organised time management

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GET ORGANISED! Time Management Student Learning Development Student Counselling Service E: [email protected] W: http://student- learning.tcd.ie

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Organised Time Management

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  • GET ORGANISED!Time ManagementStudent Learning DevelopmentStudent Counselling ServiceE: [email protected]: http://student-learning.tcd.ie

  • Learning ObjectivesBecome aware of importance of self-managementLearn about goal setting, time management and procrastinationControlling distractions and overcoming procrastinationPractice strategies

  • Self-ManagementEffectively managing yourself and your resources by:PlanningMonitoringEvaluating

  • Self-AssessmentWhat study goals have you done this week? If you didnt achieve them why not?What do you hope to do the rest of the week?What have you done to get organised?EnvironmentRoutineNotesMind

  • Goal SettingGoals help us focus, stay in controlGoals are motivatingDifferent types:Long term goalsMedium term goalsShort term goals

  • SMART Goal SettingS = SpecificM = MeasurableA = ActionR = RealisticT = Time-based

  • EXERCISEDiscuss the various techniques or things you do to help manage your time and resources

    What works?What doesnt work?

  • Time Management StrategiesPrioritise your tasksHow?

  • Setting Priorities

    High UrgencyLow UrgencyHigh Importance1Do it now2 Plan to do itLowImportance3Resist giving it high priority4Time WastersBusy work

  • Time Management StrategiesPrioritise SpecificitySmall bite-size piecesUse all available timeStructure the environmentEstablish a routineScheduling

  • Scheduling use a systemDiary and/orTerm PlannerTime TablesTo do lists weekly or dailyRelaxation timeMonitor, evaluate, reward

  • Get a diaryEverythingCheck dailyDates, meetings, lectures, timetable Social / RelaxationRewards

  • www.printfree.com

  • Plan Weekly short term tasks

  • An example timetable

    Before 9.009.00-11.0011.00-13.0014.00-15.0015.00-17.00After 19.00MonLecture: Myth 10-11 PB 101 Work in library 11-12Lecture: Rome 12-1 HUM44Keep freeSeminar: Myth 3-4 URS21 Independent study

    TuesSwimIndependent study Independent studyLecture: Epic 4-5 PB105 WedSeminar: Rome 9-10 HUM15 Independent study 10-11Independent studyBadminton 2-3Badminton 3-4(Union night)ThursSwimIndependent study Independent study Lecture: Myth 2-3 PB101 Work in library 3-4Lecture: Rome 4-5 HUM44Film socFriLecture: Epic 9-10 PB 105Seminar: Epic 10-11 URS21 Independent study Independent study(Out with friends)SatPaid workPaid workPaid workPaid work(Out with friends)SunIndependent studyMake to-do list for next week

  • The best thing I did was to make lists of things that I needed to do and prioritize them. It helped me to become more organized and efficient.

    It really helps me to keep on top of things and also not to procrastinate.

    Procrastination is the easiest thing to do and the hardest thing to get away from.JoannaLists

  • To-do listMake a list of all tasksIf it can be done in 2 mins do it nowIf not, add it to your listPrioritise

    Options: www.rememberthemilk.comMobile PhoneNotepad Diary

  • www.mindtools.com

  • DistractionsEmailsPhone calls & textsFacebook/Twitter/BeboSurfing the netComputer gamesTelevisionFood & DrinkTidying/HouseworkFamily commitments

  • PROCRASTINATION

    Is to delay needlessly something that we believe would be to our benefit!

  • Patterns of Procrastination

    Perfectionist Focused on excellence at the expense of getting tasks completed on time. (Focused on the future)

    Postponer Focused on having fun and avoiding difficult tasks. (Focused on the immediate present)

    Politician Focused on social commitments and others needs cant say no. (Focused on externals)

    Punisher Focused on own perceived shortcomings and failures. (Focused on the past)

    Patterns of Procrastination (Schubert Walker, 2004 in Counseling the Procrastinator in Academic Settings)

  • Overcoming ProcrastinationTake ActionSalami TechniqueFive MinutesRelated Tasks

    Worst firstMake Commitments

  • Organise your learningPURPOSESTRATEGYREVIEW

  • Making sense of the mess!Setting up a filing systemMake it simple if its complicated, you wont use itAim to be able to file it quickly and find it quicklyUse box files or magazine holders to store documents, notes, small books etc label clearly Use document folders to transport what you need each day - empty and repack these regularly!

  • Organise your mind!Positive attitudePositive languageSelf-efficacyGoals and wants

  • Some work for you

    Stop doing

    Continue doing

    Start doing

    Signed -----------------------------------------------Date:----------------------------------

  • SummaryPlan, monitor and evaluate how you manage yourself and your timeSet and achieve SMART goalsUse a time management system and effective strategiesGet things started and finished beat procrastinationMaintain balance

  • Further informationW: http://student-learning.tcd.ieP: 896-1407 E: [email protected]

    *Being organised as a student is associated with successful learning. Good planning helps you to be organised and this includes goal setting, time management, controlling distractions overcoming procrastination.

    Skills useful beyond college. Employers looking for organised and effective time managers.

    **Self-regulation refers to a set of skills that helps to control behaviour. Self-regulation of learning is the monitoring, controlling and directing of ones own learning. Also known or referred to as self-directed learning.

    Self-regulation of learning encompasses four key skills of planning, monitoring, evaluating and reinforcing.

    Planning focuses on organised steps such as establishing realistic learning goals, planning how to achieve the goals, using time and energy effectively .

    Planning is a critical factor in becoming a successful independent learner so we will go into this skill area in more detail.

    Monitoring refers to an individuals ability to monitor their progress towards their goals, to check if they are understanding material, and just generally assessing how one is doing in order to make changes if necessary.

    Evaluating involves being able to assess the outcomes and the process. For instance, evaluating if the goal was achieved and if it was achieved it in the most efficient manner. Evaluating is important in self-regulated, independent learning because often feedback on progress from lecturers or others may be distant whereas if you are not reaching your goals or understanding material you will need to make changes sooner rather than later.

    Reinforcing means to think about successes and reward when necessary. Self-regulation is closely linked to motivation.

    List what youve done this week.Did you get them all done? Why not?List what you want to do rest of week.

    Week 3 what have you done to get organised in these areas?Well be covering these and others*Goal setting:

    Goals help us to focus on what we need to do, they help keep us in control and they are motivating.

    (Explain the difference between long term, medium term and short term goals and how they are connected).

    Long term goals are usually our dreams, the things we want out of life (TCD). Its where you want to go in life. Medium term goals are the wants, ( do well in subject)related to the dreams but more specific. They are not things you dont want. Things like I want to get a good mark in a class, I want to maintain a healthy lifestyle, etc.

    In terms of learning, study goals are usually short-term, i.e. I want to get my assignment in on time, I want to understand this concept, etc. Short-term goals are objectives and more action focused - what you have to do in order to get the wants.

    **SMART is a useful framework for goal setting, especially study goals. See Moran (1997), p. 21 for more detail. S = Specific. The more specific the goal the more likely it will be achieved. So instead of telling yourself Ill do some statistics tomorrow night try Ill do three problems on pg. 48 Wednesday at 7pm. Its a human thing, we tend to do things that are more specific. Its fairly easy to put off something that is vague. Its best to write it down but at the minimum start thinking in more specific terms.M = Measurable. This helps you to keep track of your progess (monitoring). So use numbers and times. For example, I will do 3 statistics problems this evening. If you only did 1 you didnt reach your goal and may need to change approach. Use examples relevant to your discipline.A = Action. A number of action steps which lead you towards your goal. Example: Goal - I want a 2.1 on my essay: I will brainstorm ideas by . . . I will consult 3 primary sourcesI will . . .Not all study goals will require action steps.R = Realistic. Study goals need to be achievable given your resources so it is important they are feasible, if necessary check with someone else. Otherwise they may have the opposite effect.T = Time-based. We tend to use deadlines as a means to create pressure and get the job done. Make realistic commitments or deadlines ahead of schedule.Specific, measurable and realistic goals tend to lead to better effort and persistence. Make a commitment, I WILL not ILL TRY.

    Write it down. We tend to do things we write down as opposed to say well do.If necessary, build in rewards.Suggested steps include identifying goals, establishing priorities, applying SMART, and then reviewing progress and if necessary revising goals.So look back at your list of things you were going to do. Pick one and make it SMARTER.

    In pairs or small groups. Drift around to hear conversations and offer feedback. Summarise to whole group.**Good time management is about how the study goals (and other things we want, such as socialising with friends) are implemented.

    There are a variety of techniques but the key is to find a system that works for you. Take a moment to reflect: when do you concentrate best, when do you actually get things done, when and why are there distractions.

    Prioritising based on importance and urgency, use self-regulation to help determine.Specificity the more specific the more likely to follow through, especially if it is written downSmall manageable pieces break tasks or goals into smaller ones. How do you eat an elephant? Answer: One bite at a time.Use all available time: Even small amounts of time are useful for distributed practice of material that needs memorising, for self-quizzing, or for reflecting You can fill out a timetable, blocking out commitments (e.g. class, lab, work, sport) to get an idea of where there is time available. Or You can monitor time use for a week, filling in time slots with what you actually did Use dead time which is often not utilised, e.g. when travelling on the bus you could summarise the main points read the previous evening (more under cognitive strategies)

    Structure the environment There are many benefits if you have a regular place of study. Best if its a place with few distractions. (Ask some students where they study best). Some students study well in the library, others not. Its generally not a good idea to study on your bed, as this gives a mixed message (relaxation vs concentration). Establish a routine - If possible study at regular times and at a regular place so your body becomes conditioned; helps you to focus more quickly much like athletes

    Scheduling to keep track of how you use your time. Balance is important.

    *X axis = urgency and Y axis = importance, i.e. worth 25% or mark etc.1 = need to attend to now, manage and give time. Examples deadlines, crises, commitments, pressing problem. Rent due Monday and havent the money. Essay due Friday and worth 25% of grade etc.2 = Needs preparation and planning, prevention so now become urgent and help maintain balance. Ex. Essay due in 3 weeks, what can do now?3 = Avoid! Tend to react cause seems urgent but not important e.g. interruptions, some mail, reactive tasks, deferred activities.4 = Really Avoid! Dont succumb. Junk mail, some social calls, mindless tv, etc.*Good time management is about how the study goals (and other things we want, such as socialising with friends) are implemented.

    There are a variety of techniques but the key is to find a system that works for you. Take a moment to reflect: when do you concentrate best, when do you actually get things done, when and why are there distractions.

    Prioritising based on importance and urgency, use self-regulation to help determine.Specificity the more specific the more likely to follow through, especially if it is written downSmall manageable pieces break tasks or goals into smaller ones. How do you eat an elephant? Answer: One bite at a time.Use all available time: Even small amounts of time are useful for distributed practice of material that needs memorising, for self-quizzing, or for reflecting You can fill out a timetable, blocking out commitments (e.g. class, lab, work, sport) to get an idea of where there is time available. Or You can monitor time use for a week, filling in time slots with what you actually did Use dead time which is often not utilised, e.g. when travelling on the bus you could summarise the main points read the previous evening (more under cognitive strategies)

    Structure the environment There are many benefits if you have a regular place of study. Best if its a place with few distractions. (Ask some students where they study best). Some students study well in the library, others not. Its generally not a good idea to study on your bed, as this gives a mixed message (relaxation vs concentration). Establish a routine - If possible study at regular times and at a regular place so your body becomes conditioned; helps you to focus more quickly much like athletes

    Scheduling to keep track of how you use your time. Balance is important.

    *Scheduling strategies:Timetables in general, students seem to find timetables not useful, perhaps because they are not flexible enough or can be used to procrastinate technique but for some they are useful, particularly early in a term when you may be trying to get a handle on your time.To do lists can be daily or weekly.Take your list of detailed study goals and write them either on list or timetable (benefit of weekly list is it combines these steps). If using a list instead of a timetable, next to task or goal state day and time you hope to accomplish it. Be flexible, may only list day/time for those goals you tend to put off.Have some sort of prioritising system, e.g. * or 1,2,3 or a,b,c. Again some students may only need to list their priorities, knowing that they usually get the others done. If you prioritise then can usually be sure that those items will be done in a week. For example, when considering whether to watch TV or study, student can look at list and maybe say Ill just do one priority then watch TV.Remember to consider the purpose of the task when scheduling time. If its working on an essay or project they will probably need a block of time whereas if its reviewing then the half hour between a class might be a better time.Cross things off as they are accomplished.Practice monitoring and evaluating review what has been accomplished at the end of a day and decide if schedule or strategy needs to be changed. If necessary, allot times for relaxation. Some students may need a lot of structure, others work fine with mental plans. Its a good idea to build in rewards, especially for goals or tasks that they tend to put off regularly. Remember to use small blocks of time (5-10 minutes) for review or summary work (give an example relevant to discipline).Schedule breaks as necessary, preferably with a task that has a finish so you will return to study. For example, walking once around the block or hitting 10 balls on a practice putting green. How much time should students spend in independent study? This will vary. (Maybe have general discussion on what students think, with you making recommended guidelines).The key is to be flexible and have some system or plan for your study. However, it will vary from person to person as some may need more structure than others. Monitor to see what works and what doesnt work.*A system that reminds you rather that you having to rememberFree your mind. If it works youll trust it.

    Example of term planning. Very visual, can put up over study area. Put in assignments, deadlines, social functions so see where potential bottlenecks and PLAN!www.printfree.com blank calendars, 2 /page, 1/page etc.**System

    PROCRASTINATION!!! I never knew it was such a problem for me until college. There are so many clubs and opportunities available in college. You will ALWAYS find something else you'd rather do than class work. I can barely sit still and study for more than 30 minutes unless the test is in 24 hours or less.Find study groups early in the semester and hold each other accountable. Get off to a good start and you'll have a great college experience. *Example of to do list where can prioritise and reward!Mindtools.com another excellent website with time management and other skills like project management, leadership et .*So whats going on here? Distractions!! Potential barriers to effective use of your time.*What are your distractions? Get students to list and/or call out.On right side could list ways to deal with distractions*Patterns of procrastination:Perfectionist focus on excellence over getting job donePostponer focus on immediate funPolitician focus on external cant say no, social commitmentsPunisher focus on own shortcomings, past

    Whats your tendency?**Procrastination is when we delay or put off something we know is to our benefit. Most people practice procrastination! What is important is to know when it is time to stop making excuses and to do something. Here are some strategies that might help you out. Once again it is important to find ones that work for you so monitor and evaluate.Take Action sometimes just doing something creates the mood and momentum to continue, so decide to just do something, anything to get you going.

    Salami Technique slice a task or goal down by function and time, getting down to smallest unit. This is useful if your excuse for putting it off is that its so big or you have so much to do cant start. For example, a long reading assignment in a difficult subject can seem intimidating and easy to put off, divide it into several 2 page sections.Five minutes - spending just 5 minutes, anyone can do that short a time and then see where it leads. Related tasks do something related; the back door approach. For example, if you have to start a project maybe decide to just go talk to someone about it, this in turn may lead you to the library because they suggest a reference. Often it can be easier to talk to someone then having to sit down and write.Worst first that particularly boring or difficult task is easy to put off, in fact youll do anything not to get it done but better to get it out of the way. Mark Twain said something to the effect, Its best to eat a live frog first thing in the morningMake commitments An oft used excuse is I work better under pressure, so create pressure. Tell people you plan to get something done, then theyll ask if you got it done.

    Not all procrastination is bad but it is important to be realistic and honest. Is this really working in my best interest? Maybe I work better under pressure but do I do the best job? Is it worth the stress? Ask the questions!! Monitor and evaluate.(Remind students that strategies dont work all the time or for some people. Must learn to self-regulate and match strategies).

    Also important to organise your learning. Try this framework so youre being most efficient and effective:Assess the purpose of the task e.g. ReadingChoose appropriate strategy e.g. scan vs critical readingReview if its working or not, if not change strategy

    Same regarding notes. Also organise notes and all material.Impose organisation on learning aids memory and understanding.*Finally organise your mind! What I mean is to be confident, not let the doubts interfere with your effectiveness.*Now. Time to decide what youll do.**When trying to alter or change the way we approach something, for instance becoming more organised, it is beneficial to use a self-management framework. Monitor and evaluate how effective you are and make sure to incorporate planning it will save you time in the long run. You can improve your time management and organisational skills by making changes in behaviour, attitude or your environment.

    Use goals to help you focus and get motivated make sure theyre smart for more success.

    Try out different time management tools and strategies and find something that works for you, and then use it!!

    Be aware that youre procrastinating and try to get started NOW! Practise some of the ways to overcome procrastination.

    Maintain balance. Study and being organised are important but it is important we have time to enjoy life. Follow the link in the next slide and check out the Time Management Lesson on page 5 for a descriptive of how to do this.