Time Management JKM

TIME MANAGEMENT
OLEH : MOHD RADHI BIN MUSA

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There are 168 hours in a Week
Urgent Not Urgent
Important Do Now Plan to Do
Not Important Reject Resist

• ‘Comfort’ activities, computer
• Trivial requests from
games, net surfing
others
• Chat, gossip, text, social
• Apparent emergencies communications
• Interruptions and • Daydreaming, doodling over
long breaks
distractions
• Unnecessary adjusting
Scrutinize and probe demands. equipment
Help originators to re-assess.
Wherever possible reject and Habitual ‘comforters’ not true
avoid these tasks. tasks. Non-productive, de-
motivational. Minimize or cease
altogether.
Plan to avoid them.
Steps to Managing Your Time
1. Set goals
2. Set reasonable expectations (and
remember that no one’s perfect)
3. Make a schedule
4. Revisit and revise your plan

Revisit Your Values
• Knowing what is most valuable to
you gives direction to your life.
• Your energy should be oriented
first toward things that reflect the
values that are most important.
• Examine your values to help you
make time management
decisions.
Where to start? Set Goals!
What is Important? • Make your goals specific and
concrete. Don’t be vague.
• Set both long-term goals and
short-term ones to support
them.
• Set a deadline for your goals.
• Integrate your goals: school,
personal and career.
• Realize that goals change,
but know which goals to stick
to!
From Goals…Set priorities
• What’s important and what isn’t?
• What order do things need to be
done in?
• Once you know what your
priorities are, you need to plan out
a schedule for the semester, the
week and the day.
• Acknowledge the realities of
college schedules .
• Planning may seem hard at first,
but the more you do it, the easier
and more natural it gets.
Make a Schedule
Set Up Your Semester Calendar
 Block all important set time obligations.
 Block all class and lab times.
 Look at the syllabus for the class schedule.
– Note the weight of the activities.
– Highlight all exams and project due dates.
 Work backwards from exams and papers (PERT).

 Study time.
 Time for your sanity.
Organizing Your Time
• Set realistic goals, there are only
24 hours in a day.
• Use spare time to review.
• Study at the same time each day:
make it a habit
• Divide study time into manageable
chunks
• Leave extra time at the end!
Calendars
• Different Perspectives
• The “to do” List
Year Calendar
Monthly Calendar
Weekly Calendar
Try it and evaluate your plan!
 How are you actually using your time?
 Which tasks were you able to do? What didn’t get

done?
 Was your energy level appropriate? Your stress level?
 What changes need to be made to your weekly
schedule?
 What are persistent time wasters?
 Was procrastination an issue?
“Never do today what you can put off ‘til
tomorrow!”
• Procrastination is my sin.
• It brings me naught but sorrow.
• I know that I should stop it.
• It fact, I will – tomorrow!
Forms of procrastination:
• Ignoring the task, hoping it will go away

• Underestimating how long it will take/overestimating your abilities and
resources
• Telling yourself that poor performance is okay/insisting on perfection
• Doing something else that isn’t very important
• Believing that repeated “minor” delays won’t hurt you
• Talking about rather than doing it
• Putting all your work on only one part of the task
• Becoming paralyzed when having to make choices
How to Overcome Procrastination
• Win the mental battle by committing to being on time.
• Set and keep deadlines.
• Organize, schedule & plan.
• Divide a big job into smaller ones.
• Find a way to make a game of your work or make it fun.
• Reward yourself when you’re done.
• Tell your friends and roommates to remind you of
priorities and deadlines.
• Learn to say “no” to time wasters.
Tackle Time Wasters
• Learn to recognize when you’re wasting time.
• Decide what you need to do and can realistically do.
• Learn how to say “NO” when you don’t have time.
• Return calls at your convenience. The phone is a major time killer.
• Learn to say “I can’t talk right now. I’ll get back to you.”
• Wasting time is often linked to a lack of self-discipline.
• Ask yourself, “Do I really need to do this or not?”
Learn to say “No!”
• Avoid the temptation to socialize when you’ve
scheduled work.
• If friends ask you to join them last minute, decline
outright, but ask if you could get together later in the
week.
• Socializing is important when you don’t have other
things to worry about!
• Study somewhere you won’t be tempted to chat, watch
movies or YouTube, or use social utilities like
Facebook.
• Texts are a major distraction.
REVISE and PREVIEW:
Staying on top of things…
• Immediately note all changes.
– Exam/Paper due date revisions
– Meeting additions/cancellations
– Work schedule changes
– Upcoming visitors, etc., etc…
• Preview the upcoming week making any necessary
adjustments.
• Preview each day to see what might happen…
Review
• Time and energy management can make you more
productive and reduce your stress level.
• The Three Steps
– Set goals
– Make a schedule
– Revisit and revise your plan
• Be tough with your time. Actively avoid procrastination and
time wasters. Learn to say “no” to distractions.
• Employ a variety of time management strategies to
maximize your time.
• Relax and enjoy the extra time that you’ve discovered!
INTRODUCTION: WHAT IS TIME MANAGEMENT?
• Time Management is using the time available to you

effectively in order to get the task done
TIME MANAGEMENT
• The leaving Cert is a long & difficult task
• To achieve your potential in the exam it is important to manage your time

effectively by
• Analysing your time
• Keeping focus
• Setting goals
• Scheduling your time

DETECTING DIFFICULTIES IN MANAGING YOUR
TIME
• Discuss some of the difficulties you face when trying to
manage your time.
DIAGNOSE YOUR DIFFICULTIES
• In order to manage your time more effectively it is important to analyse
where you are wasting time.
• To do this we can utilise the R-A-C method
– Record
– Analyse
– Change
R-A-C METHOD
• Check out this Video that shows you how to use the R-A-C method.
– RAC Explained
– and the handout that accompanies it!
WHAT IS PROCRASTINATION?
• ‘Procrastination’ means putting off a task you should be doing.
• So, for example, you need to get your homework done, but instead you make
a cup of tea, then go on your phone, then have a chat with someone in the
kitchen… 40 minutes later you haven’t even begun doing your homework.
• Check out this YouTube clip that gives a funny demonstration of
procrastination in action. "Tales of Mere Existence: Procrastination"
WHY DO WE PROCRASTINATE?
• A task may be too unpleasant to face, or too difficult, or very tedious, or
boring, or there simply may be so many other more interesting things to pull
your attention away that you struggle to keep on track.
• Check out the youtube clip on The Science of Procrastination to find out
more.
• This is certainly an issue in the digital age, when we all have smartphones in
our pocket and a world of distractions at our finger tips.
STRATEGIES TO PREVENT PROCRASTINATION
• There are many strategies to prevent procrastination. Here is a list of

effective methods
• 1. Take action. 2. Salami Technique. 3. Five minutes. 4.Work on related
tasks. 5. Do the hardest bits first. 6. Set goals. 7. Make commitments. 8.
Reward yourself for achievement. 9.Change subjects regularly
• See the handout for more detail.
3 STRATEGIES IN DETAIL
• Now we will take a closer look at three of the strategies to help prevent
procrastination.
• 1. The Salami Technique
• 2. Making Commitments
• 3. Rewarding Yourself
THE SALAMI TECHNIQUE
• The salami technique involves breaking down the task to its smallest parts
and then working through each of them in order until the task is complete.
• This is really effective if you have a big piece of work to do and you’re
finding it hard to get started.
THE SALAMI TECHNIQUE EXAMPLE
• If you have a comparative essay from your English exam paper 2014 to complete. You can break this down
to
– First analysing the question,
– Then brainstorming your response.
– From here you can make an outline of your answer,
– Then write it section by section; for example intro, section 1, section 2, section 3, conclusion.
– Lastly you can review and edit your answer.
• So what was a large task has become a much simpler sequence of small tasks that you work through one by
one.
2. MAKING COMMITMENTS
• Research has found that students work best when they are given tight
deadlines for projects and assignments; they achieve higher grades and
experience less stress.
• If you are working on a large piece, such as studying towards the leaving
certificate, you can give yourself deadlines to have different topics covered
within a subject by specific dates.
• This will help keep you on track and make sure you cover ALL of the material
for a subject in time for the exams.
REWARD YOURSELF
• Study doesn’t have to be all pain no gain! When you get a piece of work
done effectively without wasting time you should reward yourself with a cup
of tea, a chocolate biscuit, a quick break from the books.
• Having this reward at the end of the task will keep you motivated towards
completing it.
PLANNING YOUR TIME
• In order to use your time effectively, it is necessary to plan it out.
• By knowing what you have on in a given week, you can plan around your
commitments to make space for homework and study.
YEAR TIMETABLE
• The first step is to know what you have on for the year. This will help you plan what
pieces of work to concentrate on at different periods of the year.
• If you are doing a practical subject such as music you will need to prioritise your
practice before the practical exam which takes place before the written exam.
• Similarly, you’ll have to put time towards your aural language exams at that time of
year.
• You can use the worksheet for this topic to write in all the pieces of work and exams
etc you have over the course of the year.
WEEKLY TIMETABLE
• The final step is planning out your individual week. Planning your week by
marking off the times when you are busy is a vital step to using your
available time as effectively as possible.
• Use the weekly timetable worksheet for this topic to mark off the hours you
are busy this week.
– Include school, part-time work, sports, socialising.
• BE REALISTIC. Highlight the hours you are free to get some study done.
WEEKLY TIMETABLE
• Remember that aiming to study for 4/5 hours at a time isn’t very productive. You become too
tired to be effective in your learning.
• Try to study for a block of no longer than two hours at a time, with breaks during this period.
• Most people can only concentrate for about 20-25 minutes at a time. So, for example, if you’re
studying for an hour, this should be broken into two 25 minute periods with a five minute
break in between.
• Divide your study aims up into 25 minutes chunks, to work through them one by one! You can
always use a timer to help keep you on track – all smartphones can provide this function.
WEEKLY TIMETABLE
• When you have found your available study time you can plan out what you
are going to do during these times by creating a SMART goal to-do list and
then putting the goals from the list into the available study period.
TIME MON TUES WED THURS FRI SAT SUN
16.00 Eng paper 1 2012

section 1 qs a
17.00 Macbeth mind map

of character traits
18.00 Dinner
19.00 Read chptr 3 How

Many Miles to
Babylon + make
notes
GOAL SETTING
• When you’re studying, the temptation can be to maybe retreat to your
bedroom for hours on end and state generally that you’re ‘studying’.
• What exactly does ‘studying’ mean though?
• Studying needs to be broken down into specific goals and targets.
• Chunks of work that you want to achieve within a given time frame.
SMART GOALS
• The best goals are SMART goals. SMART stands for
• Specific – Measurable – Actionable – Relevant – Time bound.
• Check out the youtube clip under this topic on how to create SMART goals.
• An example of a SMART study goal would be ‘Read chapter 3 history
textbook, create mind-map of key points in one hour.’
• Clip: https://www.youtube.com/watch?v=1-SvuFIQjK8
TO-DO LISTS
• A great way to plan out your SMART goals is to create a To-Do list.
• A To-Do list is a very simple device – you just list all the things you have to
do on a given day or perhaps week.
• The key to creating an effective to-do list is that each item on your list will
be very specific – just like a SMART goal.
• Check out the youtube clip under this topic on how to create an effective To-
Do list.
TO-DO LIST EXCERCISE
• Take some time now to create a To-Do list using SMART goals for maybe
what you have to do tomorrow or even over the course of the next week.
• Now looking back at your available study time in your weekly timetable you
can put the SMART goals from your To-Do list into the available study
periods
• As you work through each of these tasks now you can tick them off, safe in
the knowledge that you’re taking charge of your time management.
Time Management
Time management is paying attention to how you are spending your
most valuable resource (time) and devising a plan to use it more
effectively.
Goal Setting
• In order to know what you should be doing with your
time, it is important to know what you are working
towards
• Long term goals = Life-long goals (usually take a year or

more to accomplish)
• Short-term goals = Stepping stones (less than a year to

accomplish)
Goal Setting,
Give it a shot!
• Write a short-term and long-term goal
• Your short-term goal should be a ‘stepping stone’ on

the path to achieving your long-term goal
• Make sure both goals are:

– Specific
– Measurable
• Volunteers?
Where does the time go???
• Make a list of 10-15 observable

activities you have participated in
during the past 24 hours.
• Estimate how much time you

spent on each activity.
It is all connected- Goal Setting & Time
Management
• If your goal is to increase your GPA you will need to be

well organized to allocate sufficient time for study or
visit your professors office hours
• Knowing ahead of time what your main priorities are

can help you attend to those tasks first
• Are you allocating the necessary time in achieving the

short-term and long-term goals you set earlier?
Why is Time Management
Important?
• Prioritize your tasks
• Accomplish short-term and long-term goals
• Increases productivity
• Experience the success of accomplishment (fulfillment)
• Feeling of self-control
• Balance
• Aids in money management
• Reduces stress
• Prepares you for the “real world”
Consider your Values
• You will put more time and energy towards what
you value, enjoy and love.
• How much do you value your education?
• How important is it that you succeed in college and
get your degree?
• If success in college is a high value for your life, you
will make more time for your studies, your classes
and projects.
• We all spend time on what we value!
What is Time Management?
• Not just about managing your time,
it’s about managing your attention
• Attention Management = ability to

focus on a designated activity
• Without attention management, time

management is pointless
“To manage your time you must manage yourself:
your energy, your behavior, your attitudes,
you”--- Constance Staley
Get Your Priorities Straight!
Covey, Stephen R. The Seven Habits of Highly Effective

People. New York: Simon and Schuster, 1989.
Which Quadrant Are You In?
• Go back to your list of Observable

Activities:
– Write each activity into the appropriate

Quadrant on your graph.
– Using the time estimates you wrote for
each activity, circle the Quadrant in
which you spent the most time (you may
have a tie!).
Priorities Are Personal
• Sleep may be Quadrant IV for one person and

Quadrant I for another.
• In which Quadrant did you spend the majority of

your time?
• Which quadrant is the best? (for studying?)
• What happens if you spend the majority of your time

in Quadrant I activities?
How to use time wisely
• Electronic or hard copy day planner or calendar
• Schedule Fixed Blocks of Time First

– Start with class time, work schedule, child
care
• Schedule DO & DUE dates
• Work Backwards
• Use syllabus!
• Schedule study time every day--- at least 2 hours

(if you have breaks between your classes, use it!)
– Some classes require more study time than others
– 10 minute study breaks after studying for 1 hour
Hours you should be spending studying:
Units for less demanding classes:____ x 2 hours=___ hours
Units for typical/average classes:__ X 3 hours = ___ hours
Units for typical/average classes:__ X 4 hours = ___ hours
Expected total study time per week: ____ hours

• Set aside time for the day to day tasks that will
bring you a step closer to reaching your goals
• Update your schedule everyday
• Break larger assignments into smaller tasks (exp:

final term papers)
• Avoid scheduling marathon study sessions

– Three 3-hour sessions are more productive than 9-10
hour sessions
• Schedule time to study for tests and to review
notes (set a regular place to study & a specific
subject)
• Schedule time for errands
• Plan for the unplanned
• Double your time estimates (tasks can take longer

than expected)
• Take time for you! Don’t forget yourself and your

needs (sleeping, nutrition, exercise)
• Set priorities
• Be realistic
• Allow for flexibility in your schedule
• Schedule time for fun!
• The final step is to act on the schedule you wrote

down
• When you say “I don’t have time, what
you are really saying is “I have other
priorities.”
Summary…
• Managing Time = balance
• Allows you put energy towards things you value
• Short-term and long-term goals
• Reduces stress
“Performance, health and happiness are grounded in the skillful
management of energy” Jim Loehr & Tony Schwartz
1440 minutes in a day:
Managing Your Time
Presented by Michele Guerra, MS, CHES
Director UI Wellness Center
Steps to
managing your time well
• Prioritize tasks
• Get Organized
• Overcome procrastination
• Let go of perfectionism
• Manage disruptions
• Avoid taking on too much
Take the quiz!
http://www.mindtools.com/pages/article/newHTE_88.htm
Scoring the quiz
Questions Points Questions Points
1, 3, 4, 6, 7, 8, 9, 13, 14, 15 2, 5, 10, 11, 12
Not at all 1 Not at all 5
Rarely 2 Rarely 4
Sometimes 3 Sometimes 3
Often 4 Often 2
Very often 5 Very often 1
Score Comment
46-75 You're managing your time very effectively! Still, see if
there's anything you can tweak to make this even better
31-45 You're good at some things, but there's room for
improvement elsewhere.
15-30 Ouch. The good news: you've got a great opportunity to
improve your effectiveness. However, to realize this, you've
got to fundamentally improve your time management skills.
Understanding your score
(and improving your time management skills)
Areas needing improvement Related questions
Goal setting 6, 10, 14, 15
Prioritization 1, 4, 8, 9, 13, 14, 15
Managing interruptions 5, 9, 11, 12
Procrastination 2, 10, 12
Scheduling 3, 7, 12
Organizing: The to-do list
• Helps you prioritize
• Helps you overcome procrastination
• It’s a critical starting point
– not a stand–alone tool
ABCs to Prioritizing
1. Write to-do list
2. Review list: Break large tasks into smaller tasks
3. Prioritize by ABCs
4. Delegate those tasks more appropriate for someone else
5. Schedule your day (week). Assign a deadline for each task.
6. Consider your daily cycle (most demanding tasks when
you are most focused/ energized)
A Priorities
• Urgent AND important
• Support a long term goal
• Support others you work with
• Ask: What terrible thing would happen
if I didn’t do this today?
• Only top priorities get A category
B Priorities
• Important but not urgent
• Mild consequences for not doing this
(e.g. some may be unhappy or
inconvenienced)
• Time (waiting period) usually elevates to
A or drops to C
• Never do a B task when there is an A task
the needs to be finished
C Priorities
• Not important or urgent
– Sometimes are not important but are urgent
• No consequences for not doing this
• Nice to do
Prioritization Grid
URGENT NOT URGENT
A B
Deadline Paper due next month
Important
Presentation Planning
tomorrow Some calls or requests
Scheduled at work
Pick child up at Rejuvenation time

daycare
C C
Not important
Interruptions Trivia
Disruptions Busy work
Some calls Time wasters
Friend asks favor Gaming, Facebook

Organizing: schedules
• Get the big picture (semester, work cycle, vacations)
• Know your schedule (weekly calendar)
• Determine how much time it takes to complete various tasks
(double your estimates)
• Plan a balanced schedule (fixed and flexible tasks)
• Identify odd hours and small bits of time – plan how you can use
them
• Schedule time for prioritizing
• Schedule breaks and time for rejuvenation
• Enter all this somewhere (paper, outlook, phone app)
Overcoming procrastination
• Recognize that you are procrastinating
• Evaluate and diagnose your procrastination: e.g. reasons, what parts
of the task,
• Take counter-measures against procrastination:
– use to-do list
– break large tasks into smaller parts
– schedule specific times to do things you are mostly likely to put off
– address reasons (e.g. don’t like the task, hard to start, fear of
failure)
– reward yourself for starting and finishing
More procrastination busting tips
• Create the Right Environment
• Set Up the Task
• Post Your Deadlines
• Do the Fun Stuff First
• Start Somewhere, Start Anywhere
• Beware of Multitasking
• Know That You Can't Do Everything Perfectly!
From ADDitude magazine
http://www.additudemag.com/slideshow/99/slide1.html?utm_source=eletter&utm_medium=email&utm_campaign=August
Perfectionism
• Be aware of your tendencies
• Take an honest look at how you spend your time
• Analyze & reframe your self-talk
• Focus on the big picture
• Ask “what’s really needed in this situation?”
– Is perfection necessary or even better?
• Maintain high but attainable standards
• Be realistic about what you can accomplish
• Seek help when needed
• Don’t throw work away – replant it
Managing disruptions
• Disruptions are often urgent (at least in the mind of the
person presenting them) but not important
• Identify recurring interruptions and distractions
– Keep a log
• Learn to say no: Be polite but assertive
• Other tips: Establish available/not available hours, turn off
IM Chat; use Outlook to identify uninterruptable time
• Set limits with necessary interruptions
– e.g. I have five minutes, I can do this tomorrow
More disruption diffusing tips
• Remind yourself: Your Availability ≠ Your Importance
• Develop phrases that deflect the “Got a minute?” intrusion to a later
time
• Use “modified” open door policy
• Consider working in another location sometimes
• Configure your office so your desk faces the door
• Stand up on the entry of intrusive visitors
• Schedule meetings in other person’s office
Avoid taking on too much
• Learn to set limits
and say no thank
you
• Learn to delegate,
share work, let
others help
Creating SMART goals
• Specific: Precise statement of what needs to be
accomplished: exactly what are you going do, how
much? When? How often?
• Measurable: Concrete criteria for gauging progress.
Helps you manage and evaluate your goal.
• Attainable: Assurance your goal fits your ability.
Something you can accomplish. Not too easy or too hard
• Relevant: Personalization of your goal. Supports your
interests, values, needs and talents. Critical to
motivation.
• Timed: Beginning point and deadlines. Gets your started
and keeps you on track.
Final tips
• Use small bits of time, odd hours,
waiting time
• Handle paper (email, etc.) only once
• Use automatic systems when possible
• Get enough rest, eat well, exercise
• Ask for advice when needed
TIME IS MONEY
• You can make money; you can’t

make time.
• An inch of gold cannot buy an
inch of time (Chinese proverb).
WHY TIME MANAGEMENT ?
• To utilise the available time in

optimum manner to achieve one’s
personal and professional goals.
TIME FOR EVERYTHING
• Take time to work,it is the price of success
• Take time to think,it is the source of power
• Take time to play,it is the source of youth
• Take time to read,it is the source of wisdom
• Take time to love, it is the privilege of Gods
• Take time to serve,it is the purpose of life
• Take time to laugh,it is the music of soul
HOW TO LIVE ON TWENTY-FOUR HOURS A DAY
• Arnold Bennett’s book published in

1907.
• Henry Ford gave 500 copies of the
book to his managers.
• President of another American motor
company issued 18000 copies – one
to each employee.
TIME AWARNESS – TIME TRACKING
• Peter Drucker : “Make sure you know

where your time goes.”
• Don’t depend on memory. Keep a
time log.
• See that your time is spend as per
your priorities or your core
responsibilities.
MANAGERS TIME
• Planning is key managerial function
but research shows that less than 5%
of management time goes on planning.
• Pareto Principle : Twenty percent of
your time will produce 80% of your
productive output. Can you afford not
to manage at-least that 20% ?
• Parkinson’s Law : Work expands to fill
the time available for it. Beware !
TIME MANAGEMENT MATRIX-
CLASSIFICATION OF ACTIVITIES
URGENCY/ URGENT NOT URGENT

IMPORTANCE
IMPORTANT 1 2
NOT 3 4
IMPORTANT
EFFICIENCY vs EFFECTIVENESS
• Often worst performers are

those who seem to be working
hardest and longest. They are
very busy but not necessarily
effective.
COMMON TIME MANAGEMENT PROBLEMS :
PROCRASTINATION
• Procrastination : Putting off the doing of

something intentionally and habitually.
• If you suspect yourself; ask yourself – why
am I putting this off?. If there is no
reason. Do it. Do not confuse reason with
excuse.
• PROCRASTINATION is world’s number one
time waster. Banish it from your life.
There is no time like present to do any
work.
COMMON TIME MANAGEMENT PROBLEMS : POOR
DELEGATION
• Do not spend time on a work that can be

done ,to a satisfactory level, by your
subordinate.
• Delegation saves your time and develops
subordinates
• Delegation improves results by making
fuller use of resources
• Delegation implies transferring initiative
and authority to another
THE ART OF DELEGATION
• Delegation begins with a deep sense of the
value and limits of your time.
• Managers often complain that they are
running out of time when their
subordinates are running out of work.
• Delegating the more routine or predictable
part of ones job is only the first step.
• Delegation is not abdication. Some degree
of control needs to be maintained.
DIFFICULTIES IN DELEGATION
– It’s risky.
– We enjoy doing things.
– We don’t sit & think.
– It’s a slow process.
– Like to be “top of everything”.
– Will subordinate outstrip us?
– Nobody can do it as well as I can.
• Delegation is a great motivator. It
enriches jobs, improves performance
& raises morale of staff.
COMMON TIME MANAGEMENT PROBLEMS OFFICE
MIS-MANAGEMENT
• Develop an efficient system of office working.

• Muddle makes work and wastes time. Strive
for good order in your office.
• Utilise all resources fully.
• Handle telephone properly. Don’t let it
become a nuisance.
• To the extent possible, handle a piece of
paper only once.
TIME EFFECTIVENESS IN OFFICES
• Time can be wasted imperceptibly if your work

area is not organised well. Your desk should be
clear of all paper except the specific job on hand.
It invites you to think about one thing at a time.
Concentration is a great time saver.
• Paper work : Recommended principle is “to
handle each piece of paper only once.”
• Sort papers under : FOR ACTION/ FOR
INFORMATION/ FOR READING/ FOR WASTE
PAPER
• BOTTOM DRAWER
EFFECTIVE WRITING
• Clarity, simplicity and conciseness are

essentials of good writing.
• Think, List and then Arrange.
• Do not cover too many subjects in one letter.
• Strive to write one page letters. These are
more digestible.
MAKE THE TELEPHONE WORK FOR YOU
• Telephone is a great time-saving tool in right

hands.
• Plan your calls.
• Set aside a period of time for making and if
possible, receiving calls
• Timing for each call.
HOW TO CONTROL INTERRUPTIONS
• Set a time limit and stick to it.

• Set the stage in advance : You are very busy with a
deadline in light.
• With casual droppers-in, remain standing.
• Meet in other person’s office.
• Get visitors to the point.
• Be ruthless with time but gracious with people.
• Have a clock available .
• Use a call-back system for telephone calls.
YOUR PROFESSIONAL ASSISTANT
• Transform your PA/Secretary into Professional

Assistant .
• Your PA can help you save time by
– Keeping unwanted callers at bay – by diverting them to
appropriate person.
– Minimizing interruptions; can arrange interviews suitably.
– Dealing with routine correspondence.
COMMON TIME MANAGEMENT PROBLEMS : MEETINGS
• Meetings are potential time wasters.

• Meetings are necessary evil; distractions from one’s regular work.
• Try to say ‘No’ to a meeting where you are not required.
• Agenda should be definite. Every one should receive the agenda and
relevant papers well in advance.
• There should be a finishing time for meeting.
DOs/ DON’Ts FOR
BOSS/CHAIRPERSON/ADMINISTRATOR
• Do not call a meeting unless it is necessary
• Do not call a meeting if the task can be handled by a call
or by a small group through formal/ informal discussion
• Meetings are not required to:
 ‘Boss around’ or give ‘messages’

 Socialise
 Rubber stamp decisions
 Pass on information
 Promote private or hidden agenda
 Continue the habit
DOs/DON’Ts FOR
BOSS/CHAIRPERSON/ADMINISTRATOR
• Call only those who are involved
• Have a written agenda and circulate to all
along with supporting papers
• Do not over-pack the agenda
• Agenda should not have ‘Any other item’
• Start on time
• Stick to agenda
• Beware of ‘Hijackers’
DOs/DON’Ts FOR PARTICIPANTS
• Come prepared (with facts and figures)

• Come on time
• Talk to the point.Do not try to divert the
discussion
• Do not try to hijack the meeting
BOSS-IMPOSED TIME
• Time spent doing things we would not be

doing if we did not have bosses.
• Keeping bosses satisfied takes time, but
dealing with dissatisfied bosses takes even
more time.
• Failing to invest sufficient time to satisfy
bosses always results in more & more
boss-imposed time. With lesser time for
others.
ROLE OF BOSS:BOSS MUST REALISE THAT-
• The time of the subordinate is also important for
the organisation.
• The tasks monitored by you are only part of duties
of subordinate.
• If subordinate is hard pressed for time the quality of
output is bound to suffer.
• System improvements are essential responsibilities
of bosses-particularly those which reduce time
being spend on unimportant/ unnecessary activities
• You can do only one persons work.
• Perfection, at times, becomes counterproductive.
ROLE OF SUBORDINATE
• Realise that Boss has a wider vision

• Devote time as per organisational objectives
and your goals
• Go to Boss after doing your home work
• Manage the problems which can be tackled at
your level
PLANNING THE DAY
• Prepare a list of priorities for the day based on urgency and

importance.
• Get the timing right.
• Morning is the time for hard work.
• Interesting work, meetings and social events can take place in off-peak
time.
• Have work-breaks to over come fatigue.
• Living 100% in the present improves your work output.
OTHER TIME SAVERS
• Concentration, Avoid
interruptions
• Use of committed time
• Good Health
• Do not let your subordinate
come to you with problems
unless they bring their
PROBLEMS OF OVERWORKED MANAGER
• Why some managers are typically running

out of time while their staff is running out
of work.
– They pick up staff’s job. They enjoy & are good
at it.
– They try to do things efficiently which are not
worth doing at first place. Efficiency Vs
Effectiveness.
• It can be explained by ‘Monkey-on-the-
back’ analogy. Monkey is ‘next move’ or
problem or opportunity that comes to us.
RECAP
• Yesterday is a cancelled cheque, Tomorrow is a
promisory note,Today is ready cash. Use it.
• When feasible, delegate.
• Don’t let paperwork pile up.
• Do not postpone work.
• Identify your time waster and resolve to
eliminate them.
• Add times for relaxation and recreation in your
schedule.
RECAP
• Identify and make use of “up” and “down” time.

• Learn to say “NO.” It is not a crime.
• Make use of committed time – travel time,
waiting time etc.
• Plan the day.
• Set goals and work towards achieving them.
• Keep the Boss happy.
Effective
Time Management
OBJECTIVES
 Describe Techniques for Improving Time Management
 Identify Common Difficulties of Time Management
 Identify Consequences of Poor Time Management
 Explain Covey’s “First Things First” Philosophy

TIME MANAGEMENT
IMPORTANT
NOT
IMPORTANT
COVEY’S TIME MANAGEMENT MATRIX
Urgent Not Urgent
I II
Important
• Fire Fighting • Planning
• Pressing Issues • Crisis Prevention Measures
• Some Meetings • Networking
• Some Phone Calls • Relationship Building
• Some Interruptions • Professional Development
• Personal Development
* Crisis Managers = 90% * Heart of Effective
Management
III IV
Important
• Some Meetings • Some Socializing

Not
• Some Phone Calls • Paper Shuffling

• Some Paperwork • Games / Puzzles
• Interruptions • Some Reading
• Some Fire Fighting
* Crisis Managers = 10%
QUADRANT I
The Quadrant of Necessity
I II
 Crisis & Emergencies
 Requires Immediate Attention
 Urgent & Consequential
 Some People Struggle to Get Out
 May Cause Stress / Burn-Out
Important - Urgent
III IV
QUADRANT III
The Quadrant of Deception
I II
III IV
 Confused with Q1 Tasks
 Urgent & Non-Consequential
 Someone Else’s Priority
 The Q3 Manager Neglects Q1&2 Tasks
 May Lead to More Crisis
Not Important - Urgent

QUADRANT IV
The Quadrant of Waste
I II
III IV
 Not Focused on Mission, Goal, or Task
 May Lead to More Crisis
 Q1 Manager (Usually) Spends Time Here
Not Important - Not Urgent

QUADRANT II
The Quadrant of Quality & Leadership
I II
 Most Important
 Focus on Important Tasks That Matter
 Most Often Neglected
- Q2 Tasks Never Become Urgent Until It’s Too Late
- Does Not Provide Instant Results
- Requires Investment of Time and Energy
Important - Not Urgent

III IV
QUADRANT RECAP
 QI TASKS: Urgent/Important - Manage

Immediately.
 QII TASKS: Not Urgent/Important - Focus Point

– High Payoff From Investment.
 QIII TASKS: Urgent/Not Important - Delegate to

Other People.
 QIV TASKS: Not Urgent/Not Important – Don’t

Do Them Unless Directed By Leadership.
I II
Exercise #3
III IV
 Page 7 in the Participant Guide.
 Fill in some of YOUR tasks/activities that fit into

each quad.
 Next, estimate what percentage of time is spent in

each quad.
 15 minutes to complete.
Getting More Time for Quadrant II
I  The effective manager spends most time here. II
 “Can’t” ignore Q1.
 Only place to get more time for Q2 is from Q3 &
Q4.
 No ideal % of time for Q2.
 Schedule time for Q2.
 As you spend more time in Q2, Q1 “should”
shrink.
Important - Not Urgent

III IV
The Q2 Tool
 Identifying Roles  Scheduling
 Selecting Goals  Adaptation

Sample Roles & Goals
 Inventory  100% Accountability

Manager
 Complete Business
 Program Manager Plan
 Customer Service  100% of Staff Members

Manager Trained
Exercise #4
Identifying Roles & Setting Goals
 Page 8 in your Participant Guide.
 Identify some of YOUR roles.
 Identify at least one goal associated with each

role.
Scheduling
For the week of: Sun Mon Tue Wed Thu Fri Sat
Focus Here Review Daily
Enter Daily Priorities Here

Enter
Weekly How much of your day can you actually control?
Priorities
Here
Sun Mon Tue Wed Thu Fri Sat
Expands List Appointments Here

Planning
Horizon
Adaptation
 Rigidly adhering to a goal or task may be harmful.
 Circumstances change, you may need to adapt.
 Be open to change that alters/supports the

mission.
 Make use of spare time.

Elements of Time Management
 “First Things First”

 Planning
 Prioritizing
 Organizing
 Other Things To Consider

 Delegating (Gopher vs. Stewardship)
 Saying “No”
 Pareto Principle
Gopher Delegating
 Go for this…go for that…do this…

do that…
 Accomplishes Little
 Little to No Value for Time

Management
Stewardship Delegating
 Focused on Results
 Provides Choices
 Employee is Responsible for Outcome
 Takes time to Develop but the End

Results will provide Free Time!
Time Suckers
 Invisible Horses
 Outdated and/or Ineffective Tasks
 Zero Value Tasks

 Enjoyable, but a ‘Non-Value Add’ to the Mission, Goal, or Tasks
 ‘Spinning your wheels’
DON’T GET BOGGED DOWN IN TIME

SUCKER SWAMP!
Exercise #5
 Identify at least two invisible horses that are

present in your work.
 Next, identify why you continue to do it after it no

longer has value to the mission.
Exercise #6
 Identify at least four zero value tasks you/your

staff perform.
 Next, identify which quadrant/category each fall

into (Q1, Q2, Q3, Q4).
COVEY’S TIME MANAGEMENT MATRIX
Urgent Not Urgent
I II
Important
• Planning
• Fire Fighting
• Crisis Prevention Measures
• Pressing Issues
• Networking
• Some Meetings
• Relationship Building
• Some Phone Calls
• Professional Development
• Some Interruptions
• Personal Development
* ELIMINATE * * BE PROACTIVE *
III IV
Important
• Some Meetings • Some Socializing

• Some Phone Calls • Paper Shuffling
Not
• Some Paperwork • Games / Puzzles

• Interruptions • Some Reading
• Some Fire Fighting
* MINIMIZE * * AVOID *
REASONS FOR NOT SAYING NO
 Don’t want to let someone down.

 You want to be kind.
 Want to be seen as a member of the team.
 Don’t know how to say no.
 Don’t want to say no.
 Easier to say “no” down the chain, then up the
chain.
KEY TAKE-AWAYS
Time Management Mapping

 Knowing where you are
 Identifying where you are going
 Determining the best way to get there
Tips & Tools

 Doing “First Things First”
 The Q2 Tool (Identifying Roles, Selecting Goals, Adaptation)
Elements of Time Management

 Plan, Prioritize, Organize, Delegate, Invisible Horses, Say ‘No’
OBJECTIVES
 Describe Techniques for Improving Time Management
 Identify Common Difficulties of Time Management
 Identify Consequences of Poor Time Management
 Explain Covey’s “First Things First” Philosophy

Exercise #7 – Action Plan
 Select a project start date.
 Develop at least one action to improve YOUR time

management.
 Create at least one measure of success.
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
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!

Activity 1:
How are you using your
time?
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
Importance of effective
time management
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
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
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!
Activity 2:
Identifying the barriers
to productive research
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.

Do not confuse motion and progress. A
rocking horse keeps moving
… but does not make any progress
Alfred A. Montapert
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!
Activity 3:
Planning your workflow
(part 1)
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
Time Management
Ideas # 1-6
Calendar synchronicity
#1 • 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
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)]
Prioritise
#3 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
The five six Ds
1. Delete it
#4 2. Defer it
3. Delegate it (or part of
it)
4. Diminish it
5. Dissect it
6. Do now
Keep a time log
For seven consecutive days,
#5
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
Work with your energy levels
#6 • How could you change your

routine to make better use
of your periods of high
• Which tasks could be carried
out during your periods of low
energy?
energy?
Activity 4:
(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
LOW
MEDIUM
HIGH
Time Management
Ideas # 7-14
Avoid interruptions
Block off several hours every day
#7 when you:
•
•
Turn off your mobile phone
Turn off email notifications
• Turn off social media
notifications
• Disconnect from the internet
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.
Dealing with interruptions
#8
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
Maintaining focus
#9
Website-blocking tools
• Freedom: https://freedom.to/
• StayFocusd: Chrome extension
• SelfControl: http://selfcontrolapp.com/
Music
• Soundrown: http://soundrown.com/
Say ‘no’
#10
• empathy
• explain
• short
• clear and direct
• offer alternatives?
Expect the unexpected
#11
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
Buffer time
Be realistic – time management does
#12 not take place in a vacuum
External factors:
• Friends and family
• Colleagues
• Supervisors
• Fixed deadlines
Thinking time
Research involves thinking,
#13
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
Have a routine
Getting up
#14 Nourishment
Hydration
Exercise
Affirmation and
visualisation
Daily journal
Going to bed
Time Management
Ideas # 15-22
Avoid multitasking
#15
• Work on one task at a
time
• Give each task 100%
(or 110% if you are
fan of XFactor)
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)
Not-to-do list
#16
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
Mind map
#17
Timeboxing
#18
• 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
Regular breaks
#19 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
Ariga and Lleras. (2011) Brief and rare mental 'breaks' keep
you focused: Deactivation and reactivation of task goals pre-
empt vigilance decrements.
Pomodoro technique
#20 • 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/
Kanban principles
• visualise work
#21 •
•
limit the number of tasks
in progress
pull work from column to
column
• monitor, adapt, improve
Kanban tools
KanbanFlow: https://kanbanflow.com/
#22
Deadlines, I love
deadlines. I like
the whooshing
sound they
make as they
pass
Douglas Adams,
Hitchhikers’ Guide to the
Galaxy
Activity 5:
(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
LOW
MEDIUM
HIGH
Time Management:
SAGEX ESR context
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)
Simple Gantt Chart (MS Word)
Simple Gantt Chart (Excel)
What we covered today:
Considered your own Considered a number of time
strengths and weaknesses as management techniques
a time manager Time blocking
Procrastinator Visualisation
Perfectionist Routine
Prioritising
Completed simple time-blocking exercise Importance of work life balance

Family Productivity
Friends Mental health
Interests and hobbies Physical health
Other commitments General wellbeing
Learning Outcomes
• Study planning
• Time and task management
• Self-management and motivation
5 Steps to Effective Time Management
• Make a Plan
• Draft To-do list
• Optimise To-do list
• Manage your Self
• Reward your Self
Reverse planning
• Normally you might start planning by

figuring out your first steps and
working forward.
• Reverse planning means starting with
the end goal and working backwards.
Reverse planning

figuring out your first steps and working
forward.
• Reverse planning means starting withTake exam
Reverse planning

forward.
Final
review
Reverse planning

forward.
Final
review
Do
Reverse planning

forward.
the end goal and working backwards. Final
review
Do
practice
Reverse planning

forward.
Create
Final review
study plan Condense Do practice
notes Tests
Reverse planning

forward.
Start studying
Create
Final review
study plan Condense Do practice
notes Tests
Reverse planning

forward.
• Reverse planning means starting with the
end goal and working
1. Create study 2. Condense
backwards.
3. Do practice 4. Final review 5. Take exam
plan notes questions
• Now you have a plan!
Free reverse planner!
GOAL STEP 5
DUE: DUE:
STEP 4 STEP 3
DUE: DUE:
STEP 2 STEP 1
DUE: DUE:
Drafting a To-Do List To-do List
1. Revise Earth Surface Science
What is wrong with this to-do list?

Drafting a To-Do List
To-do List
1. Revise Earth Surface Science
What is wrong with this to-do list?
• How many tasks is this

really?
• How do I know how
much time it will ?
• When do I take a break?
Drafting a To-Do List
To-do List: Revise Earth Surface
Science (ESS)
1. Divide ESS topics into major (core) and

Better! minor. Focus on core topics first
2. Condense notes into question and answer
• Unpack your overall task format
into smaller tasks. 3. Do practice test
• Now you know you can’t do 4. Review incorrect answers in notes
all of this just before an 5. Repeat 2-4 for minor topics
exam.
6. Map links between all topics.
• Add timings and breaks
7. Do practice test for whole topic
Optimizing your To-do List
To make your to-do list more effective, do

three things:
• Prioritize
• Timebox
• Monitor progress
Optimizing your To-do List: Prioritize
Apart from study, write down everything you need to do. Include:
• Leisure time
• Family time
• Errands
• Communications
Priority = Important x Urgent
Important
For each task first think how important it is: :
• How strongly is it related to

my main (study) goals?
• How strongly is it related to

my health and wellbeing?
Not
important
For each task think how urgent it is: :
• How soon is the

deadline?
Urgent Not Urgent

• How flexible is the (yet!)
deadline?
Important
Arrange all your to-do list tasks into an Eisenhower Priority Matrix.
Not Urgent
Urgent
(yet!)
Not
important
• Box 1: You should do these things immediately! Important
1
JUST DO IT!
Not Urgent
Urgent
(yet!)
Not
important
•
•
Box 1: You should do these things immediately!
Important
Box 2: You should plan how and when you will do it - and put it in your schedule.
1 2
JUST DO IT! PLAN:
Not Urgent
Urgent
(yet!)
Not
important
Important
• Box 1: You should do these things immediately!
• Box 2: You should plan how and when you will do it - and put it in your schedule.
• Box 3: These activities you can ask somebody to help you do e.g. friends, family, university advice and support.
1 2
JUST DO IT! PLAN:
Not Urgent
Urgent
3 (yet!)
GET SUPPORT.
Not
important
Important
• Box 1: You should do these things immediately!
• Box 2: You should plan how and when you will do it - and put it in your schedule.
• Box 3: These activities you can ask somebody to help you do e.g. friends, family, university advice and support.
• Box 4. Do these things in a break or to reward yourself after you've finished a task!
1 2
JUST DO IT! PLAN:
Not Urgent
Urgent
3 4 (yet!)
GET SUPPORT REWARD SELF:
Not
important
Share, Compare, Get Feedback.
Important
• Fill in your Priority Matrix and share it with your classmates.
• You can improve your own ability to prioritize by comparing with others in a similar situation.
• You can also send your Priority Matrix for feedback to the Academic Skills team at QM Library.
1 2
Chat Live through Microsoft Teams:
JUST DO IT! PLAN:
Not Urgent
Urgent
3 4 (yet!)
GET SUPPORT REWARD SELF:
Not
important
Optimizing your to-do List: Timeboxing
Switch from task to time-based thinking.
• Allocate a length of time to each task on
your To-Do list
• Choose one task to do
• Launch the timer
• Do the task for the set time and then
move on to next task.
• Reschedule any unfinished task
your To-Do list
• Launch the timer Task-based FINISH
• Do the task for the set time and then thinking START 9AM
TASK
Time-based
thinking
your To-Do list
• Launch the timer Task-based FINISH
• Do the task for the set time and then thinking START 9AM
TASK
Time-based FINISH
START 9AM
thinking 11AM
NEXT TAS
Advantages of time-based thinking
• Stops procrastination and perfectionism

• Helps you switch between and study a few topics
together – better for making connections and learning
• Helps you focus on key points rather than details
• Helps you better estimate how long tasks take
Optimizing your To-do List: Monitor Progress
Add a 'Doing list and a Done list to your To-do list!
Add a 'Doing list and a Done list to your To-do list!
• Monitor the progress of your tasks on a Kanban

Board
• Kanban is a workflow management tool originally
used in manufacturing and software development.
• The method is increasingly popular as a tool for
professional development and personal
improvement.
Monitor the progress of your tasks on a Kanban Board
• You likely have a few items on your to-do list and you
can't always do them one by one
• Switching between tasks and topic can be good:
• More motivating (mix tasks you like more with
tasks you like less).
• More effective for revision as it helps connect
topics.
Monitor the progress of your tasks on a Kanban Board
• Switching between tasks and topic can be

good:
• More motivating (mix tasks you like
more with tasks you like less).
• More effective for revision as it helps
connect topics.
• And it's rewarding to see your tasks move
across the board!
Self-Management: Use Procrastination!
Self-Management: Use Procrastination!
Using the Zeigarnik Effect for active procrastination:
watch video Zeigarnik effect – unfinished tasks are
remembered better than finished tasks.
Always make a start on a task
Take a (strategic) break before you finish
Check Instagram, tidy up, raid the fridge, w

Netflix episode…
Self-Management: Breaks and Rewards!
Work in ‘Pomodoros’
• Study in short bursts with regular breaks
• Decide on length of study bursts and breaks.
• Classic Pomodoro = 25 minutes study/5 minutes breaks
• 45/15 is a common alternative.
Click for video

Breaks and Rewards
Choose what to do in your breaks.
• Urgent but not important tasks

• Fun stuff
• Get study tips from Queen
Mary Library Academic Skills
Team
Seminar Overview
• Most of us spend 80% of our time on trivial things, and use 20% of our time to
accomplish everything important. How can we learn to be better organized?
• In this seminar, we’ll discuss the importance of balancing the various aspects of your
life as you make the transition to University studies.
• Specifically, the seminar will cover
– Goal Setting: long-term, mid-range, short-term
– Finding the Balance
– Time Management Tools
– Time Management Tips
– Take Home Points
Long-Term Goals: Plan with a Purpose
• Are you happy with the way you manage your time currently?
• Changing the way you do things means you recognize you could
improve yourself.
• First, you want to establish your goals:
– What do you want out of life?
– What do you want out of your studies?
It may take 4 to 20 years to achieve your Long Term Goals.

Mid-Range Goals: Looking Ahead
• What do you want to achieve this year?

• Are your goals attainable/realistic?
Short-Term Goals: Breaking it Down

• What must happen/ be done for you to achieve
these mid-range and long term goals?
Taking care of today’s details ensures you

are preventing tomorrow’s problems.
Finding the Balance
• One week = 168 hours
– 56 hours a week: sleeping
– 56 hours for academics
– 56 hours for ‘life’
The big enemy to finding balance?PROCRASTINATION

Reasons Students Procrastinate
• Waiting for the “right mood” or “right time”
• Believing that best work is done under pressure
• Misjudging how long a task will take
• Feeling overwhelmed
• Misinterpreting/misunderstanding assignment
• Feeling shy about asking for help
• Any other ideas?
Time Management Tools
Term
Daily ‘To Do’ Schedule
List
Fixed
Weekly ‘To
Commitment
Do’ List
Schedule
Tool #1: Term Schedule
• Use course syllabus, and a different coloured marker for each
course, to put this information on the calendar:
– All assignments
– All tests
– All exams
• use CAPITALS for exams or colour differently
Tool #2: Fixed Commitment Calendar
• Classes
• Meals
• Study
• Sleep
• Work (unless hours vary)
• Extra-curricular activities: sports, clubs,
volunteering
How much time do you need to study?
• 2 hours of study for each hour in class.

• More difficult classes may need 3 or more hours
of study for each hour in class.
• If you have 5 classes per term, you will spend at
least 9 hours per week per class, equivalent to
having more than a full time job
A full schedule of 5 classes per term equals a minimum of 45 hours of

study commitments per week.
Tool #3: Weekly ‘To Do’ Lists
On Sunday Night:
• List assignments due that week
• Every night check this list to see if you are on top of
everything
Tool #4: Daily ‘To Do’ Lists
Each morning:
• Prioritize tasks
 A for high priority tasks
 B for medium priority tasks
 C for low priority tasks
• Add tasks left over from previous day
• Put academic goals at top of page
• Put personal goals at bottom
• Check off completed tasks
Sample Daily ‘To Do’ Lists
Academic:
 History: Read text pp. 177-187
 Sociology: Select essay topic
 Biology: Prepare study cards for Chapter 2
 Psychology: Read text pp. 34-44
 Statistics: Book tutoring session
Personal:
 Go to Office of Student Awards & Financial Aid
 Do Laundry
Time Management Tips
80/20 Rule
• We spend 80% of our time on the trivial things.
• We spend 20% of our time on the vital things.
• Concentrate on the activities of value.

– Ask yourself: Is this the best use of my time right now?
– If it’s not …
The Power of 10
• Overwhelmed? Anxious?
– Make a plan, break the task into steps, write them down and cross them off as you do
them.
– Use academic supports such as the Writing Centre, see the GA for the class or the prof. Ask
questions!
• Take control of your study environment.
– Find a spot that you associate with schoolwork
– Remove/tidy 10 things from your workspace
• The ‘Swiss Cheese’ Approach
– 10 Minute Ticker – use short periods of time to work away at the assignment
Time Management Take Home Points
1. Be realistic about how much time you have.

2. Start assignments and papers as soon as you can.
3. Break large tasks into small, manageable chunks.
4. Schedule time to complete each study task, and build in
breaks.
5. Tackle difficult courses first.
6. Learn to say no. Use a “Do not Disturb” sign.
7. Use the ‘Swiss Cheese’ approach.
8. Concentrate! Give 100% of your attention to the task.
Time Management
It is managing ourselves in relation

to time. It is setting priorities and
taking charge of your situation and
time utilization.
252
SYNOPSIS
Time Management will help you:
• To develop the personal feeling of time.
• To think about the future time, set goals and work out new proposals
and plans.
• To analyze how you spend time – where, how and why you spend
time now.
• To reduce the influence of time deficit.
• To get rid of hurry.
• To avoid excessive time spending.
253
SYNOPSIS
• To learn how to save your time through delegating
• To redistribute your time for achieving the best results.
• To study the techniques that would allow you to save your time
during the meetings, reading, writing the documents, business trips,
telephone calls etc.
• To use more time for creative thinking.
• To make time your ally, not the enemy.
254
1. The Present
Yesterday is History
Tomorrow’s a Mystery
But Today is a Gift
That’s Why They Call

it
The Present
255
Time is a Non Renewable Resource
Once it is gone, it is gone.
You will never see this moment

again.
256
To Realize the Value of:
• ONE YEAR, ask a student who failed a grade.

• ONE MONTH, ask a mother who gave birth to a premature baby.
• ONE WEEK, ask the editor of a weekly newspaper.
• ONE DAY, ask a daily wage laborer with kids to feed.
• ONE HOUR, ask the lovers who are waiting to meet.
• ONE MINUTE, ask a person who missed the train.
• ONE SECOND, ask a person who just avoided an accident.
• ONE MILLISECOND, ask the person who won a silver medal in the
Olympics.
257
Benefits of time management
• Efficient
• Successful
• Healthy
258
Obstacles to effective time management
Unclear objectives
Disorganization
Inability to say “no”

259
Interruptions
More interruptions
Periods of inactivity
260
Too many things at once
Stress and fatigue
All work and no play

261
What can we do?
Recognize that obstacles exist

Identify them
Employ strategies to overcome
262
Set goals
• Specific
• Measurable
263
Set goals
•Specific
•Measurable
• Achievable
• Realistic
• Time-based
264
Prioritize
• Do
• Delegate
• Delay
• Delete
265
Prioritize
1. Address the urgent

2. Accomplish what you can early
3. Attach deadlines to things you delay
266
Organize
267
Learn when to say “NO”
• You can’t do
everything
• Don’t undertake
things you can’t
complete
• Remain consistent to
your goals
268
Use your waiting time
• On public transportation
• At the doctor’s office
• Waiting for your plane
• On hold
• When you are early
269
Use your waiting time
Correspondence
Letters or memos
Books or tapes
270
Concentrate on the task at hand
• Focus on your goal

• Tune out interruptions
271
Consider your personal prime time
• Morning?
• Evening?
• Late night?
272
How to plan your day
• Visualise your long term goal
• Try to do your planning at the same time every day.
• Use only one planner to keep track of your appointments
• Write out a To do list every day
• Don’t jam your day full of activities.
• Do it now.
Always plan time for balance; include family, fitness, recreation, Social and
spiritual activities.
273
Problems and Solutions for Proper Time Management
Personal:
ü Know priorities of doing things
ü Be organized
ü Spend some time as leisure time
Psychological:
ü Have self discipline
ü Learn to say “No” if it demands
ü Believe in team work
ü Have a watch on the work entrusted
274
External:
ü Maintain proper relationship with friends and
colleagues
ü Never attempt indirect interactions
Social:
ü Allot some time to spend with nature with
parents, to love, to listen, to dream to and to
think
ü Morning 4.00am to 9.00am is the best time
for work
275
Postponement: Postponement or procrastination is

mainly due to a lack of interest or pleasantness
in work and the complexity of work.
ü Unpleasant tasks
ü Complex projects
ü Fear of failure
ü Lack of interest
ü Perfectionism
ü Distraction, lack of focus
276
TIME MANAGEMENT: AVOIDING TIME WASTERS
PROCRASTINATION IS THE THIEF OF TIME

No one is perfect. Everyone wastes some time. The three activities that waste the
most time are long meetings, interruptions, and telephone calls. Here is how you
can reduce each dramatically.
• MEETINGS
• Avoid setting or attending unnecessary meetings.
• Prepare a detailed agenda.
277
MEETINGS
• Get someone to monitor time and inform the
participants if they are falling behind the
schedule.
• At the start of meeting obtain agreement on the
objective(s) to keep a focus and avoid time-
consuming discussions on unrelated topics.
• Record ideas on a flipchart to reduce repetition.
• People receive biggest part of the information
through the eyes, not through the ears. The
Chinese say: «The picture is worth a thousand
words». Therefore, visual aids(Slides,diagrams,
charts) can save your time if they are simple and
easy to understand.
278
MEETINGS
• Avoid dealing with items that are not on the agenda. If someone goes
off on a tangent:
• Politely ask what the matter has to do with the agreed-upon
objective.
• Ask if the item can be dealt with later or outside the meeting.
PREPARATION TO THE MEETING
-Goals determination
-Topic study
-Discussion Scheme
-Final preparation
279
MEETINGS
Goals Determination
• For example, to involve consultants of the company.
• Improvement of the production process.
Topic study
• Collection of the facts and information.
• Determination of the main discussion subjects
• Discussion of the different view points.
280
MEETINGS
Discussion scheme
• Setting of the ultimate goal.
• Consideration of the intermediate goals.
• Discussion questions.
• Planning of introductory speech before the
beginning of discussion.
• Making the meeting agenda. 281
MEETINGS
Final preparation
• Printing and distribution of the invitations.
• Preparation of the conference hall.
• Preparation of the handouts, slides,
transparencies etc. These materials should be
distributed before the meeting starts. Clear
questions should be set at the beginning and at
the end of agenda. This way the meeting will
be started and finished on a high note. The
most important issues should be discussed at
the beginning when the minds of participants
are not yet overload..
282
OFFICE INTERRUPTIONS
• Stand when people come in to chat. This will prevent them from
getting comfortable.
• Ask them if it’s important.
• Ask them if you can talk later in their office, a place where you can
control the length of the conversation.
• Walk out long enough to get them out of your office and then sneak
back to continue your work.
• Close your door.
283
TELEPHONE
• Leave complete messages for people who are
not available so they won’t have to call back.
• Install a voice-mail system.
• Return calls to people’s voice mail after
business hours.
• Train your associates to deal with routine
issues on your behalf and to screen your calls
when you are under pressure. 284
TELEPHONE
• Avoid unnecessary chitchat by answering with your name followed
by a question such as “How may I help you?”
• Increase your chances of speaking to someone after you are told that
the person is “away from the desk” or “in a meeting” by asking:
“Could you find her for me?”
• “Can he be interrupted?”
• “I’m returning her call, which was important”.
285
PAPER WORK
• Keep your desk clean. Put things where you
can find them. Don’t put documents in
temporary places.
• Deal with each piece of paper once. File it,
respond to it, or dump it.
• Reduce time by responding to
correspondence in writing on the letter. Fax it
back, or photocopy it and send it back. 286
The Big Rocks of Life
287
Is The Jar Full?
• Stephen Covey in his book, First
Things First, shares the following
story experienced by one of his
associates:
I attended a seminar once where

the instructor was lecturing on
time. At one point, he said, "Okay,
time for a quiz." He reached under
the table and pulled out a wide-
mouthed gallon jar. He set it on
the table next to a platter with
some fist-sized rocks on it. "How
many of these rocks do you think
we can get in the jar?" he asked.
288
•After we made our guess, he said,
"Okay. Let's find out." He set one rock
in the jar . . . then another . . . then
another. I don't remember how many
he got in, but he got the jar full. Then
he asked, "Is this jar full?" Everyone
looked at the rocks and said, "Yes."
289
•Then he said, "Ahhh" He reached
under the table and pulled out a
bucket of gravel. Then he dumped
some gravel in and shook the jar and
the gravel went in all the little spaces
left by the big rocks. Then he grinned
and said once more, "Is the jar full?"
290
•By this time the class was
on to him. "Probably not,"
we said. "Good!" he
replied. He reached under
the table and brought out a
bucket of sand. He started
dumping the sand in and it
went into all of the little
spaces left by the rocks and
the gravel. Once more he
looked and said, "Is this jar
full?" "No!" we roared.
291
•He said, "Good!" and he
grabbed a pitcher of water
and began to pour it in. He
got something like a quart
of water in that jar. Then he
said, " Well, what's the
point?" Somebody said,
"Well, there are gaps, and if
you work really hard you
can always fit some more
things into your life."
292
"No," he said, "that's not really
the point.
The point is this:
Put the
Big Rocks
in First
293
Celebrate your success
294
Tips for Successful Time Management
 Doing things with concentration, dedication conflicts and

commitment and not in a careless manner.
 Trust others and distribute works to others
 Never think about unnecessary things and never interfere in
others matters
 Postponement of planned events is an avoidable bad habit
 Breakdown your goals into smaller task with manageable steps
 Be punctual
 Hurrying up is to always the best way of doing a thing faster
 Don’t forget or misplace things
 Use a calendar/ Get organized
295
Imagine the luxury of having more time:-
To spend with your family

To go on that “special” vacation
To take up a new hobby
To read that latest, popular book
Or just to relax and live a little.
Yes, all of this is possible but you must
use time management techniques to
organize your personal and business
activities.
296
Time Management
• What is it?
– The ability to use one’s time effectively or
productively.
– The process of organizing and planning how to
divide your time between specific activities.
• Why is this important in college?

Time Management
• If you fail to plan, what might be some of the consequences?
o Late to class/appointment (missing an appointment with a professor)
o Rushed assignments (poor quality work)
o Missed exams (Yikes!)
o Inaccurate estimates about the time it takes to complete assignments

or tests
Planning Your Time
o Academic calendaring with daily/weekly “to do” lists
o Priority lists
o Sticky notes
o Chunking assignments
o Learn to say, “No”

High School v. College
High School College
Number of in-class hours/day 7-8 3-4
Number of tests/course 10-12 3-4
Number of chapters on a test 1 5-7
Responsible for “teaching” Teacher Student

Bloom’s Taxonomy
Study Tips and Resources
o Make it Stick Handout – What study strategies actually work?
o Rules of the Game
o Study Tip sheet
o Peer Assisted Learning (furman.edu/tutoring)
o Visit the Center for Academic Success– ally on campus!

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TIME MANAGEMENT

OLEH : MOHD RADHI BIN MUSA

• Make Effective Presentations

Important Do Now Plan to Do

Not Important Reject Resist

4. Revisit and revise your plan

 Work backwards from exams and papers (PERT).

 Which tasks were you able to do? What didn’t get

• Ignoring the task, hoping it will go away

• Time Management is using the time available to you

• To achieve your potential in the exam it is important to manage your time

• Analysing your time

• Scheduling your time

• There are many strategies to prevent procrastination. Here is a list of

– First analysing the question,

– Then brainstorming your response.

– From here you can make an outline of your answer,

– Lastly you can review and edit your answer.

16.00 Eng paper 1 2012

17.00 Macbeth mind map

19.00 Read chptr 3 How

• Long term goals = Life-long goals (usually take a year or

• Short-term goals = Stepping stones (less than a year to

• Your short-term goal should be a ‘stepping stone’ on

• Make sure both goals are:

• Make a list of 10-15 observable

• Estimate how much time you

• If your goal is to increase your GPA you will need to be

• Knowing ahead of time what your main priorities are

• Are you allocating the necessary time in achieving the

• Attention Management = ability to

• Without attention management, time

Covey, Stephen R. The Seven Habits of Highly Effective

• Go back to your list of Observable

– Write each activity into the appropriate

• Sleep may be Quadrant IV for one person and

• In which Quadrant did you spend the majority of

• Which quadrant is the best? (for studying?)

• What happens if you spend the majority of your time

• Schedule Fixed Blocks of Time First

• Schedule study time every day--- at least 2 hours

Units for less demanding classes:____ x 2 hours=___ hours

Units for typical/average classes:__ X 3 hours = ___ hours

Units for typical/average classes:__ X 4 hours = ___ hours

Expected total study time per week: ____ hours

• Update your schedule everyday

• Break larger assignments into smaller tasks (exp:

• Avoid scheduling marathon study sessions

• Schedule time for errands

• Plan for the unplanned

• Double your time estimates (tasks can take longer

• Take time for you! Don’t forget yourself and your

• Allow for flexibility in your schedule

• Schedule time for fun!

• The final step is to act on the schedule you wrote

Pick child up at Rejuvenation time

Friend asks favor Gaming, Facebook

• You can make money; you can’t

• To utilise the available time in

• Arnold Bennett’s book published in

• Peter Drucker : “Make sure you know

URGENCY/ URGENT NOT URGENT

• Often worst performers are

• Procrastination : Putting off the doing of

Units for less demanding classes:__ x 2 hours=_ hours

Units for typical/average classes: X 3 hours = _ hours

Units for typical/average classes: X 4 hours = _ hours