Managing your time successfully is the secret to accomplishing not
only what you must...but also what you want. When you don't accomplish
what you should, you may feel confused, compromised, and frustrated.
You may begin wondering "Where did I go wrong?" "Why couldn't I get
that job done on time as I had planned?" "Why can't I ever meet
deadlines?" In seeking answers to these questions, may persons
become absorbed in the time management techniques they have seen work
for others...and completely ignore the attitudinal principles under-
lying those techniques -- yet both are important.
Consider the following myths which demonstrate how certain attitudes
can work against effective time management.
MYTH: My life is completely controlled by external events.
FACT: You can have control over many aspects of your life, but you
and you alone are responsible for initiating that control.
Persons who don't believe they control their lives are
constantly looking for clear-cut signals to motivate them.
For instance, they depend on external events such as deadlines
and expectations others have for them to guide and tell them
how and when they should perform various tasks. Learning to
recognize what you can control in relation to the choices you
have is the first step in the process of managing your time.
By anticipating the future and clarifying the external demands
that must be faced, you will develop a base from which to start.
Evaluate what must be done within the given time frame and
determine what can be postponed.
MYTH: I should meet everyone's expectations.
FACT: The needs and demands of others may be inappropriate for you and
your lifestyle. They may be poorly times, highly questionable,
or simply unattainable. They may be of a different priority
than your own. By trying to meet the expectations of others,
you may be shortchanging yourself and your needs. You need to
be clear about what your needs are first...before you consider
what others expect of you.
MYTH: I should have no limits.
FACT: We all have limits...failure to acknowledge this may cause you
to become perfectionistic in your expectations. Perfectionists
are especially prone to procrastination because the perfection
they demand is impossible. And because they never meet their
standards, these individuals never have a sense of accomplishment
nor do they get a chance to feel good about themselves. Having
reasonable expectations allows you the freedom to set time
management goals that are within your grasp and that can help
you achieve a sense of success.
Other Contributing Factors
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Awareness of several other contributings to a positive attitude can
lead to more effective time management.
* Be aware of your biological rhythms and use them to your advantage.
For example, is you work best in the morning, do not plan all
your studying for the evening. Take advantage of times when your
energy levels are at their highest and do your most demanding
work at those times.
* Be aware of the importance of rewarding yourself for progress.
All tasks can be divided into smaller segments suitable for reward
as they are accomplished. Remember, however, to reward the
accomplishment -- not the intention. To say "I've decided to
write the paper tomorrow, therefore, I deserve to go to the movies
tonight." is rewarding only the good intention. Rewarding intention
can destroy your motivation to begin.
* Be aware that the physical characteristics of your work environment
can help or hinder your success. Keep things you need in your
work area and make sure the physical environment is conducive to
concentration as opposed to comfort. Also, make sure items are
within arm's reach, and your work area is free from clutter,
visual distraction, or noise.
Specific Techniques
-----------------------
While it is important to develop your own style for managing your time
and work, consider how the following techniques might help you.
* Develop an overview of everything that you want to accomplish.
If your perspective is a semester, your first step should be to
define clearly the goals that must be accomplished within that
semester. This first step should be all inclusive -- include not
only academic responsibilities but also personal and social activities.
* Next, identify the goals in all areas of your life which you consider
important. Decide which need immediate attention and which can be
postponed. Be realistic about your time resources.
* Anticipate deadlines and foreseeable crises (midterms, finals week,
dates papers are due) and plan in advance to make these deadlines
part of your routine. Construct a reasonable timetable and insert
the proper dates for these responsibilities.
* Now work backward through the timetable and include the activities
which can be scheduled more flexibly (athletics, exercise, special
hobbies).
* As you again review your timetable, consider each week as a
subcategory to be planned, and each day within the given week as
a further subcategory but an integral part of the whole picture.
Identify specific goals for each week.
* Avoid getting bogged down in "C" tasks. Do not hesitate to skip
these activities or delegate them to others. For example, if you
can afford it, hire someone to type your papers -- especially if
you are not an experienced typist. Always keep in mind the
eighty/twenty rule which states that 80 percent of the value
obtained by doing a typical list of activities comes from doing
the most important 20 percent of those activities.
* Finally, review your list of activities in the "A" category.
Determine the steps you need to follow to reach these goals.
Segment larger activities into a series of self-starter units.
Eliminate the routine and low priority tasks.
Avoid Time Wasters and Interruptions
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There will be times when you may find it difficult to implement your
best plans or intentions. You may frequently find that time-wasters
and interruptions are the culprits. Therefore, safeguarding blocks
of work time is essential. You need to protect your time by saying
"no" to various interruptions, activities, requests, or persons.
Interruptions are a two-fold problem: the interruption itself, and
the expectation of further interruptions. Both reduce your effectiveness
considerably. Even ten-minute blocks of time can be used constructively
if you have preplanned tasks that need that amount of time.
Some interruptions can be avoided by keeping in mind the following:
* Arrange your work area so that your back is to the traffic flow.
* Close your door; open it selectively.
* Find and use a special space such as a library carrel or an
office where friends will be unable to find you.
* Return telephone calls when it is more convenient for you, perhaps
when you take a study break, or simply unplug your phone.
In all of your organizing activities, the key to success is practicality.
Consider such "mundane" factors as library hours, bus schedules and
routes, and turnaround time for the computer.
Also recognize that there are specific limits as to how much actual
"organization" is helpful. Beyond a certain point, adding techniques
may simply create additional time problems rather than solving previous
ones.
Need Additional Help?
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The Counseling Center has several other self-help brochures that may be
particularly helpful, especially "Overcoming Procrastination," "Stress
Management," and "Perfectionism." Please stop by.