Basic Time Management
Why is time management important?
Because time management is the "critical factor" for university success, learners must manage their reading and academic course work (Dembo, 2004). Learning to manage the academic workload within the time constraints will help them be a self-motivated or self-directed learner. Motivated learners are those who direct their learning and therefore see an increase in their academic success. They also have have a higher grade-point average (GPA), experience less anxiety and stress, are able to adapt to the university culture, and can participate in extracurricular activities (Dembo, 2004).
How can my learners manage their time effectively?
1) Set S.M.A.R.T. Goals
S.M.A.R.T. goals are Specific, Measurable, Attainable, Realistic and Timely. Often learners set goals like: “get good grades,” “find a scholarship,” “finish my homework/readings before class,” “don’t fall asleep in lecture,” etc.
These vague and unattainable goals provide little direction, motivation, and time management. S.M.A.R.T. goals, on the other hand, help them to set priorities and better manage their time (Gonzalez, 2013).
Here is an example of a S.M.A.R.T. goal:
“Complete my class readings before the biology quiz on Thursday by starting to read the assigned chapters on Tuesday. I can review any mistakes and preview the next chapters on the weekend if needed.”
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This goal is specific because we know which class readings, biology, and the day they will read, Tuesday and on the weekend if needed.
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This goal is measurable because it specifies the amount of reading, the assigned chapters. Some learners choose to measure by time, while others measure by the amount. Help your learners pick what works best for them.
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Because the learner has allowed two days for the reading, this goal is attainable and realistic. Planning to do the readings the night before, or the day of the quiz does not account for scheduling conflicts or unavoidable disasters. “Luck favors the prepared” so teach your learners to allow themselves some extra time.
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Lastly, this goal is timely because it sets definite time limits: start Tuesday and end Thursday.
Learners should set S.M.A.R.T. goals for each class or priority.
3) Create and Use a Schedule
Usually, keeping a schedule is the first thing that comes to mind when we think of time management. Once your learners know their goals and priorities, setting up a schedule should be easy. There are many different ways to schedule. A lot depends on their needs and personality. Here are a few things to consider…
Planner type: Electronic or book
Electronic can be handy and easy to access. However, if their phone, computer, or iPod dies they won't have access. Books, on the other hand, won’t die or be accidentally deleted (though they can be lost or left). Writing things down in a book may also help learners to remember it. Help your learners pick something that they will use and look at often.
Schedule type: Daily, weekly, monthly, or combination
Some learners prefer to plan out each day while others prefer the “big picture” that a month provides.
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Daily/weekly calendars schedule time in chunks (often hourly). Not only do learners schedule set things like classes and work, they also schedule chunks of time for those “Important and Urgent” things like studying or reading. Daily planning is great at finding where time is being wasted and how to better manage this time. One disadvantage to daily/weekly planning is that it can often take up precious time. learners can manage this by consistently scheduling time to plan.
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A monthly planner, though less detailed, will take less time and can help learners plan for the up coming “Important and Not-Urgent” events. Monthly schedules can keep them focused on the big picture. Instead of planning in chunks, they can plan daily or weekly goals. They will also want to include set deadlines, meetings, appointments, so they can plan ahead for the busy weeks.
For the most effective planning, a combination of both daily/weekly and monthly schedules is recommended.
2) Set Priorities
S.M.A.R.T. goals help learners to prioritize or organize their schedule. Their values should determine their top priorities. Steven Covey (1989) found that thinking in terms of urgency and importance helps learners to better prioritize their demands. The following chart contains principles from The 7 Habits of Highly Effective People by Steven Covey (1989) adapted for academic audiences.
Important--Urgent:
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Daily homework
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Daily reading assignments
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Work responsibilities
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Essay (due tomorrow)
Important--Not Urgent:
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Exercise
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Sleep
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Midterms (in two weeks)
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Finals (in two months)
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Study groups
Many learners fail to pay attention to the “Important & Non-Urgent” things and spend their time in all the other boxes. Teacher your learners to AVOID THIS TRAP! Taking care of the “Important & Non-Urgent” things before they become “Urgent” will help reduce stress and anxiety. Often, simply cutting back time spent in the “Non-Important” boxes will allow them more time to accomplish their tasks and assignments.
Trying using this chart to help them identify and then do the “Important” things first.
Not Important--Urgent:
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Social media (Facebook, Twitter, Pinterest, etc)
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Sporting events
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Talking with friends or roommates
Not Important--Not Urgent:
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Watching TV
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Reading for fun
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Video games
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Shopping
Strategies and Tips for Scheduling
1. Add the fixed blocks of time first (work and class
schedules, etc.)
2. Include time for errands (grocery shopping, laundry, etc.)
3. Schedule time for fun (social activities and hobbies)
4. Set realistic goals
5. Allow flexibility in your schedule
6. Study two hours for every hour in class
7. Avoid marathon or long study sessions
8. Set clear stopping and starting times
9. Plan for the unexpected
10. Involve others when appropriate
11. Keep the bigger picture in mind
12. Filter tasks before scheduling them
13. Consider technology use carefully
(Ellis, 2003, p. 48-49)
