How to Capture Time
A presentation on time management
Created by Cathy Ahillen, M.A.,
Amended by Teresa Sweeney, M.F.A., © 2009-2013
for the Kinkel Center for Academic Resources
Dr. Mark Pousson, Director
1
Key Time Management Goals
1. Set short-term, intermediary, and long-term goals.
2. Gain awareness of how time is spent, so that time doesn’t
fly away:
a. estimate the amount of time spent each week on various
activities.
b. track time for a week and analyze use of time
i) identify where time is used well.
ii) identify where time is not used well.
c. compare estimate to the time log.
2
Key Time Management Goals
3. Recognize how much time is required for learning.
4. Use a monthly calendar
or an online tool, google
calendar, for example:
https://support.google.com/calendar/answer/2465776?hl=en
to highlight activities and due dates:
a. major projects
b. tests
c. social events
3
Key Time Management Goals
6. Create a weekly schedule
to plan projects and
daily responsibilities.
7. Develop a daily to-do list
.
8. Understand procrastination and identify several
ways to overcome it.
9. Begin to apply strategies to effectively manage time
in order to achieve goals.
4
Goals are SMART





S – specific, exact, and clearly stated
M – measurable: how, when, and where
A – achievable and attainable
R – realistic: can I see myself doing this?
T – timely: when
5
Specific Goals vs. Non-specific Goals
SPECIFIC:
 exercise aerobically
three times each week
for 45 minutes

study two hours every
day for every one hour
spent in class
NON-SPECIFIC:
 exercise more often

study more frequently
6
Measurable

Measure progress in numbers, percentages,
milestones, or dates.

Measure what has been accomplished, not
what might have been accomplished.
7
Achievable


Consider obstacles that may block progress when
working on specific objectives.
Take action to put contingency plans into place. For
example, if a goal is perfect attendance, then figure
out what to do if transportation problems arise; for
example, take public transportation or carpool
with a classmate.
8
Realistic


Goals should be “doable.”
Goals should be realistic:
 For example, stating that you will run three miles
every day when you haven’t run in years is an
unrealistic goal.

Goals should support your success. Feeling
successful leads to greater confidence, which
leads to setting even more challenging goals.
9
Timely




Make target dates.
Set time limits.
Define start and stop dates.
Create multiple action steps – each with its
own target date.
10
Goals

Goals should be written down and rewarded by either
extrinsic or intrinsic means
extrinsic:
attend a special event, watch TV,
socialize, or get a massage
intrinsic:
acknowledge achievement, experience
pleasure of a job well-done
11
Short-Term Goals

A short-term goal is one that can be achieved
within the next week to six months and may
be broken into smaller steps or goals:
 attend all classes this week.
 complete each course this term with at least a B
grade
 learn a new computer program.
12
Intermediary Goals



An intermediate goal is one that can be achieved over
a time period of a year or more.
It is achieved after the completion of a series of shortterm goals that serve as benchmarks or motivators
It is linked to a long-term goal:
 choose a major
» take courses in interest areas
» finish some general education classes.
13
Long-Term Goals
A long-term goal is usually measured in terms
of years.
 It is achieved after the completion of a series
of intermediary goals:

 getting a college degree
 buying a house
.
14
Schedules
are tools to help plan work and leisure
time
 are time maps with every task identified
 allow tasks to be rearranged and
 help to maintain order.

15
Schedules
Kinds
Purpose
semester schedule
keeps track of important events
and deadlines for the term
weekly schedule
creates a detailed plan to show
daily routines and requirements
for the week
lists tasks to achieve throughout
the course of a day
daily schedule
16
Semester Schedule
SUN
MON
TUE
WED
THU
FRI
SAT
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
17
Using a Semester Schedule




make a separate calendar for every month of the term
note all school holidays and important school events
mark the dates for tests, quizzes, research paper,
projects
note: daily assignments should not be written on this
schedule but on the daily planner
write the dates of important social events, such as
family get-togethers
18
Sample Month
SUN
MON
TUE
WED
THU
FRI
SAT
Research
proposal due
1
2
3
Reading Day –
no classes
4
Dance
5
Play auditions
6
7
8
Research Paper
topic selected
9
10
Math test
11
12
13
ENG test
14
15
Research paper
– library work
finished
16
A&P terms due
17
18
19
20
Game
21
22
Research
Project Draft
23
24
Math test
25
Concert
26
27
28
SOC test
29
Research paper
due
30
31
19
Establish Base Rates


Determine approximately how long different tasks
will take – their base rate:
~ the best way to establish a base rate is to
observe how long it takes to do something
~note this information and use it to help create
a schedule.
Keep in mind that time spent on a task will vary
with energy level and the time of day.
20
Sample Daily Log
6:00 am Get up and shower
6:30
Eat breakfast
7:00
Commute to work
7:30
‘’
8:00
Work
8:30
‘’
9:00
‘’
9:30
‘’
10:00
‘’
10:30
‘’
11:00
‘’
11:30
‘’
12:00 pm Lunch / Go to class
12:30
Class
1:00
‘’
1:30
‘’
2:00
‘’
2:30
‘’
3:00
Class
4:00
‘'
4:30
Commute home
5:00
Watch TV
5:30
Make dinner
6:00
Eat dinner
6:30
Clean up
7:00
Make phone calls
7:30
Fix window
8:00
Check e-mail
8:30
Read newspaper
9:00
Study
9:30
‘’
10:00
Read in bed/Get snack
10:30
‘’
11:00
Watch TV
11:30
Go to sleep
12:00 a.m.
1:00
1:30
21
Assess Use of Time
Track your time:
monitor activities by noting them in
15 – 30 minute segments
do this for seven days during waking
hours
study the results and make
adjustments.
22
Allot Study Time

Plan on two to three hours of study per week for
every academic credit hour:
 15 credits hours x 2 hours per each credit = 30 hours
of study
 use daylight hours for most study time
 assign study time throughout the week, including
weekends

If study time amounts to more than four hours per credit
hour, then reflect on and change study patterns.
23
Weekly Schedule
24
Create Your Weekly Schedule
FIXED
classes
meetings
work
appointments
meals
FIXED
STUDY
2:1 ratio
label each
class/block
FLEX
STUDY
two or
three
blocks
GOALS AND
RESPONSIBILITIES
LEISURE
goals
chores
exercise
errands
social
family
friends
recreation
personal time
25
A Weekly Schedule






reflects a realistic life balance
provides adequate time for study blocks
makes good use of all blocks of time
includes hours of employment
shows specific times for work and leisure
has strong, consistent patterns that can easily
become routine.
26
Daily Schedule – To Do List

Provides a quick reference list of time blocks and
specific tasks to allow ease and efficiency:
– use index card, daily planner, or electronic
organizer to generate list
– create each night or first thing in the morning
– keep list in a convenient place.
27
ABC Method with a To Do List
1) Assign a priority letter—A, B, or C—to all
items on To Do List:
 A items – highest priority
 B items – important but not as high a priority
as the A items
 C items – least important
2) Begin working on the A items.
28
Time Management Recap





Understand the importance of setting goals and
planning rewards
Gain awareness of how you currently spend your
time
Recognize how much time you need for learning
Be aware of procrastination and identify several
ways to overcome it
Begin applying the information to effectively
manage your time and reach your goals
29