysis
•Mental and
physical activities
•Difficulty of the
task
•Time involved
•Materials needed
•Resources needed
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34. Task Analysis Steps
1. Identity learning curve
2. Identify task
3. Identify sub-tasks
4. Identify the difficulty of the task
5. Identify the time required to
complete the task
6. Identify the resources required
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35. Learning Curve—Familiarity
1. Not Familiar
2. Somewhat Familiar-
Recognize some
information
3. Familiar-recognize
most of the
information
4. Very familiar-recall
some of the
information
5. Expert familiar-recall
most of the
information
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36. Time involved
1. Over 1 month
2. Over 1 week
3. Over 1 day
4. Over 4 hours
5. About 1 hour
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37. Resources Needed
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1. Extensive—not easily found or
available
2. Complex—easily found but many
resources required
3. Available—know where to find the
resources, but long and involved
4. Available—know where to find the
recourses without difficulty
5. At hand—readily available with
minimal effort

38. Exercise What is the Level
•Lab assignment
•A & P
•Discussion
•Readings
•English paper
•Algebra
assignment
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Task Management Survey
Task Management Survey
Familiarity with the
material
Time required for the task
Ease of using resources

39. Managing What You
Have and What You
Need
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40. What Are Resources
Self
• Physical
• Mental
Electronic
• Computer
• Phone
Materials
• Books
• Paper
Other People
• Instructor
• Peers
Resource
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41. You are the most valuable resource
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42. Energy Levels
•Circadian rhythms are
biological activities that
oscillate under constant
environmental
conditions with a ~24
hour period
• Relationship of
cortisone and melatonin
•Do high concentration
during peak energy
times
•Know your body
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43. Location
•Be consistent
•Be comfortable
•Minimize
distractions
•Arrange space for
study materials
•Use good lighting
•Fit the learning
style
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44. Music
• It depends
• Some studies have found a
slight increase in
productivity in some cases
• Ask
• How noisy is the
background—then music
• Will the music distract-
sing along, dance
• Does it have lyrics-avoid
• No TV
• Decide upon your success
• Classical music
• Baroque
• Mozart
• Nature sounds
• White noise
• Rain
• Water
• Soft static
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45. Using a Limited
Resource
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46. Definition—Time
Management
• Is the process of organizing and
planning how to divide your time
between specific activities.
• Good time management enables you
to work smarter – not harder –
• So that you get more done in less
time, even
• When time is tight and pressures are
high
• Failing to manage your time damages
your effectiveness and causes stress.
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47. Four Systems
Getting things done (GTD)
The Now Habit
Pomodoro technique
Eat that Frog
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48. Get Things Done (GTD)
•Developed by David
Allen
•A system for
organizing and
staying productive
1. Capture—what has
your attention
2. Clarify—what does
it mean
3. Organize—put it
where it belongs
4. Reflect—review
frequently
5. Engage—simply do
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49. The Now Habit
• Developed by Neil Fiore
• Primarily designed to
overcome procrastination
• “People do not
procrastinate because they
are lazy or irrational. They
procrastinate because it
makes sense, given how
vulnerable they feel to
criticism, failure, and their
own imperfection”.
• Examine reasons why one
procrastinates
• Examine how you
procrastinate
• Self-talk
• Overcome blocks
• Find most productive time
• Measure progress
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50. The Now Habit Ten Steps
1. Remove
resistance
2. Find rose-smelling
moments
3. Experience what
you are doing
4. Cut down
multitasking
5. Enjoy limitations
6. Discipline your
mind
7. Follow a goal, but
detach from the
result
8. Daily gratitude
9. Cut away
distractions to a
meaningful life
10.Engage yourself
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51. Pomodoro System
•Developed by
Francesco Cirillo
•Named after a
tomato shaped
timer
•Break tasks down
into shorter timed
subtasks
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52. Pomodoro System
1. Choose a task to be accomplished.
2. Set the Pomodoro to 25 minutes (the
Pomodoro is the timer)
3. Work on the task until the Pomodoro
rings, then put a check on your sheet of
paper
4. Take a short break (5 minutes is OK)
5. Every 4 Pomodoros take a longer break
(15 minutes)
6. For each task restart the timer
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53. Eat That Frog
•Developed by Brian
Tracy
•Rule 1—If you have
two frogs, eat the
ugliest one first
•Rule 2—If you have
to eat a live frog, it
doesn’t pay to sit
and look at it for a
long time
•Set the table
•Set achievable
goals
•Plan every day in
advance
•Make lists
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54. Creating Time
•Understand
commitments
•Fixed time
• Must be done at
certain times
•Flexible time
• Must be done within
a time frame
•Discretionary time
• Does not need to be
done
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55. Exercise Good or Bad for Studying
Rev 6/2018 Nursing Readiness-Workflow Management 55

56. One Hour Study Cycle
Study &
Notes
• 40 min
Review
• 10 min
Break
• 10 min
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57. Types of Activities
Fixed Time
•Classes
•Work
•Meals
•Sleep
•Hygiene
•Appointment
s and
meetings
Flexible Time
•Family
•Home work
and study
•Study review
•Household
maintenance
•Exercise
Rev 6/2018 Nursing Readiness-Workflow Management 57
Discretionary
Time
•Friends
•Entertainme
nt
•Me time

58. Exercise
Fixed, Flexible or
Discretionary
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59. Creating a Schedule
•Quarter schedule
•Fixed time
•Flexible time
•Weekly
•Fixed time
•Flexible time
•Discretionary time
•Daily
•Fixed time
•Flexible time
•Discretionary time
•Use a planner
•Use post-it notes
•Update as needed
•Plan for emergencies
•Look for small blocks
as review time
•Study schedule does
not need to be in one
hour blocks
•Break study up into
daily units
Rev 6/2018 Nursing Readiness-Workflow Management 59

60. Daily Examples
IME LOCATION ACTIVITY
7:00 - 8:30 home
Get up. Breakfast. Leave for
campus by 8 AM.
8:30 - 9:00 Library - 3rd floor
Review history lecture notes,
look over text underlining.
(half hour)
9:30 - 11:00 campus History class
11:15 - 1:15 campus
Biology lab (take insect
collection)
1:15 - 2:30 home Lunch and rest
2:30 - 3:30 Library
Check out library books for
term paper (Get 6 references)
3:30 - 5:30
home
Peet's Coffee & Tea
Pick up cleaning. Meet Tom
for coffee.
5:30 - 6:30 home Dinner and cleanup
6:30 - 8:30 Library - 3rd floor
History - read chapters 5 & 6
Survey chapters, read
summaries (one hour)
Underline by section, review
underlining. (one hour)
8:30 - 10:30 Library - 3rd floor
Spanish - study chapter 4
Study grammar (half hour)
Make flash cards (half hour)
Write out exercises (one hour)
10:30 Head for home
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61. Weekly Schedule
Rev 6/2018 Nursing Readiness-Workflow Management 61

62. Monthly Calendar
Rev 6/2018 Nursing Readiness-Workflow Management 62

63. Exercise Schedules
What challenges
have you had so
far meeting
school deadlines?
Rev 6/2018 Nursing Readiness-Workflow Management 63

64. Rev 6/2018 Nursing Readiness-Workflow Management 64

65. Attention Management Vs Time
Management
Attention
• Looks at
productivity
• Looks at goals
Time
• Looks at
availability
• Looks at
getting it done
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66. Interruptions
Devices—
•Schedule interruption
•Email
•Facebook
•Texting
People
•Close door
•Headphones
•Do not disturb notice
Environment
•Headphones
•Music
•Change location
Personal—day dreaming
•Schedule breaks
•Change tasks
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67. Rev 6/2018 Nursing Readiness-Workflow Management 67

68. Procrastination
•Avoiding tasks that
need to be done
•Rationalizing
•I work better under
pressure
•I need more
information
•I am too stressed
•I need some fun
•It is not important
•_____ is to blame
Rev 6/2018 Nursing Readiness-Workflow Management 68

69. Reasons for Procrastination
Simple reasons
•Difficulty
•Time-consuming
•Lack of
knowledge or
skill
•Fears
Complex reasons
•Perfectionism
•Anger/hostility
•Low frustration
tolerance
•Self-downing
Rev 6/2018 Nursing Readiness-Workflow Management 69

70. Overcoming Procrastination
•Look at the reasons you
procrastinate
•Find the triggers for
procrastinations and substitute
the behavior
•Look at the consequences
•Organize yourself
Rev 6/2018 Nursing Readiness-Workflow Management 70

71. Exercise Procrastination
•Why do you
procrastinate?
Rev 6/2018 Nursing Readiness-Workflow Management 71

72. Summary
• Workflow management reduces stress and increases
effectiveness
• Managing time for school requires determination and
planning
• Clear goals determine priorities and how they are
achieved.
• Creating a realistic schedule helps prevent procrastination
and encourages timely completion of tasks
• Good planning reduces stress and increases success
• Always have backup plans
• Always include time for review for each subject each day.
• Study is 7 days a week
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73. Rev 6/2018 Nursing Readiness-Workflow Management 73

74. Resources—Values and Vision
• 7 Steps to discovering Your Personal Core Values
https://scottjeffrey.com/personal-core-values/
• How to Identify your Personal Values
http://www.pitlanemagazine.com/morals-values-and-
norms/how-to-identify-your-personal-values.html
• Visions Over Goals
https://www.artofmanliness.com/2016/01/04/visions-
over-goals/
• Clarity of Vision: The First Step in Goal Setting
https://www.coachingpositiveperformance.com/clarit
y-of-vision-the-first-step-in-goal-setting/
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75. Resources—Priorities
• Warren Buffett’s 5-Step Process for Prioritizing True
Success (and Why Most People Never Do It)
https://liveyourlegend.net/warren-buffetts-5-step-
process-for-prioritizing-true-success-and-why-most-
people-never-do-it/
• Big Ideas Refine Your Life Worksheets
http://experiencelife.com/wp-
content/uploads/2012/11/Big-Ideas-Refine-Your-Life-
worksheets.pdf
• Priorities with Purpose
https://static1.squarespace.com/static/55d4328be4b02
32c1e52a450/t/58402dc1e58c62959c4b9405/1480601
026009/Worksheet+1.2.pdf
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76. Resources—Goals
•SMART Goals: How to Make Your Goals
Achievable
https://www.mindtools.com/pages/article
/smart-goals.htm
•Writing SMART Goals
http://www.hr.virginia.edu/uploads/docu
ments/media/Writing_SMART_Goals.pdf
•Goal Setting: A Fresh Perspective
http://www.oracle.com/us/%20media1/go
al-setting-fresh-perspective-ee-
1679275.pdf
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77. Resources—Time Management
•Time Management Training
Doesn’t Work
https://hbr.org/2015/04/time-
management-training-doesnt-
work
•How To Manage Your Time
Effectively
https://www.kent.ac.uk/careers/sk
/time.htm
Rev 6/2018 Nursing Readiness-Workflow Management 77

78. Resources—Covey
•6 Popular Time Management Systems
HTTP://WWW.MYTIMEMANAGEMEN
T.COM/TIME-MANAGEMENT-
SYSTEMS.HTML
•A Quick Primer on Covey
http://www.sass.umn.edu/pdfs/II%20S
elf%20Awareness/Time%20Manageme
nt%20Awareness/A%20Quick%20Prim
er%20on%20Covey.pdf
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79. Resources—GTD Method
•GTD METHODOLOGY
HTTP://GETTINGTHINGSDONE.CO
M/
•Productivity 101: A Primer to the
Getting Things Done (GTD)
Philosophy
http://lifehacker.com/productivity-
101-a-primer-to-the-getting-things-
done-1551880955
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80. Resources—The Now Habit
•The Now Habit: Overcoming
Procrastination and Enjoying Guilt-Free
Play http://lifehacker.com/5658620/the-
now-habit-overcoming-procrastination-
and-enjoying-guilt-free-play
•Ten Steps to Cultivate the Now Habit
https://www.scotthyoung.com/blog/2007/
07/26/ten-steps-to-cultivate-the-now-
habit/
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81. Resource Pomodoro Technique
•The Pomodoro Technique
http://cirillocompany.de/pages/pomodoro
-technique/
•Productivity 101: A Primer to The
Pomodoro Technique
http://lifehacker.com/productivity-101-a-
primer-to-the-pomodoro-technique-
1598992730
•The Pomodoro Technique Worksheet
https://www.flippingheck.com/flippomod
oro-free-pomodoro-printable-planner/
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82. Resources-Eat the Frog
•Eat That Frog
http://www.ncsrc.net/sites/defa
ult/files/Eat%20That%20Frog.pdf
•Eat the Frogs First – A Guide to
Prioritizing
http://www.lifehack.org/articles
/productivity/eat-the-frogs-first-
a-guide-to-prioritizing.html
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83. Resources-Circadian Rhythms
•A Time to Remember: The Role of
Circadian Clocks in Learning and Memory
https://www.ncbi.nlm.nih.gov/pmc/article
s/PMC4385793/
•What Role do Circadian Rhythms Play in
Learning and Memory?
https://www.omicsonline.org/open-
access/what-role-do-circadian-rhythms-
play-in-learning-and-memory-2155-9562-
1000367.php?aid=71626
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84. Resources—Study Environment
•Finding a Good Place to Study
http://www.educationcorner.com/study-
location.html
•The Effects of Different Types of Music on
Cognitive Abilities
http://library.wcsu.edu/dspace/bitstream/0/456
/1/harmon.pdf
•Do Or Don't: Studying While Listening To Music
https://www.uloop.com/news/view.php/14957
0/Do-Or-Dont-Studying-While-Listening-To
Rev 6/2018 Nursing Readiness-Workflow Management 84

85. Resources—Task Management
•Task analysis
http://www.usabilitynet.org/tools/taskanalysi
s.htm
•Task Analysis https://www.usability.gov/how-
to-and-tools/methods/task-analysis.html
•Cognitive Task Analysis: Current Research
http://web.mit.edu/16.459/www/CTA2.pdf
•Cognitive Task Analysis: Mapping the
Performance
http://www.nwlink.com/~donclark/hrd/isd/co
gnitive-task-analysis.html
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86. Resources-Interruptions
•How to manage interruption in study, work
http://careersplay.com/how-to-manage-
interruption-in-study-work/
•The Cost of Interrupted Work: More Speed and
Stress https://www.ics.uci.edu/~gmark/chi08-
mark.pdf
•Work interrupted: A closer look at the role of
interruptions in organizational life
http://citeseerx.ist.psu.edu/viewdoc/download?
doi=10.1.1.304.9791&rep=rep1&type=pdf
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87. Resources—Procrastination
•Understanding
procrastination
http://www.sas.calpoly.edu/d
ocs/asc/ssl/Procrastination.pd
f
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88. Resources-Scheduling
•Time Management: Creating and
Using a Schedule
http://www.marquette.edu/counse
ling/documents/TimeManagement
andProcrastinationHandout.pdf
•Time Management Schedules
http://www.sas.calpoly.edu/asc/ssl
/timemgmt-schedules.html
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