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Remember that time is money

Ben Franklin, 1748
Advice to a young tradesman

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 Introduction
• Time must be explicitly managed, just like
money
• Much of this won’t make sense until later
(too late?)

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Why Time Management is Important

• “The Time Famine”

• Bad time management = stress

• This is life advice

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 The Problem is Severe
By some estimates, people waste about 2 hours
per day. Signs of time wasting:
– Messy desk and cluttered (or no) files
– Can’t find things
– Miss appointments, need to reschedule them late
and/or unprepared for meetings
– Volunteer to do things other people should do
– Tired/unable to concentrate

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• Being successful doesn’t make
you manage your time well.

• Managing your time well makes

you successful.

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Time Management

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 Inspiration
“If you can dream it, you can do it”
Walt Disney

• Disneyland was built in 366 days, from

ground-breaking to first day open to the
public.

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 Planning
• Failing to plan is planning to fail

• Plan Each Day, Each Week, Each Semester

• You can always change your plan, but only

once you have one!

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 Benefits of time management

• Efficient
• Successful
• Healthy
• Gain time
• Motivates and initiates
• Reduces avoidance
• Promotes review
• Eliminate cramming
• Reduces anxiety
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 Obstacles to effective time
management

Unclear objectives

Disorganization

Inability to say “no”

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 Obstacles to effective time
management

Interruptions

More interruptions

Periods of inactivity

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 Obstacles to effective time
management

Too many things at once

Stress and fatigue

All work and no play

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 What can we do?

Recognize that obstacles exist

Identify them

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 Set goals

•Specific
•Measurable
• Achievable
• Realistic
• Time-based

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 Prioritize

• Do
• Delegate
• Delay
• Delete

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 Prioritize

1. “To do” list

2. Address the urgent
3. Accomplish what you can early
4. Attach deadlines to things you delay
5. Daily/ weekly planner
6. long term planner

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Organize

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 Learn when to say “NO”

• You can’t do
everything
• Don’t undertake things
you can’t complete
• Remain consistent to
your goals

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 Procrastination
“Procrastination is the
thief of time”
Edward Young
Night Thoughts, 1742

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 Avoiding Procrastination
• Doing things at the last minute is much more
expensive than just before the last minute

• Deadlines are really important: establish

them yourself!

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 Comfort Zones
• Identify why you aren’t enthusiastic

• Fear of embarrassment

• Fear of failure?

• Get a spine!

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Quit Making Excuses…

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 Use your waiting time

• On public transportation
• At the doctor’s office
• Waiting for your plane
• On hold
• When you are early

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 Use your waiting time

Correspondence

Letters or memos

Books or tapes

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 Concentrate on the task at hand

• Focus on your goal

• Tune out interruptions

Time Management 26
 Consider your personal prime time

• Morning?
• Evening?
• Late night?

Time Management 27
 Review
• Set goals
• Prioritize
• Organize
• Learn when to say “NO”
• Use your waiting time
• Concentrate on the task at hand
• Consider your personal prime time
• Celebrate success

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The Big Rocks of Life

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One day an expert in time management was speaking
to a group of business students and, to make a point,
he used this illustration. As he stood in front of the
group he pulled out a large wide-mouthed Mason jar
and set it on the table in front of him. Then he
produced about a dozen rocks and placed them, one
at a time, into the jar. When the jar was filled to the
top and no more rocks would fit inside, he asked, "Is
this jar full?" Everyone in the class said, "Yes." Then
he said, "Really?"
 He reached under the table and pulled out a
bucket of gravel. He dumped some gravel in
and shook the jar causing pieces of gravel to
work themselves down into the space between
the rocks. Then he asked the group once more,
"Is the jar full?" By this time the class began to
understand. "Probably not," one of them
answered. "Good!" he replied. He reached
under the table and brought out a bucket of
sand.
• He started dumping the sand in the jar and it
went into all of the spaces left between the rocks
and the gravel. Once more he asked the
question, "Is this jar full?" No!" the class
shouted. Once again he said, "Good." Then he
grabbed a pitcher of water and began to pour it
in until the jar was filled to the brim. Then he
looked at the class and asked, "What is the point
of this illustration?“ One student raised his hand
and said, “No matter how full your schedule is, if
you try really hard you can always fit some more
things in it!"
• "No," The truth this illustration teaches us is: If
you don't put the big rocks in first, you'll never
get them in at all." What are the 'big rocks' in
your life? Your children; Your loved ones; Your
education; Your dreams; A worthy cause;
Teaching or mentoring others; Doing things that
you love; Time for yourself; Your health; Your
mate (or significant other).
• Remember to put these BIG ROCKS in first or
you'll never get them in at all the speaker
replied, "that's not the point. If you sweat about
the little stuff (the gravel, sand, and water) then
you'll fill your life with little things you worry
about that don't really matter, and you'll never
have the time you need to spend on the big,
important stuff (the big rocks).
• So, tonight, or in the morning, when you
are reflecting on this short story, ask
yourself this question: What are the 'big
rocks' in my life? Then, put those in your
jar first.
 He who knows how to use time
will be lord of whatever he wants.
• List of things
• Decide most important
• Too big/difficult- break into task
• Learn to say no which will pull you down
• Reward yourself
• Learn to relax
• Keep in mind 80% benefit first 20% time
• Concentrate one thing at a time
• Identify short and long term goals
• Group , activities together
• Separate urgencies from priorities
• Revise goals regularly
• Some interruptions are necessary
• Stop spending time worrying/ trying to control
what you cannot do
• Minimax: a) minimize weakness
• b) maximize strengths
Celebrate your success

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