Time Management

EJAZ RASOOL DAR

“
No one has
enough time,
but everyone
has all there is.
Managing your time
Ask yourself:
 Do you make a to-do list?
 Are you flexible with your plans?
 How often do you accomplish what you
plan?
 Do you plan for things that are
personally important to you?
Managing your time
Ask yourself:
 Do you make plans in order to keep
things in your life under control?
 How often are your plans hindered by
interruptions?
Basics of time management

Step one: Set specific and definable goals for

yourself. These goals should be both academic
and personal.

Step two: Create a calendar that is reflective of

your school terms. Begin by drafting a term
calendar; making sure you have reflected any
major events like projects, term papers, etc.
Basics of time management
Step three: Drill the schedule down some by
creating a weekly schedule that reflect all
activities that you are responsible for on a
weekly basis; including classes, meetings, labs,
club activities, meetings, etc.

Step four: Create a to-do list for each day. This

list should ideally be created the night before so
that there is no doubt about how the following
day should take shape.
One of the most common mistakes of
scheduling is ironically trying to plan
too far ahead. This can be a serious
temptation. Whenever possible, it is
always best to plan for only what
already exists and then to add to your
schedule only as events and activities
pop up and become known.
A schedule will only work if you utilize
it. Simply committing a list of
activities to paper will not suddenly
create a situation in which you can
manage your time better. Keep your
schedule in a prominent location
where you can see it daily and refer to
several times throughout the day.
Avoiding time management traps
 Get into the habit of thinking of
your time as a precious commodity.
 Even mundane, routine tasks can be
easier to handle when you find at
least one thing enjoyable about it.
Avoiding time management traps

 Don’t forget to plan ahead.

 Reward yourself for important
tasks
accomplished.
 Don’t make exceptions and don’t
skip around.
Avoiding time management traps
 If you find yourself avoiding a task
or
activity, face it head on and get it
over with.
 Whenever possible, set deadlines.
 If you need help or advice, ask for
it.
 Work on having an optimistic
attitude.
Avoiding time management traps

 Always be on the look out for ways

to expand upon your successes.
 Don’t cry over spilled milk!
 It’s important to you; it’s important
to find the time to do it.
Avoiding time management traps

 Always be on the lookout for ways

to free up your time.
 Make a habit of periodically
reviewing your habits.
 Always carry a small notepad or
calendar with you.
Avoiding time management traps

Take the time to review your lifetime

goals. Make a note of your progress
and congratulate yourself.
 At the end of each day, review the
tasks you needed to accomplish and
evaluate your progress.
Setting Goals and Priorities
Long-term Career Goal:
 Career as a Physician (10-12 years)

Intermediate Career Goals:

 Enter and complete residency program.
(3 to 5 years)
 Medical School (3 years)
 Bachelor’s degree (4 years)
Setting Goals and Priorities
Short-Term Personal Goals: (Present):
 Major in Biology
 Courses in biology, chemistry and
anatomy and physiology
 At least a 3.5 average for medical
school
 Volunteer work at local hospital
Setting Goals and Priorities

 Volunteer or paid work as a research

assistant
 Study skills course to improve grades
and study habits
 Find a part time job this summer to
begin saving for medical school
Priority can be handled in a number
of ways; such as either numerically
or alphabetically. For example:

1 – Highest Priority
2 – Moderate Priority
3 – Lowest Priority
Every schedule, regardless of style
or design, must have balance.
Every student, no matter what
their personal desires and goals
may happen to be, need a
balanced life-style in order to be
efficient, successful and happy.
 Keep your balance
Physical
exercise, nutrition, sleep
Intellectual
Social cultural, aesthetic
intimate and social relationships
Career
Emotional school and career directed work
expression of feelings, desires
Spiritual
quest for meaning
Procrastination, Distractions,
and Other Problems
A big problem with the success of many
time management and scheduling plans
occurs when distractions intervene and
students allow themselves to procrastinate
to the point that not only are their short
term goals compromised, but their
intermediate and long term goals as well.
Overcoming distractions

 Ask for help and cooperation from

those around you
 Allow time to be spontaneous
 Be realistic in your planning,
approach and do not set yourself
up to fail
Overcoming distractions

 Make sure you jot down your

schedules and priorities on paper
 Review your long-term and
intermediate goals often. Keep a list
where you will see it often
Overcoming distractions

 Continually try to eliminate

unnecessary tasks
 Take advantage of your natural
cycles, schedule the most difficult
activities when you are at your best
Overcoming distractions

 Learn to say "No" to people,

including spouses, friends, children,
and parents
 Reward yourself for effective time
management
It is critical to take advantage of
your own natural time management.
You may have heard of the term
biological rhythms. This term refers
to the times of day when your
energy levels are at their highest
and when you can accomplish your
most important work.
myth
“I need to be able to do
everything everyone expects
of me”
 fact
You simply can’t be everything to everyone. The
needs and demands of others may not be timed
right in order for you to meet them or they
simply be impossible for you to meet at this
time. While important to others, they may not
be a priority to you. By attempting to meet all
the needs and demands of other people, you will
create a situation in which you fall short of
meeting the goals that are important to you.
myth
“Events outside my power
control my life.”
 fact
You always have at least some control over
certain events in your life. Furthermore, you and
only you have the responsibility for exerting that
control. Make a point to learn what you can
control and what you can’t. Look ahead to the
future to anticipate demands on your time that
you can’t control. This will help you to
determine what you can do within a reasonable
amount of time; regardless of external events.
Developing priorities is critical to
any successful time management
technique. Without priorities it
can be difficult to get anything
accomplished or focus on the
most critical tasks.
What is the purpose of the job?

What are the measures of success?

What is exceptional performance?

How do you achieve it?
What are the priorities and deadlines?
What resources are available?
What costs are acceptable?
How does this relate to other people?
What is the broader picture?
Always allow room for flexibility.
Some things are just inevitably going
to occur that you have no control
over and while you cannot plan for
those exact circumstances you can
leave enough room in your schedule
to adjust your plans for unexpected
events.
“One more day won't make “It won't
any difference; I'll just put matter if I'm
that off until tomorrow.” a few
minutes
“I work best under pressure.” late; no one
else will be
“I'll watch just 15 more on time.”
minutes of TV.”
“I can't start on this paper until I know
just how I want the first paragraph to
read.”
 Avoiding procrastination is as
simple as developing good decision
making skills and techniques.
Decision making can appear to be
a complex issue and skill on the
surface, but in reality it is nothing
more than choosing one course of
action from several possibilities.
 Delegation isn’t just for corporate
executives. Everyone needs to learn
how to effectively delegate.
Successful managers and leaders
make it an art form.
 Ask yourself:
Can someone else could do the
job at least as well as 80% as you
would?
“Right now; what is the
most important way I can
utilize my time?”
You can’t put an end to all
problems, but good time
management will enable you to
respond appropriately and be
flexible enough to ensure that
even problems won’t completely
derail your goals.
Using waiting time
As much as we try to avoid it and as much
as we plan, life is going to involve a certain
amount of waiting.

 Always confirm your appointment the day

before.
 Don’t arrive more than 5 minutes early.
 Always have something with you to work
on during unavoidable delays.

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Never give into the pressure to
be placed on hold. Instead, ask
for a time when you can call
back or leave your name and
telephone number for them to
return your call.
Many people fail to realize how
much inefficiently handling their
time can actually cost them.
They assume that if they are not
actively employed in an outside
job, their time is their own. They
fail to calculate the real cost of
wasting time.
Time flies when you’re having fun

The same can also be true when you’re

pressed to the wall for a deadline. If
you find that you frequently encounter
a pressing deadline with no idea where
the allotted time for the project went,
it’s a good idea to begin keeping track
of how you use your time.
How many hours do you sleep?
How many hours per day do you
spend on activities?
How many hours per day do you
spend on meals?
How many hours per day do you
spend on errands?
How many hours per day do you spend
in class?
Avoid last minute
cramming

Plan ahead.
THANK YOU