TIME TIME MANAGEMENTMANAGEMENT

The key to success in The key to success in life!life!

Denis HuffmanDenis Huffman

Lesson Focus:Lesson Focus: Allocating time for work, Allocating time for work, school and leisureschool and leisure

Lesson Description:Lesson Description: Give students Give students information regarding good time information regarding good time management skills and developing a management skills and developing a system of monitoring their own personal system of monitoring their own personal success.success.

Focus Group:Focus Group: Young adults age 14 – 18. Young adults age 14 – 18. Estimated Lesson Completion Time:Estimated Lesson Completion Time: 4 4

hours over a period of three weeks. hours over a period of three weeks.

How many times have you How many times have you said: “I don’t have said: “I don’t have

time………”time………” ……………………..to exercise...to exercise. ……………………..to read...to read. ……………………..to visit friends or relatives...to visit friends or relatives. ……………………..to play golf...to play golf. ……………………..to complete assignments...to complete assignments. ……………………..to study for tests...to study for tests. ……………………..to relax...to relax.

How many times have you How many times have you said:said:

……..I could have done better...I could have done better. ……..I should have scored higher...I should have scored higher. ……..I could have accomplished more...I could have accomplished more. ……..I should have been there for ..I should have been there for

them.them.

But now it is too late!But now it is too late!

BECAUSEBECAUSE

Time waits for no man………………Time waits for no man……………… Once past, a minute is gone forever.Once past, a minute is gone forever. No person plans to fail, No person plans to fail,

but most people fail to plan.but most people fail to plan.The fact is:The fact is: successful people have the same successful people have the same

number of minutes in their day and number of minutes in their day and accomplish more in the same period of accomplish more in the same period of time. Why?time. Why?

Time Management Involves:Time Management Involves:

Setting GoalsSetting Goals Tracking TimeTracking Time Analyzing and Evaluating TimeAnalyzing and Evaluating Time Modifying SchedulesModifying Schedules Tracking ProgressTracking Progress Re-evaluating schedules.Re-evaluating schedules.

Plan of ActionPlan of Action

Document daily schedule for two weeks.Document daily schedule for two weeks. Graph your results.Graph your results. Evaluate your charts.Evaluate your charts. Establish a plan of action.Establish a plan of action. Follow through on planned changes.Follow through on planned changes. Chart new information.Chart new information. Compare and analyze results.Compare and analyze results.

Goals & ObjectivesGoals & Objectives

Improve observation and documentation Improve observation and documentation skills.skills.

Increase knowledge in using Increase knowledge in using spreadsheets and graphs to chart spreadsheets and graphs to chart results.results.

Improve ability to analyze information Improve ability to analyze information and recommend changes.and recommend changes.

Improve personal time management.Improve personal time management. Improve personal productivity.Improve personal productivity.

SpreadsheetsSpreadsheets

Open a new spreadsheet in Excel, Lotus Open a new spreadsheet in Excel, Lotus 123, OpenOffice or any other brand of 123, OpenOffice or any other brand of software. (Note: my instructions are software. (Note: my instructions are based on Excel and may differ using based on Excel and may differ using different software.)different software.)

Save the file as:Save the file as: <Last name>.<First initial>.TimeLog.xls <Last name>.<First initial>.TimeLog.xls

(or what ever extension is required (or what ever extension is required by your program.by your program.

Example: HuffmanD.TimeLog.xlsExample: HuffmanD.TimeLog.xls

Labeling CellsLabeling Cells

Click on Cell B1, type: Click on Cell B1, type: SleepSleep Click on Cell C1, type: Click on Cell C1, type: HygieneHygiene Click on Cell D1, type: Click on Cell D1, type: EatingEating Click on Cell E1, type: Click on Cell E1, type: TravelTravel Click on Cell F1, type: Click on Cell F1, type: ReadingReading Click on Cell G1, type: Click on Cell G1, type: WorkWork Click on Cell H1, type: Click on Cell H1, type: ComputerComputer Click on Cell I1, type: Click on Cell I1, type: HomeworkHomework Click on Cell J1, type: Click on Cell J1, type: ExerciseExercise Click on Cell K1, type: Click on Cell K1, type: RecreationRecreation Click on Cell L1, type: Click on Cell L1, type: PersonalPersonal Click on Cell M1, type: Click on Cell M1, type: TelevisionTelevision

Set Spreadsheet FormatsSet Spreadsheet Formats

Left click on Cell A4, type the word: TimeLeft click on Cell A4, type the word: Time Left click on Cell A5, type the word: DateLeft click on Cell A5, type the word: Date Right Click Mouse on entire COLUMN ARight Click Mouse on entire COLUMN A

Select Format Cells, Date, 01/01/05.Select Format Cells, Date, 01/01/05. Right Click the Mouse on the entire Right Click the Mouse on the entire

ROW 4. Select Format Cells, ROW 4. Select Format Cells, Time, 1:30 PM.Time, 1:30 PM.

Add DatesAdd Dates

In Cell A3, type: 01/01/05 In Cell A3, type: 01/01/05 (Or what ever date you want to begin (Or what ever date you want to begin with with such as today’s date.)such as today’s date.)

In Cell A4, type the next day’s date. In Cell A4, type the next day’s date. (ex. 01/02/05)(ex. 01/02/05)

Continue down the A column listing Continue down the A column listing all the dates for the next two weeks.all the dates for the next two weeks.

ShortcutShortcut

After entering the first two dates in Excel, After entering the first two dates in Excel, you can:you can:

Left click cell A3.Left click cell A3. Press shift and left click A4.Press shift and left click A4. Grab the box in the lower right corner of Grab the box in the lower right corner of

those two cells, holding the left mouse those two cells, holding the left mouse button and dragging it down the column. button and dragging it down the column.

Excel will automatically enter all the dates Excel will automatically enter all the dates for as long as you want to continue.for as long as you want to continue.

Add TimesAdd Times

Click on cell B4 and type: 12:00 AMClick on cell B4 and type: 12:00 AM Click on cell C4 and type: 12:30 AMClick on cell C4 and type: 12:30 AM Continue on the cells across row 4 Continue on the cells across row 4

entering the time in 30 minute entering the time in 30 minute increments up to 11:30 PM.increments up to 11:30 PM.

ShortcutShortcut

Again, if using excel you can:Again, if using excel you can: Left click B4.Left click B4. Hold the shift and left click C4.Hold the shift and left click C4. Left click and hold the box in the Left click and hold the box in the

lower right corner of these two cells lower right corner of these two cells and drag it to the right until you and drag it to the right until you reach 11:30 PM.reach 11:30 PM.

Lock Pane on SpreadsheetLock Pane on Spreadsheet

Click on Cell B6Click on Cell B6 Click on the word WINDOW at topClick on the word WINDOW at top Click on FREEZE PANEClick on FREEZE PANE

Result: Now you will always see the Result: Now you will always see the dates and times when moving dates and times when moving throughout the spreadsheet.throughout the spreadsheet.

Collect DataCollect Data14 days minimum14 days minimum

Now we need a daily log handy for Now we need a daily log handy for documentation:documentation:

Take a single sheet of 8 ½ x 11 inch paper, Take a single sheet of 8 ½ x 11 inch paper, fold it into 3 times so it is about the size of fold it into 3 times so it is about the size of an index card. an index card. (Approximately 4 ¼” x 2 ¼”)(Approximately 4 ¼” x 2 ¼”)

Keep this paper with you and record your Keep this paper with you and record your daily schedule every 30 minutes. Use the daily schedule every 30 minutes. Use the preset list of categories selected in the preset list of categories selected in the previous spreadsheet.previous spreadsheet.

Note:Note: It is critical that you follow through It is critical that you follow through every 30 minutes to be accurate.every 30 minutes to be accurate.

Fill Cells With Collected Fill Cells With Collected DataData

Now we are going to begin filling each block Now we are going to begin filling each block of the spreadsheet with data from your of the spreadsheet with data from your daily notes. You can use fewer categories daily notes. You can use fewer categories for simplicity, or more categories for more for simplicity, or more categories for more detail. You can modify names to fit your detail. You can modify names to fit your schedule. It is recommended that you use schedule. It is recommended that you use the following minimum categories:the following minimum categories:

SleepSleep HygieneHygiene EatingEating TravelTravel

ReadingReadingWorkWork ComputerComputer HomeworkHomework

ExerciseExercise RecreationRecreation PersonalPersonal TelevisionTelevision

Copy & PasteCopy & Paste

You can copy and past a block of cells You can copy and past a block of cells by doing the following:by doing the following:

Right click your mouse on one of the Right click your mouse on one of the categories across row 1, select COPY.categories across row 1, select COPY.

Left click the beginning cell to paste it Left click the beginning cell to paste it to. to.

Hold the shift button down and left click Hold the shift button down and left click the last cell to copy it to.the last cell to copy it to.

Right click the mouse and select PASTE.Right click the mouse and select PASTE.

NOTENOTE

All cells in the spreadsheet must All cells in the spreadsheet must have the category spelled exactly have the category spelled exactly the same way including upper and the same way including upper and lower case. Otherwise, the formulas lower case. Otherwise, the formulas we will be inserting next will not we will be inserting next will not work.work.

Inserting FormulasInserting Formulas

Now we must total up all of the cells in our Now we must total up all of the cells in our spreadsheet that match a category and spreadsheet that match a category and place a numerical number in the cells in Row place a numerical number in the cells in Row 2.2.

We can manually count all of the cells in the We can manually count all of the cells in the spreadsheet with the word “Sleep” in them, spreadsheet with the word “Sleep” in them, and put that number in the cell B2.and put that number in the cell B2.

Then do the same with Hygiene and place Then do the same with Hygiene and place the total in C2. Continue on with each the total in C2. Continue on with each category.category.

Or we can use the following formula on the Or we can use the following formula on the next slide.next slide.

Inserting FormulasInserting Formulas

Click on Cell B2Click on Cell B2 Enter the following formula:Enter the following formula:

=COUNTIF(B6:AW372, “Sleep")=COUNTIF(B6:AW372, “Sleep")

Explanation: Explanation: This formula checks all the cells from This formula checks all the cells from B6 to AW372 (365 days, 24 hours) for B6 to AW372 (365 days, 24 hours) for the word “Sleep.” Every occurrence the word “Sleep.” Every occurrence adds 1 to the sum total in B2.adds 1 to the sum total in B2.

Completing FormulasCompleting Formulas

Type this same formula in every cell from C2 Type this same formula in every cell from C2 through M2 with one exception:through M2 with one exception:

Change the word or the criteria we are Change the word or the criteria we are checking for to the category of that checking for to the category of that column.column.

Example: Sleep, Hygiene, Work, etc.Example: Sleep, Hygiene, Work, etc.

=COUNTIF(B6:AW372, “Hygiene") or=COUNTIF(B6:AW372, “Hygiene") or

=COUNTIF(B6:AW372, “Work") etc.=COUNTIF(B6:AW372, “Work") etc.

Making GraphsMaking Graphs Left click mouse on Cell B1Left click mouse on Cell B1 Hold the shift key down and left click the Hold the shift key down and left click the

mouse on Cell M2. This will highlight all the mouse on Cell M2. This will highlight all the cells between these two.cells between these two.

Click the “INSERT CHART” icon along the Click the “INSERT CHART” icon along the top or select top or select

Select a PIE chart. Click NEXT for all Select a PIE chart. Click NEXT for all defaults.defaults.

Chart ResultsChart ResultsTime Management

Sleep

Hygiene

Eating

Travel

Reading

Work

Computer

Homework

Exercise

Recreation

Personal

Television

Add PercentagesAdd Percentages Right click the mouse over the chart, and Right click the mouse over the chart, and

select CHART OPTIONS, then PERCENTAGEselect CHART OPTIONS, then PERCENTAGE

Time Management

30%

6%

8%8%2%

20%

13%

0%

2%

4%

0%

7%

Sleep

Hygiene

Eating

Travel

Reading

Work

Computer

Homework

Exercise

Recreation

Personal

Television

ExerciseExercise

Using all the information we have Using all the information we have discussed, create a spreadsheet discussed, create a spreadsheet

Log every activity over the next 14 days Log every activity over the next 14 days on a piece of paper, notepad, or index on a piece of paper, notepad, or index card.card.

Transfer that information to the Transfer that information to the spreadsheet.spreadsheet.

Create graphs showing your own personal Create graphs showing your own personal time management schedule.time management schedule.

Analyzing DataAnalyzing Data

Next we need to analyze our data.Next we need to analyze our data. What are our goals? Improve grades? What are our goals? Improve grades?

Exercise more? Find more time for Exercise more? Find more time for recreation or personal time?recreation or personal time?

What areas of your day do you have What areas of your day do you have control over? Work or school may be set control over? Work or school may be set and unchangeable. But everything else is and unchangeable. But everything else is adjustable. adjustable.

What can you change?What can you change?

Documenting GoalsDocumenting Goals

On a single sheet of paper, list three On a single sheet of paper, list three categories or sections:categories or sections:

Short Term Goals (Less than 1 year):Short Term Goals (Less than 1 year): Intermediate Term Goals (1 to 5 Intermediate Term Goals (1 to 5

years):years): Long Term Goals (5 to 10 years):Long Term Goals (5 to 10 years):

Itemizing GoalsItemizing Goals

Under each category, list two or three Personal GoalsUnder each category, list two or three Personal GoalsExamples:Examples:Short Term Goals (Less than 1 year):Short Term Goals (Less than 1 year): Raise overall GPA to a 3.5Raise overall GPA to a 3.5 Loose 20 poundsLoose 20 poundsIntermediate Term Goals (1 to 5 years):Intermediate Term Goals (1 to 5 years): Receive High School DiplomaReceive High School Diploma Receive Scholarship for CollegeReceive Scholarship for College Earn bachelors degree in computer science.Earn bachelors degree in computer science.Long Term Goals (5 to 10 years):Long Term Goals (5 to 10 years): Find employment in my area of expertise that I enjoy.Find employment in my area of expertise that I enjoy. Vacation in EuropeVacation in Europe

Establishing a PlanEstablishing a Plan

For your short term goals, what will For your short term goals, what will you need to do to accomplish them? you need to do to accomplish them?

More reading per week? More reading per week? More homework?More homework? Less time eating?Less time eating? More will power?More will power? Improve diet?Improve diet?

Continue With Goals PlanContinue With Goals Plan

Under each of the three categories, Under each of the three categories, short term, intermediate term and short term, intermediate term and long term goals, list three to six long term goals, list three to six items or actions that you will need to items or actions that you will need to complete to help you accomplish that complete to help you accomplish that goal.goal.

On each of the items, list how many On each of the items, list how many minutes per week will be required.minutes per week will be required.

Final StepFinal Step

Now you should have a spreadsheet showing the Now you should have a spreadsheet showing the previous two weeks of your life broken down into previous two weeks of your life broken down into thirty minute increments.thirty minute increments.

You should have a detailed document showing You should have a detailed document showing your short term, intermediate term and long term your short term, intermediate term and long term goals.goals.

Now it is up to you! Implement your plan.Now it is up to you! Implement your plan. Continue to log your new schedule into your Continue to log your new schedule into your

spreadsheet.spreadsheet. Re-evaluate your progress at least once each Re-evaluate your progress at least once each

month.month.

QuestionsQuestions

Any questions?Any questions?

Any suggestions?Any suggestions?There are many possible variations on this There are many possible variations on this

project. project. You could use a daily planner or calendar You could use a daily planner or calendar

program to document your goals and program to document your goals and schedules. schedules.

You could go into more detail in critical areas You could go into more detail in critical areas like college education and majors or like college education and majors or workforce goals.workforce goals.

SummarySummary

Time Management is the greatest obstacle most Time Management is the greatest obstacle most people have in life.people have in life.

Learning to manage your time efficiently is a key Learning to manage your time efficiently is a key to financial stability, success and happiness.to financial stability, success and happiness.

Prioritize your goals. Focus on what is important.Prioritize your goals. Focus on what is important. Establish a daily schedule that will help you Establish a daily schedule that will help you

accomplish each item one step at a time.accomplish each item one step at a time. Re-evaluate your life and your schedule on a Re-evaluate your life and your schedule on a

regular basis asking yourself: “Am I on the right regular basis asking yourself: “Am I on the right track? What can I do to reach my goals and track? What can I do to reach my goals and improve myself?”improve myself?”

What is my schedule for completion?What is my schedule for completion?