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- 1. Time Management SAGEX Dr Peter Whitton Researcher Development Officer Durham University peter.d.whitton@durham.ac.uk This project has received funding from the European Union’s Horizon 2020 research and innovation programme under the Marie Skłodowska-Curie grant agreement No. 764850’
- 2. Session outline • Importance of effective time management • How you are managing your time? • 22 Time management techniques • Weekly time planning • Time management in a SAGEX ESR context
- 3. How long is a minute? Before we start I would like everyone to stand up and then sit down exactly when you think a minute has passed No looking at watches or clocks or phones!
- 4. Activity 1: How are you using your time?
- 5. Activity 1: How are you using your time Individually, spend 2 minutes quickly jotting down • 5 things you did yesterday • 5 things you need to do to make the most of your SAGEX experience over the next three years
- 6. Importance of effective time management
- 7. What is time management? • The process of organising your time between specific activities • Good time management enables you to work smarter – not harder/longer – so that you get more done in less time It may seem counter-intuitive to dedicate precious time to learning about time management, instead of using it to get on with your work, but the benefits can be enormous
- 8. The cost of poor time management Failing to manage your time effectively can have some very undesirable consequences: • Missed deadlines • Inefficient work flow • Poor work quality • A poor professional reputation and a stalled career • Higher stress levels
- 9. Managing your SAGEX workflow wisely Learning how to organise your time efficiently will help you make the most from your SAGEX experience. And is likely to … • Give supervisors, mentors and industry partners confidence in your ability to self- manage • Help you to maximise the benefits of the SAGEX programme • Decrease your stress levels!
- 10. Time is the scarcest resource and unless it is managed nothing else can be managed Peter Drucker
- 11. Activity 2: Identifying the barriers to productive research
- 12. Activity 2: Identifying the barriers to productive research In groups of three or four spend 5 minutes quickly jotting down as many of the things that stop you from being as productive a researcher as you want to be. Think about: • Intrinsic dimensions (e.g. personal traits) • Extrinsic dimensions (e.g. family commitments and responsibilities) Be prepared to feedback to the whole group.
- 13. Do not confuse motion and progress. A rocking horse keeps moving … but does not make any progress Alfred A. Montapert
- 14. The importance of work-life balance • To maintain your mental health (reduce stress) • To ensure your physical health and wellbeing • It increases productivity • Become a more rounded individual • You only get one life!
- 15. Activity 3: Planning your workflow (part 1)
- 16. Activity 3: Planning your workflow (part 1) With the importance of work life balance in mind, use the weekly planning grid to block out all the time that you are not available to do university work you have 10 minutes. Think about: • Sleep! • Sports, recreation and pastimes • Regular events • Caring commitments • Meals
- 17. Activity 3: Planning your workflow (part 1)
- 18. Activity 3: Planning your workflow (part 1)
- 19. Time Management Ideas # 1-6
- 20. Calendar synchronicity • Work from a single source of info. Synchronise research, personal and other appointments in a single place to identify clashes and conflicts. • Synchronise devices (laptop, tablet, mobile phone) • If it isn’t synchronised get rid of it #1
- 21. Set Goals #2 https://upload.wikimedia.org/wikipedia/commons/2/28/SMART-goals.png Dungdm93 [CC BY-SA 4.0 (https://creativecommons.org/licenses/by-sa/4.0)]
- 22. Prioritise List activities to do the next day (every day) • Rank in order of importance • Do most unpleasant task first • Write down deadlines • T planning – list time-sensitive tasks separately • Estimate how long activity will take • Context – what can you do where you are? • Remove some tasks #3
- 23. The five six Ds 1. Delete it 2. Defer it 3. Delegate it (or part of it) 4. Diminish it 5. Dissect it 6. Do now #4
- 24. For seven consecutive days, record everything you do … • socialising • interruptions • work on thesis At the end, total up how you spend your time. Analyse: • time spent on important things • time wasting activities • the extent to which you achieved your goals #5 Keep a time log
- 25. Work with your energy levels • How could you change your routine to make better use of your periods of high energy? #6 • Which tasks could be carried out during your periods of low energy?
- 26. Activity 4: Planning your workflow (part 2)
- 27. Activity 4: Planning your workflow (part 2)
- 28. Activity 4: Planning your workflow (part 2) Returning to our calendar of productive time. Now that you have identified the times of the day that you may be able to work in … • Think about your energy levels and productivity at different times of the day • Identify on planner your low, medium and highly productive times of the day Feel free to take another template. You have 5 minutes
- 29. Activity 4: Planning your workflow (part 2) LOW MEDIUM HIGH
- 30. Time Management Ideas # 7-14
- 31. Avoid interruptions Block off several hours every day when you: • Turn off your mobile phone • Turn off email notifications • Turn off social media notifications • Disconnect from the internet #7 Alton et al. (2014) found that interruptions as brief as 2.8 s disrupted participants' flow of concentration and led to increased errors on a sequence-based cognitive task.
- 32. Dealing with interruptions Do you need to deal with the task now? • Keep your schedule close to hand, could you … • Do it later • OR review and reorganise after the interruption #8
- 33. Maintaining focus Website-blocking tools • Freedom: https://freedom.to/ • StayFocusd: Chrome extension • SelfControl: http://selfcontrolapp.com/ Music • Soundrown: http://soundrown.com/ #9
- 34. Say ‘no’ • empathy • explain • short • clear and direct • offer alternatives? #10
- 35. Minimise your frustration: • If you think a task will take 30 minutes, allocate 45 minutes. • If there is spare time, rest or start the next task #11 Expect the unexpected
- 36. Buffer time Be realistic – time management does not take place in a vacuum External factors: • Friends and family • Colleagues • Supervisors • Fixed deadlines #12
- 37. Thinking time Research involves thinking, as well as reading and writing etc. Factor thinking time into your schedule. Use it to: • Write down the problems you have • What you do not understand • What you cannot solve #13
- 38. Have a routine #14 Getting up Nourishment Hydration Exercise Affirmation and visualisation Daily journal Going to bed
- 39. Time Management Ideas # 15-22
- 40. Avoid multitasking • Work on one task at a time • Give each task 100% (or 110% if you are fan of XFactor) #15 Multitasking makes us less productive. Multitasking makes most people worse at filtering information and task switching . Multitasking does not make people better at multitasking Ophir, Nass, Wagner and Posner (2009)
- 41. Not-to-do list I am not going to: • work through lunch • work later than … • go on Facebook, Instagram, Snapchat, Twitter, Tinder … • check my emails • prioritise less important tasks • get Michael Jackson tattoo #16
- 42. Mind map #17
- 43. Timeboxing • Allocate a set amount of time (a timebox) for each task • Set timer and focus on that task only • At deadline, analyse progress and move on to next task #18
- 44. Regular breaks A person can perform at optimal level for 45 minutes Take a short break every 45 minutes to refresh yourself • Eat or drink something • Go for a walk #19 Ariga and Lleras. (2011) Brief and rare mental 'breaks' keep you focused: Deactivation and reactivation of task goals pre- empt vigilance decrements.
- 45. Pomodoro technique • 25 minute blocks (pomodoros) • After 25 minutes, take a short break (3 – 5 mins) • After 4 pomodoros, take a longer break (15 – 30 mins) http://tomato-timer.com/ #20
- 46. Kanban principles • visualise work • limit the number of tasks in progress • pull work from column to column • monitor, adapt, improve #21
- 48. Deadlines, I love deadlines. I like the whooshing sound they make as they pass Douglas Adams, Hitchhikers’ Guide to the Galaxy
- 49. Activity 5: Planning your workflow (part 3)
- 50. Activity 5: Planning your workflow (part 3) Now that you have mapped out your most to least productive time of day. I want you to think about the kind of activities that you would ideally like to work on in these slots. For example … LOW – answering emails, networking MEDIUM – blogging, research journal HIGH – writing academic papers, meeting supervisor
- 51. Activity 4: Planning your workflow (part 3) LOW MEDIUM HIGH
- 52. Time Management: SAGEX ESR context
- 54. Time Management: SAGEX ESR context • Reading • Writing (doctorate, papers, informal) • Experimental work • Attending SAGEX events • Mentor visits • Industry secondments • Outreach activities • Dissemination activities (conferences, posters, talks)
- 55. Simple Gantt Chart (MS Word)
- 56. Simple Gantt Chart (Excel)
- 57. Simple Gantt Chart (MS Projects)
- 58. What we covered today: Considered your own strengths and weaknesses as a time manager Procrastinator Perfectionist Considered a number of time management techniques Time blocking Visualisation Routine Prioritising Productivity Mental health Physical health General wellbeing Completed simple time-blocking exercise Family Friends Interests and hobbies Other commitments Importance of work life balance
- 59. Thank you: All images used in this presentation have been used under Creative Commons CC0 licensing terms. Most images have been sourced from Other images have been sourced from Wikimedia Commons and are attributed to individuals on a per-slide basis Any other images are the presenter’s own or used with permission
Notes de l'éditeur
- Before we start I would like everyone to stand up and then sit down exactly when you think a minute has passed How accurate were you? Do you think you would have more accurate if you were estimating a longer period of time? Are you accurate in estimating how much you can get done in a set period of time? Writing retreat
- These can be
- It may seem counter-intuitive to dedicate precious time to learning about time management, instead of using it to get on with your work, but the benefits are enormous:
- Peter Drucker Management Guru/Consultant It may be a truism that time = money. Although neither are the be all and end all of life, both enable freedom and choice. You will be pleased to know that I am not going to give you advice on managing money today – but I will be putting forward a few ideas about how to manage time.
- Alfred A. Montapert: Supreme Philosophy of Man
- You should now be able to identify the potentially usable time that you have available in a typical (indicative) week shown in red. Put this to one side we will return to it later. Do you think you have more usable time or less than you thought you might have?
- The next few slides will describe a number of time management techniques. Now, I am in no way suggesting that you implement all of them – you could easily get bogged down spending more time on the technique than the actual work itself. However, I want you to think about whether you could introduce some of these ideas into your workflow.
- Try to minimise confusion, repetition, duplication Mimics best-practice in many information systems design and theory, single source of truth (SSOT)
- Specific. What exactly do you want to accomplish? Measurable. How do you specifically measure success? Attainable. Do you believe you can achieve it? Realistic. Is it possible to achieve? Time-sensitive. When is the deadline?
- https://pixabay.com/photos/to-do-list-checklist-notepad-2607082/
- Delete it (aka don’t do it) – ask yourself how important is this task, What will happen if I don’t do this task? What are the consequences of the task not getting done? Can I live with consequences? If yes, not doing it is one of the options. Defer it – Can it be done later? - What are consequences of delaying it? Would it be a matter of life and death? Is the task must do? Delegate it (or part of it) – This does not mean that tell some one to do a task and than forget about it. This means taking full responsibility of the work but telling some one else to do it for you. At the same time, you will monitor it and ensure that desired results are achieved. Diminish Dissect it Do now
- You probably already understand your mental rhythms and how these relate to your energy levels. We have all heard people describe themselves as early birds or night owls. Perhaps, like my wife, your prime thinking time is early in the morning where you get your most productive work done. Or like me, where you can do anything apart from respond to emails until a second cup of coffee in the morning. Manage energy levels rather than time
- Returning to our calendar of productive time. Feel free to take another template
- So you may be left with something like … this we will return to this again
- The next few slides will describe a number of time management techniques. Now, I am in no way suggesting that you implement all of them – you could easily get bogged down spending more time on the technique than the actual work itself. However, I want you to think about whether you could introduce some of these ideas into your workflow.
- So called “technostress” Alton et al. (2014) found that interruptions as brief as 2.8 s disrupted participants' flow of concentration and led to increased errors on a sequence-based cognitive task.
- Provides structure Instils good habits Builds momentum Can increase efficiency Routine good for mental health, disruption to routine “daily circadian rhythm” – sleep wake patterns With a routine – you already have a ‘game plan’ – this doesn’t mean that every day needs to be the same of course
- Tony Buzan A mind map is a diagram used to visually organize information. A mind map is hierarchical and shows relationships among pieces of the whole. It is often created around a single concept, drawn as an image in the centre of a blank page,
- The idea of time boxing comes from agile software development (RAD) and project management. The key idea is to define the task and not deviate – the task should be as simple as possible for example “write 500 words” the defined task should take precedence over other concerns such say “quality” – this helps curb perfectionist tendencies
- Almost all studies on brain function and concentration agree that most people cease maintain levels of productivity after 50 -90 mins of continuous work
- Developed by Francesco Cirillo in the late 1980s. So four discrete tasks will have bee accomplished in a 2 hour period
- Kanban means signboard or billboard in Japanese. Kanban is a scheduling system developed to improve manufacturing efficiency at Toyota where scheduling of tasks is based on demand. Boards are used to visualise the flow of work
- Online Kanban tool – Kanban Flow is free and can be quite useful in managing projects for deadlines
- So far we have looked at the principles of time management using a typical week as an example. However, your SAGEX Early Stage Researcher position lasts 36 months.
- This morning we have only talked about a few simple time management techniques, and the exercises that I have asked you to do have been about managing a working week. Obviously, your SAGEX experience lasts 36 months so planning on a week by week basis would be too reactive. You will be asked at some point to create a research plan. The project management of your SAGEX time is really beyond what we can consider today however I thought I would just introduce you to a few options for planning out your time on a medium to longer term basis. A good place to start is with the kind of negative time planning exercise – block out busy times in order to reveal available time
- Managing your time
- Research students are often required to produce what is called a Gantt chart