Time Management

Time
Management
2
Penn State University
Center for Academic Achievement
200 University Drive; Schuylkill Haven, PA 17972 (570) 385-6140
Location: Ciletti Memorial Library (Lower Level) Website: www.sl.psu.edu/caa
Hours: M-F, 8:00 a.m.-5:00 p.m./Evenings: M-F, as scheduled
W:\services\www\dept\iit\sl\caa\Study Guide's\Time Management.doc rev. 09/09/03 ray
TIME MANAGEMENT
Much of what we talk about under "Time Management" involves using good, old-
fashioned
common sense, and you may already know or do a lot of what will be suggested here. But
if you
find yourself wondering how you will ever accomplish everything you have to do in a
semester,
consider using some of the approaches included in this handout.
Remember - if you use your time wisely, you'll work smarter, not harder. That is a
worthwhile
goal for all of us.
The key to managing your time wisely lies in recognizing the importance of these three
areas:
SCHEDULING, SELF-DISCIPLINE, and SETTING PRIORITIES. These three areas
necessarily overlap to some degree, so what you are being asked to do is not as involved
as you
might think. And once you make a determined effort to set priorities and schedule to meet
them,
your life should become easier, not more complicated. You will be in control of your
time.
Guide to Managing Time
Research has consistently demonstrated that efficient time management is an important
factor in
scholastic success. Time is most difficult to control because it is so very easy to waste in
aimless,
unproductive activity.
If you are typical of the vast majority of students, you have at least one, if not all, of the
following time-management problems.
1. First, you have difficulty settling down to work. You are always getting ready to study,
but
for one reason or another, a lot of time goes by before you actually tackle your
assignments.
2. Second, once you begin studying, you waste a lot of time jumping from one thing to
another,
trying to study too many different things within a brief period of time. Thus your
studying is
so disorganized that you do not stay with one thing long enough to get very much
accomplished.
3. Finally, you don't get as much studying done as you should - not that you don't go
through
the motions of studying, but somehow you don't manage to do as much real studying as
you
know you should.
All three difficulties are slightly different aspects of the same basic problem. When you
study,
you fail to use your time wisely and to concentrate effectively so that you really
accomplish
something. Fortunately, these study faults may be corrected. The first step is to set up a
schedule
for studying. A well-planned study schedule permits more effective use of time. It keeps
you
from vacillating about what you are going to do next so you aren't as disorganized about
your
studying. It assigns time where time is needed, prevents you studying a subject more than
is
required, and generally insures that you are doing the right thing at the right time. With
your
time thus organized, there will be more time to devote to your most difficult subjects and
also
more time for activities other than study. A well-planned study schedule minimizes
wasted time
by scheduling study activities to fit individual needs. Finally, a properly managed study
schedule
helps insure that you have the required materials for study on hand when they are needed.
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To insure that you are planning for long-term as well as short-term goals, keep three
schedules.
1. a semester schedule,
2. weekly schedule,
3. daily schedule.
Keeping a Semester Schedule
1. Keep a big calendar for your semester schedule, preferably one that shows several
months at
a glance.
2. At the beginning of the semester, write in dates for mid-terms and finals, deadlines for
papers
and projects, as well as any other fixed dates. Do this for all classes.
3. Create mini-deadlines for these long-term projects. Break down big assignments into
manageable ones. For example, if a term paper is due in a month, fill in weekly projects:
week one, pick a topic; week two, schedule research time, etc. Be sure to list these
miniprojects
on your weekly schedule as well.
4. Use different-colored markers for each class to easily distinguish them.
5. You should now have an overview of each course's work load and be able to estimate
time
requirements for each class.
6. Now you can plan ahead for long-term projects because you have a constant reminder
of
what is expected of you over the next few weeks.
Next, plan a weekly schedule.
Keeping a Weekly Schedule
1. Fill in with ink all times that are fixed, such as class times, meal times, and working
hours.
These time periods are usually determined in advance. Other activities are scheduled
around
them. Be realistic about the time you need for these functions.
2. Highlight deadlines for that week.
3. List all courses and assignments to be completed that week.
4. Schedule the open times in pencil for independent study and change according to daily
need.
5. Schedule time for recreation and things you enjoy. Remember to account for other
activities,
such as running errands that can take more time than you realize.
6. Set realistic goals. Avoid setting yourself up for failure by telling yourself you can do a
four-hour job in two hours.
7. Allow for flexibility. Remember that unexpected things will happen.
8. Reward yourself by doing something you like when you stick to your schedule. Focus
on
what you have accomplished.
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9. Do your most difficult tasks first to avoid fatigue.
10. Schedule your study time at about one-hour intervals. Take 5-10 minute breaks to
reward
yourself with a soft drink, a short walk, or a look out a window. Avoid studying for
several
hours without taking a break. You are only capable of listening and concentrating up to a
certain point of time. Beyond this time, you lose your concentration.
11. Keep your schedule in a place convenient to you, so you can easily refer to it.
Finally, it is important to keep a daily schedule, or, if you prefer, a daily "to do" list.
Keeping A Daily Schedule
1. Use a pocket calendar or small notebook - something that is convenient and handy.
Keep it
with you, so you don't forget what you have already planned to do that day. You don’t
want
to unintentionally overextend yourself.
2. List what you want to accomplish that day. Be reasonable in your expectations.
3. After listing what you want to do, prioritize the list. Put an "A" (most important); "B"
(should be done); or "C" (can wait) in front of each item.
4. Do your "A" and "B" lists first.
5. Cross off each item as you complete it. This will give you a sense of accomplishment.
Again,
focus on what you have done.
6. If you don't finish everything on your list for that day, relax. Put it on the next day's
list.
However, if you find yourself carrying a "C" list item for a period of time, maybe it's not
really that important. Drop it from your list.
Evaluate Your Time Management
1. What things, if any, were not on your schedule that should have been included?
2. Were there any things on your schedule that you did not do? If so, what were they, and
why
didn't you do them?
3. What activities on your schedule required more time than you allowed?
4. What activities on your schedule required less time than you allowed?
5. Is there anything else on your schedule that should be changed?
Other Helpful Hints
1. Give yourself sufficient time to study each subject. Plan on spending at least two hours
of
outside work per week per credit. Depending on your particular needs, you may have to
allow for more time. Study your most difficult subjects first.
2. Study at a regular time. Avoid generalizations in your schedule such as "study".
Commit
yourself more definitely to "study history" or "study chemistry" at certain hours.
5
3. Study in a regular place. Time management can include where you study. Have a
specific
place that is organized for your study time. You won't waste time gathering needed
materials,
and your body will also be attuned to studying in that location. Try studying in the library
whenever possible.
4. Study as soon as possible after class. Review your notes while they are still fresh in
your
mind. Begin assignments while your memory of that assignment is still accurate. An hour
of
study immediately after class is probably better than two hours of study a few days later.
5. Use odd hours productively. Don't waste the scattered one or two hours between
classes.
Even 15 or 20 minutes can be utilized. Make a habit of carrying index cards with certain
assignments (e.g. vocabulary words for a language class, memory passages for a
literature
class, formulas or symbols for math or science classes). Work on them during those brief
periods of time that are often wasted.
6. Break long periods of study with short relaxation periods. A good rule is to take a 5 to
10
minute break after each hour of concentrated study.
7. When something unexpected comes up, decide immediately how you will adjust your
schedule to fit in the previously planned study time.
8. Determine how and when you function best. Then plan accordingly. If you are a
morning
person, arrange your schedule to accommodate study time in the early hours of the day. If
you concentrate best in the evening, use that time for your most important work. Always
do
your most difficult assignments when you are at your best.
9. If you have children, combine study time with their time or make a deal with them. For
example, if they give you one hour of uninterrupted time to study, you will spend the next
hour with them. Use your creativity to handle the situation. One possibility: make a game
out
of memory work, and let them be your audience.
10. Eliminate interrupters such as television or the telephone. Listening to music while
studying
is a judgment call. For some people, soft background music is helpful.
11. Plan to study at some point over the weekend. This is a particularly good time to
work on
special projects, especially those requiring the use of library materials. Schedule a special
study session for Sunday evening. But remember to give yourself time for recreation also.
12. It is important that you achieve the proper balance between sleeping, eating, studying,
working, and recreation. Experiment until you find the proper balance for you and then
stick
to it.
13. If you live in a dorm, have an agreement on study times from the beginning of
the semester. Develop a system or signal (e.g. hanging a "Do Not Disturb"
sign) for when you are studying. Learn to respect each other's needs.
14. Notice when you waste time. Make note of when, where, or how it
happens, so you can avoid that problem in the future.
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15. Learn to say "No" when others make demands on your time. Don't set yourself up for
failure
by trying to schedule what isn't possible.
16. School is your job. It may be easier to plan time for studying and learning if you
remember
that fact.
Finally...
Learning to manage your time is essential to scholastic success. It requires much practice
and
self-discipline, but pays off pleasant dividends in terms of better grades. Better work
habits that
you develop now will surely influence your future success in executive and professional
life.
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Time Management: A Reflective Survey
Answer the questions as honestly as possible. Fill in the blanks or check the answer that best describes your
behavior.
1. I spend hours per week studying outside of class.
2. I spend hours per week sleeping.
3. I spend hours per week relaxing, recreating, and participating in social events.
4. I spend hours per week in extracurricular activities.
5. I spend hours per week at a wage paying job.
6. For every hour in class, I spend hours studying outside of class on an average.
7. I am late to a meeting, to class, to work, or to an appointment times per week.
8. When I am late, I feel
.
9. I have been late to an exam in the last year. �Yes �No
10. I spend more time on courses than
courses because .
11. I use short periods of “down time” (between classes, before meals, etc.) to do simple academic tasks
like review
notes or write flash card. �Yes �No
12. I use short periods of “down time” (between classes, before meals, etc.) to do simple nonacademic tasks
like
paying bills or cleaning. �Yes �No
13. I have a semester planner. �Yes �No
14. I have a monthly planner. �Yes �No
15. I have a weekly planner. �Yes �No
16. I work better under pressure. �Yes �No
17. I check my schedule or syllabi for upcoming assignments:
�Everyday �Once a week �Twice a week �Every two weeks
18. I would describe myself as a procrastinator. �Yes �No
19. I have done poorly on assignments (papers, tests, speeches, etc.) in the past because I did not start them
early
enough. �Yes �No
20. I have done poorly on assignments (papers, tests, speeches, etc.) in the past because I did not spend
enough
time on them. �Yes �No
21. The most time consuming courses this term will be
because .
22. class is going to require hours of work each week.
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25. Some ways I can use short periods of down time are:
26. I am going to make a semester, monthly, or weekly planner for the term. �Yes �No
Now examine your answers to these questions. What does it tell you about yourself? Are there aspects of
time
management you hadn’t thoughts of before? Are there aspects of your time management habits that need to
be
improved?
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Time Management: A Quantitative Survey
Indicate how often the following statements describe your behavior by writing the appropriate number.
Never Occasionally Often Always
1234
1. I feel I have to “cram” before an exam.
2. My homework is usually turned in on time.
3. I think I usually get enough sleep.
4. I pull all-nights before mid-terms and finals.
5.
I plan to go out with friends a couple of nights a week and usually spend the amount of time with
them that I originally planned.
6. When I’m working on a paper, I put off writing until a few days before it’s due.
7. I often cancel social activities because I feel I don’t have enough time.
8. I generally get my papers in on time.
9. I find myself making a lot of excuses to my instructors about why my work isn’t done.
10. I feel comfortable about how I use time now.
11.
I always feel that something is hanging over my hear, that I’ll never have enough time to do the
work assigned.
12. I often feel tired.
Score A: Add up the numbers for questions 1, 4, 6, 7, 9, 11, and 12.
Score B: Add up the numbers for questions 2, 3, 5, 8, 10, and 12.
If score A is greater than score B, you are probably a procrastinator.
If score A is less than score B, you manage your time well.
If the scores are equal, you may procrastinate at times, but procrastination is not a habit.

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