Ne Taking Stock of Your Time: Time Management Strategies for Graduate Students Christina Castro, Ph.D. Counseling and Psychological Services Chings which matter most must never be at the merey of things which matter least - Johann Goethe 5/19/2010Objectives * Identify and focus on your top priorities + Reduce stress by recognizing and eliminating low-priority activities and distractions. + Review planning process that is focused on improving productivity The clock is a symbol of efficiency, but efficiency has its place after effectiveness. ‘These eecnenet she compas eof direction purpose vision, eperspective,and balance. 5/19/2010he goal is to balance a life that works with a life that counts. — Peter Block Time Matrix Model Urgent Not Urgent Important Not important Il | IV ap un aC Foe 5/19/2010The Time Matrix + Important — of much import, carrying with it serious consequences; grave and significant. * Urgent — pressing, compelling, calling for or demanding immediate action; anything characterized by urgency. Important Not Important Urgent Time Matrix Model Not Urgent ‘Crises (experiments) «Pressing problems (life) *Deadline-driven projects, meetings Papers “Preparation Prevention Planning ‘Relationship-building *Self-care Values Clarification “icedless inter SUnnecessary activities *Unimporcant meetings, calls,emals ‘Sterpeones [I] Time wasters Escape activites [V sExcensive TY, internet, facebook, twitter 5/19/2010Time Waster Activity Identify your favorite timewaster and, with your partner, brainstorm helpful strategies that match your personal style and are realistic Time Matrix Model — ice ioe Peace aod 5 Fry & E I 1} A lpeaease es aad eee i = 5 Ml IV st etn Ce 5/19/20105/19/2010 Time Matrix Model Urgent Not Urgent Fighting Fires Preventing Fires Important Fighting Other People’s | Setting Fires Fires Ul Iv Not Important The Time Matrix - Activity Pair up and discuss feelings and long term impact for each quadrant. Ae Fn Coy otLiving Above The Line * The overall goal is to spend most of your time in Quadrants | and II with as much time as possible in Quadrant Il. * The higher your score, the greater your ability to focus on, and achieve your highest priorities. + We assume importance from urgency. GF “no” uttered from the deepest conviction is better than a ‘yes” merely uttered to please, ot what is worse, to avoid trouble. - ftahatma Zandhi 5/19/2010Set Goals Identify Values od re Finony fe The Productivity Pyramid * Base layer is Identify Values * Values determine where we place our focus * All choices and decisions ideally are driven by our values + Values ultimately drive our behavior ° Health ° Achievement ° Family/Friends op am ren a Ft 5/19/2010Identifying Values + We each have a core set of governing values — those which we can’t live without * Roles we play in life are connected to our values — e.g. mother; psychologist, daughter, friend. * The more you know yourself and what you value, the more connected and engaged you will become with your life — both personally and professionally. + Some values can give under extreme pressure and some can’t Map’ ton ren Con Foe + What are your values? * What role do your values play in your life? + How do your daily/monthly/yearly activities match your values? * Values will dictate your highest priorities. pe etn Cy a 5/19/2010The Productivity Pyramid * Next tier is Set Goals * Goal- the object to which effort or ambition is directed; destination of a journey * Goals are a type of blueprint for your life, your year, your month, your day * Goals are identified by your values What are some goals you have set for yourself? Goal Setting Tips * Write it down * Give it a deadline Break it down into doable chunks: * Commit dp emt 5/19/2010 105/19/2010 The Productivity Pyramid * Next tier is Plan Weekly + A 15-20 minute process that helps you block out time for your goals and your highest priorities, relationships, and responsibilities * Q2 stuff Weekly Planning * Review roles (e.g. liaison, TD, team member) * Choose “Big Rocks” or highest priorities © Big Rocks come from: + Values + Goals + Key Projects * Big rocks can be tasks, appts, and areas of focus * Schedule the week © Find a quiet place » Find time before the week begins © 20-30 minutes 1The Productivity Pyramid * Next tier is Plan Daily * Spending 5-10 minutes planning daily will help you live above the line * Planning daily ensures your key priorities remain in sight while you juggle other competing demands * Identify whether your daily tasks are aligned with your highest priorities Daily Planning * Check today’s appointments + Make a realistic task list * Prioritize (ABC, 123) « Reinforce your progress * Keep it up for 21 days 5/19/2010Reality Check * Does your time usage match your key responsibilities? * Do your daily rhythms match your schedule productivity demands? + How is the payoff? You don’t want to spend 50% of your time doing activities with minimal payoff? Closing Questions * What will you do differently? * What resources do you need? * Can you keep this behavior up for 2 days? 5/19/2010 13