Strategies for Time Management and Productivity

Jennifer SintzelLearning Skills Counsellor

The Student Development Centre

First things first…

We cannot manage time!

But we can control how we use it.

Management

Time Self

Purpose of Time (Self) Management

Allows you: A sense of control To pace yourself To achieve balance To make time for the things you

enjoy To increase your productivity

All of which….. REDUCES STRESS

Building Blocks of Time (Self) Management

1. Self Awareness2. Plan Ahead3. Establish Priorities4. Weekly planning5. Strategies for

Getting the Most Out of your Time

1) Self AwarenessWhat tasks need to be juggled?

1. Make a list of the major and minor tasks you need to complete at work on a weekly or daily basis.

2. Consider one thing you’ll look back on in one month and be pleased about accomplishing.

3. Consider a task(s) at work you wish you had more time to do.

Obstacles to Time Management

Lack of or inattention to planningUnclear expectationsMultiple or competing demandsBeing unorganizedLack of clear goalsLow concentrationProcrastination

Goal Setting

Personal/Professional Values◦What is important to you?◦Do your current actions reflect your

values?

Time Management: Building Awareness

Rank your top 5 tasks/responsibilities for your

profession

What currently takes the most time?

1. __________

2. __________

3. __________

4. __________

5. __________

1. ___________

2. ___________

3. ___________

4. ___________

5. ___________

Activity Log

Activity Time spent per week

Regular or Occasional

Essential or

Optional

Priority: (high/

medium/ low)

Consider using the following tool:

2) Plan Ahead!Begin by taking a big picture approach Identify and set long-term goals Break into small, manageable tasks and

schedule self-set deadlines for each

For example, consider Mark Twain’s advice… “The secret of getting ahead is getting started; and the secret of getting started is breaking your complex, overwhelming tasks into small, manageable tasks, and then starting on the first one.”

1) Plan Ahead!Begin by taking a big picture approachIdentify and set long-term goalsBreak into small, manageable tasks and

schedule self-set deadlines for each

3) Establish PrioritiesConsider the BIG things first!Regularly review what you need to

completeDecide what is most important and number

each in rank orderWhen time is tight, postpone nonessential

tasks

What are your big rocks?

Stephen Covey’s ‘Priority Grid’

URGENT NON-URGENT

IMPORTANT Do it now! Timetable it for later

UNIMPORTANT Do it soon after first priorities

Don’t worry about it

4) Weekly planningBegin with fixed tasks (eg.

meetings)Have realistic expectations

◦ Be aware of the time it takes to complete certain tasks i.e. writing always takes more time than you expect Expect setbacks

Allow for flexibilitySchedule your most challenging and

important tasks at the time of day when you feel most energetic

Evaluate and re-set goals

5) Get the most out of your time

Important Factors1. Optimize Concentration2. Remove Distractions3. Be Organized4. Combat Procrastination5. Maintain Motivation

1.Optimize Concentration

◦Consider factors that help you work best: background noise, silence? Working in short, frequent chunks, or for long, uninterrupted blocks of time?

◦Play instrumental music◦Chart your energy levels◦Work on a dreaded or complex task at

least a little every day◦Practice self-care: sleep, nutrition,

exercise

2. Remove distractions

◦ Check emails, text messaging, etc. during designated times only.

◦ Download web-blocking software (i.e Strict Pomodora or “Waste No Time”)

◦ Set aside “worry time”

3. Be Organized◦ Clear desk of all paper except the specific job at

hand – this invites you to think of one thing at a time

◦ Organize according to: for action, for information, for reading, for waste

4. Procrastination:Putting off the doing of something intentionally or habitually

Break the cycle!

Ask yourself -Why am I putting this off?

- How am I putting this off?

Why do I Procrastinate?

◦Feeling overwhelmed

◦Fear of being evaluated

◦Feeling like there is plenty of time

◦Waiting to feel the crunch

◦Insufficient prioritizing of tasks'

importance

◦Not sure how to do the task

◦Burnout

AvoidanceTime Bandits: email, socializing, cell

phone, working on less urgent or easier tasks….

Internal distractions: e.g. negative thinking◦ “I don’t have enough time,” “I won’t be able

to do this well,” “ I don’t feel like this right now. Maybe I will later.”

External distractions: e.g. noise, other people

How do I Procrastinate?

Overcoming Procrastination

Challenge negative self-talk Record distracting thoughts Start small: Try task for five minutes, then five

more Peer pressure: ask someone to check up on you Set realistic goals Give yourself a reward when you complete your

tasks Remove distractions HALT (H: hungry • A: angry • L: lonely • T: tired) Identify unpleasant consequences of not doing

the task◦ The Pleasure-Pain Principal

The Pleasure-Pain PrincipleTask: Writing Year End Report

Pleasure I will have from putting off task

Pain I will have from putting off task

•Won’t have to think hard right now when I am not in the mood

•I’ll be more motivated later when I feel the “crunch.”

•Will be able to do easier or more enjoyable tasks

•I will feel guilty that I’m not doing work

•In the back of my mind I’ll still worry about the work I have to do

•My schedule will be thrown out: won’t be able to finish other tasks and/or meet deadlines now

•I’ll have to cram and then might be very stressed and not able to achieve high quality work

Hard work is often the easy work you did not do at the proper time.

4. Maintain Motivation

Think about a past experience when motivation helped you to complete a complex task.

o What helped you to feel motivated? o What helped you to maintain your motivation?

Other Motivation Strategies Remind yourself of your goals and values Keep a log or journal of your achievements Reward your efforts and accomplishments Take breaks Believe in yourself! Combat negative self-talk Imagine how you’ll feel once you have completed the

task Surround yourself with supportive or motivated people Reignite your passion – attend conferences