How to Manage Your Time
Effectively
As you've no doubt discovered,
managing your time is very challenging during college. There are a million
things to do!
Time management is a means
of asserting greater control over your use of time and energy, rather
than allowing tasks and demands to control you. It's a given that you'll
never be able to do everything that you think you should. By using time
management techniques, you ensure that the activities that you don't
do are those of your choice--your lowest priorities.
Time management uses two
primary tools:
· Lists of activities
and tasks; and
· Schedules
These tools allow you to
analyze, understand, organize and prioritize your use of time--not to
make you a schedule and task slave, but to make you the master of your
time. Only by adopting a systematic approach to time, can a busy person
escape the tyranny of time pressure.
Lists
Lists are a key tool in effective
time and task management. People without lists are often plagued by
worry over whether they've remembered all their important tasks. You
can't possibly hold everything in your head, and you'll drive yourself
crazy if you try.
Make lists of everything
you need to get done. The most effective time managers have multiple
lists: a list of college tasks, a list of work tasks, a list for social
activities, a list for today, a list for tomorrow, a list for next week,
a list for someday... You get the idea.
Prioritize the tasks and
activities on your lists. Mark items H, M, and L for high, medium and
low priority. Increase your motivation and get a sense of accomplishment
by checking off items as you get things done. You lists help you decide
what to do at the moment, what to schedule for later, what to get someone
else to do, and what to put off for later.
If you can't stand to face
a particular task or activity at the moment, don't worry over your avoidance.
Instead, agree with yourself to tackle the difficult or unpleasant item
when you feel stronger. Shift temporarily to another priority item.
You can get two or three other items done in the time you might have
spent fighting yourself over the difficult item.
Schedules
Schedules allow you to understand
and plan your use of time. You won't have to stick to any particular
schedule, but having a schedule is important in gaining control over
your time. You can vary and alter your schedule as you see fit. The
schedule allows you to do so by choice and to understand the consequences
of scheduling choices that you make.
The benefits of using a schedule,
include:
· Written plans make
responsibilities seem more manageable and less overwhelming.
· Scheduled tasks are more likely to be completed.
· If you are current on important tasks, you will avoid worry
and last-minute rushing.
The first step is to make
a weekly schedule that charts your regular activities. Use a grid style
chart. Make multiple blank copies of your chart, so you can create alternate
and revised versions.
Mon Tues Wed Thurs Fri Sat
Sun
7
8
9
10
11
Noon
1
etc.
Include work, commuting/travel,
family, volunteer activities, exercise, regularly scheduled functions
(clubs, church, etc.), socializing with friends, chores and errands,
adequate time for sleep, preparing and eating meals, shopping, leisure
activities, personal care, and other regular activities and tasks. Don't
forget to schedule time to make and review lists and schedules! Be realistic
about how much time you spent on each activity.
If there is very little or
no blank, uncommitted time in your schedule grid, you will need to reevaluate
how you are allocating your time. You need uncommitted time to allow
flexibility, accommodate unanticipated events, tasks and activities.
Evaluating Your Time Management
Analyze how you are spending
your time. Look over your schedule grid and make a list to calculate
how much time you spend on each kind of activity. Next each activity,
calculate and write in the number of hours per week devoted to that
activity. Multiply daily activities by 7 days; workday activities by
5 days to arrive at weekly hours:
Classes
Study
Reading
Work
Commuting/travel
Family
Volunteer activities
Exercise
Clubs, church, etc.
Socializing with friends
Chores/errands
Sleep
Preparing and eating meals
Shopping
Leisure activities
Personal care
etc.
At the bottom of your list,
total weekly hours for all regular activities. There are 168 hours in
a week. Subtract your total weekly activity hours from 168 to calculate
your total uncommitted weekly hours: 168 - ______ activity hours = ______
uncommitted hours
Knowing how you spend your
time should aid you in planning and predicting project completion:
· How much time have
you set aside to meet your study goals?
· Does your time allocation reflect the priority of your study
and other goals?
· Can your uncommitted hours be reallocated to meet your study
and other priorities?
· List three activities you would like to do in your uncommitted
time.
Further time analysis techniques:
· Monitor your time
- Keep a log
· Reflect on how you spend your time
· Know when you are productive
· Be aware of when you are using your time unproductively, but
not relaxing either
Using Your Lists and Schedules to Manage Your Time
Now you can use your schedule
and lists in order to organize and prioritize your pre-wedding tasks
and activities in the context of competing activities of work, family,
etc. You'll be able to use time management techniques to avoid becoming
swamped.
Use a daily or weekly planner.
Write down appointments, activities, and meetings in an appointment
book. Always know what's ahead for the day. Go to sleep knowing you're
prepared for tomorrow.
You also need a long term
planner. Use a monthly chart so that you can always plan ahead. Long
term planners also serve to remind you to plan your free time constructively.
Plan for an effective schedule:
· Allow sufficient
time for sleep, a well-balanced diet, and leisure activities.
· Prioritize.
· Prepare for activities and tasks ahead of time.
· Plan to use "dead time."
· Schedule a weekly review.
· Be careful not to become a slave to your schedule. Remember,
you are in charge of your schedule.
· When you decide to substitute an activity in your schedule,
just be sure to reschedule the original activity or task to a new time.
Consider using the following
array of schedules to organize your time:
Medium term calendar - This
is the overview, don't include too much detail. Enter important dates
such as important events, projects, meetings, holidays, breaks, etc.
Post this schedule in your office area for referral and review, and
to chart your progress
General weekly schedule grid
- Plan your activities in blocks of hours throughout the week. Fill
in all on going activities.
Actual weekly schedule -
Modify and detail, working from your general weekly schedule.
Daily schedule or "To
Do List" - Complete the night before or the first thing each morning.
Include things you intend to accomplish that day, including tasks, appointments,
and errands. Check off items you have completed.
Periodically evaluate your
time usage, then modify according to your priorities:
Are you using your time to
best achieve your goals?
Are you doing what you planned when you said you would?
Can you identify areas when you can use your time more efficiently?
If all this time management
seems like a lot of work, rest assured that it is. But it's even more
work to live a hectic life without at least some of these techniques.
An investment in time management will pay off for you beginning the
very first week.
If you would
like more information, come in and sign up for a time management workshop
or speak with a professional counselor in 0203 James Hall. All services
are free and confidential.