Time Management Lecture Notes PDF

DR. MUJEEB AHMED SHAIKH ASSISTANT PROFESSOR ALMAAREFA COLLEGES  What is Time Management “Time management is a set of principles, practices, skills, tools, and systems that work together to help you get more value out of your time with the aim of improving the quality of your life.”1 Pickle Jar...

DR. MUJEEB AHMED SHAIKH ASSISTANT PROFESSOR ALMAAREFA COLLEGES  What is Time Management “Time management is a set of principles, practices, skills, tools, and systems that work together to help you get more value out of your time with the aim of improving the quality of your life.”1 Pickle Jar Theory  The Importance of Time Management Reducing anxiety Procrastination, Eliminating cramming, Increasing motivation, and Gaining extra time  Personal Assessment 1. I do things in order of priority Always Sometim Neve 2 e r 1 0 2. I accomplish what needs to be done during the day 3. I always get assignments done on time 4. I feel I use my time effectively 5. I tackle difficult or unpleasant tasks without procrastinating 6. I force myself to make time for planning 7. I spend enough time planning 8. I prepare a daily or weekly “to do” list 9. I prioritize my list in order of importance, not urgency 10. I am able to meet deadlines without rushing at the last minute 11. I keep up-to-date on my reading and homework assignments 12. I prevent interruptions from distracting me from high priority tasks 13. I avoid spending too much time on trivial matters 14. I spend enough time on academic matters 15. I plan time to relax and be with friends in my weekly schedule 16. I have a weekly schedule on which I record fixed commitments such as classes and work hours 17. I try to do the most important tasks during my most energetic periods of the day 18. I make constructive use of my commuting time 19. I periodically re-assess my activities in relation to my goals 20. I have discounted any wasteful or unprofitable activities or routines 21. I screen and group my telephone calls to allow for control over telephone interruptions 22. I judge myself by accomplishment of tasks rather than by amount of activity or “busy-ness” 23. My actions are determined primarily by me, not by circumstances or by other people’s priorities 24. I have a clear idea of what I want to accomplish during the coming semester 25. I am satisfied with the way I use my time  Scoring the Assessment 45-50 points: excellent time management skills. 30-44 points: manage your time fairly 0-30 points: time management skills should be improved  TIME LOG TIME Activity Priority Outcome 6:00 AM 7:00 AM 8:00 AM 9:00 AM 10:00 AM 11:00 AM 12:00 PM 1:00 PM 2:00 PM 3:00 PM 4:00 PM 4:00 PM 5:00 PM 6:00 PM 7:00 PM 8:00 PM 9:00 PM 10:00 PM 11:00 PM 12:00 AM  Effective Time Management Involves Advance Planning Creating Calendars and Agendas – Semester Calendars Weekly Calendars – Daily Agendas  Setting Goals Setting goals is an important tool that will help you effectively manage time. Focus and motivation Create clearly defined goals that are easier to track Set goals for different aspects of life including educational, – Personal, – Health, – Financial, – Family, – Career and – Spiritual  Establishing Better Study Habits Using the following time management study habits will assist you to retain information long-term. Scheduling Study Time – More alert – Difficult subject first – Conducive environment  Taking Notes – Pay attention to repetition or emphasis – Write down vocabulary, important facts and formulas – Asking questions – Learning how to abbreviate words and use symbols – review your notes Keep notes as flash cards  Managing Big Assignments Breakdown big assignment Study in groups  Additional Time Management Tips Have some flexibility in your schedule. Use any spare time wisely. Staying organized say “no” to non-critical tasks. Reward Yourself live keep binders for each class. This saves time when a healthy lifestyle you are studying Unexpected events as can you occur do notathave any to go searching moment there will Committing Students should setmust always aside to other learn enough be spare to non-critical have time minutes afor good activities sleep while work/life waiting may take for in multiple Being places flexible and to find materials. knowing how to rearrange your the well-balanced time balance eat bus away or between train from orother educational/work meals during priorities and the exercise travel.activities regularlyand keep yourand schedule calendars organized still complete and placed in your tasks recreational activities. notebook or room wall  Procrastination Describe all the ways that we find to avoid doing something we should do.  How to Overcome Procrastination Step 1: Recognize That You're Procrastinating – Filling your day with low priority tasks. – Reading e-mails several times without starting work on them. – Sitting down to start a high-priority task, and almost immediately going off to make a cup of coffee. – Leaving an item on your To Do list for a long time. – Regularly saying "Yes" to unimportant tasks. – Waiting for the “right mood” or the “right time” to tackle the important task at hand.  Step 2: Work Out WHY You're Procrastinating – Unpleasant job – Disorganized people – perfectionists are often procrastinators – underdeveloped decision-making skills Step 3: Adopt Anti-Procrastination Strategies – Make up your own rewards. – Ask someone else to check up on you – Identify the unpleasant consequences of NOT doing the task. – Work out the cost of your time – Set yourself time-bound goals – Focus on one task at a time.  Key Points To have a good chance of conquering procrastination, spot straight away that you're doing it. Then, you need to identify why you're doing it and take appropriate steps to overcome the block. Time management matrix Time management matrix  Efficiency and effectiveness are the same To do a job properly, do it yourself There's only one right way to do a job Time management is a waste of time  Plan your time – Cont. Daily Schedules: - Engagement books - Palm Computers or PPC - A piece of poster board tacked to a wall - 3 x 5 index cards First, put decide Once you down all of the upon the style, necessities; the nextclasses, step is construction.work, meals, etc Then block in your study time. Schedule study Allow for a spaces for each time when youhour, are even most½ alert hour for anda busy schedule.energized  Crisis It can lead to situations such as: 1- High levels of stress 2- A disrupted private life 3- Tiredness 4- Failure of projects  Stress Management Being more in control of what you do Being productive, and secure in your daily tasks Enjoying what you do Giving your-self more quality time to relax and enjoy life outside work  Common Time Wasters  Interruption  Unclear communication  Inadequate technical  Meetings knowledge  Tasks to delegate  Unclear objectives and priorities  Procrastination  Lack of planning  Acting with incomplete information  Stress and fatigue  Dealing with classmates  Inability to say "No"  Crisis management  Personal disorganization  Why don't people manage their time? They don't know about it They are too lazy to plan They enjoy the adrenaline buzz of meeting tight deadlines They enjoy crisis management Failing to plan is planning to fail  10 Common Time Management Mistakes 1. Failing to Keep a To-Do List 2. Not Setting Personal Goals 3. Not Prioritizing 4. Failing to Manage Distractions 5. Procrastination 6. Taking on too Much 7. Thriving on "Busy" 8. Multitasking 9. Not Taking Breaks 10.Ineffectively Scheduling Tasks  Summary Time can't be managed We can only manage ourselves and our use of time Planning Urgent v/s Important