GUR Workshop Series

Time Management Workshop

DATE: SEPTEMBER 26 (THURSDAY)

TIME: 2:30PM- 4:00PM

VENUE: QR 611

What are your challenges on time management? ❖ Too many tasks?

❖ Clashed schedule?

❖ Not enough time in a day?

❖ Delayed in task completion?

❖ Computer games?

❖ Friends?

1. Goal Setting

2. Planning

3. Taking Actions

Intended Learning Outcomes:

By the end of this workshop, students would be able to:

❖Identify own challenges in time management

❖Describe the key concepts for improving productivity

❖Develop personal action plans

RocksPebblesSAND

Game time!

Pickle Jar Theory

Time is limited.

“We can always fit more things into

our day”,

BUT,

We have to put the big pickles in

first.

Therefore,

TIME MANAGEMENT is important !https://www.youtube.com/watch?v=fmV0gXpXwDU

Goal Setting

❖Goals

❖Give us direction

❖Helps us to accomplish the tasks under our goal

❖What is your goal in university?

❖Graduation

❖GPA/ award

❖Develop social network

❖Other learning experiences

Knowing the Tasks

❖List out the tasks related to the goal❖Create proper targets

❖Give us direction to use our time effectively

First tip:

❖Goal setting is important but not enough for us to use our time effectively❖ a big picture ❖ direction to achieve our goal

Imagine you are..

❖Sasa❖Sasa is year 1 student in PolyU,

like most of the students, she wants to gain more experiences and graduates with 1st class honour . However, she feels difficult to arrange her tasks, she wants to do many things but doesn’t have enough time to finish them all..

Knowing the Tasks

❖CAR subjects and the additional requirement (CSR, CR/CW, ER/EW)

❖ Service-Learning

❖ Healthy lifestyle

❖ Student Activities (Dance Society)

❖ Social gathering (eg. Dating or meeting friends)

❖ Internship (WIE)

❖ Exchange

❖ Leisure activities

First tip:

Be specific!Break the tasks into smaller steps!

For example, revision time for a CAR subject with ER/EW requirement, extra time spending on the assignment

NOT ENOUGH!!Consider more on:o Time spending for

revision?o Any assignment, group

project?

Prioritization❖Helps us to set priorities in our lives

❖Categorize the importance and urgency according to your goal

❖Individual differences (goals are different)

Second tip:

PrioritizationSecond tip:

1. Need to get the tasks done immediately 2. You can decide when

to do them, but not before the first category

3. Get it done asap, once completed, don’t spend time on it 4. You don’t need to do

them but you want to do them

MANAGE FOCUS

AVOID LIMIT

Prioritization❖Urgent: Involved time pressure

❖Important: Shaped by our own value

❖Effectively manage your time by prioritizing tasks correctly:

❖Focus on the things that you can control

❖Manage your time well to prevent too many deadline driven tasks

❖Avoid spending too much time on minor tasks

❖Limit the leisure time before you finish your task

MANAGE

AVOID LIMIT

Second tip:

Before Scheduling ❖Help you manage the time better in order to do as many things as possible in 24 hours

❖Each square represents 1 hour

❖Roughly think about how you will spend the hours in a day

❖What are they?

❖How many hours left?

❖Do you have enough time to do all the tasks?

Third tip:

Scheduling ❖From purpose to “plan to action”

❖Involves creating a plan of action for your days, weeks, and months

❖Make good use of organizational tools (Planner, scheduling app)

Third tip:

Time for exercise!

Reminder:When I am doing scheduling, ……

1. List out the to-do-list

2. Categorize them (based on Importance & Urgencies)

3. Estimate time needed for the tasks

4. Arrange schedule with flexibility (buffer time for add-hoc tasks)

5. Schedule for short term & long term

6. Establish a habit to set a schedule regularly

Concentrations/ Focus

ELIMINATING DISTRACTIONS

❖Smartphones and other digital devices

❖ Social networks and online distractions

❖Multitasking and trying to do too much at once

❖ Noisy workplace and chatty classmates

DO NOT BE A TIME WASTER

❖ Turn off all notifications and try to have a few sessions where you go into do-not-disturb mode during working hours

❖Make a daily schedule for everyday tasks

❖ Find a cubicles and sectioned off spaces

Forth tip:

Importance of Filing

❖ How long does it normally take for you to find a document/

thing that you need?

❖Tidy up and save your time

→your productivity will be enhanced with better filing system

and a neat working environment

Other tips: No perfectionism

Self- reflection question:

1. How accurate is your estimated time on completing a task?

2. How challenging is it to meet your own standards?

❖Focus on your goal

→ remove obstacles

Other Tips: Review & Revise

❖Review your plans regularly to enhance the effectiveness

❖Revise the schedule plan based on experiences

Summary on the Time Management Tips

❖Goal setting

❖List out to-do items and prioritization

❖Scheduling (short term & long term)

❖Focus & say NO to distractions

Action Time1. List out all the tasks you have to complete by

next Friday (4 October 2019)→ Write down your class timetable first

2. Prioritize them

3. Schedule your timetable for next week, including your class timetable.

SMART Goal

If you need some advice on your time

management & schedule planning, you

are welcome to make appointment with

your Academic Counsellor!

https://www.polyu.edu.hk/ogur/student/4yr/aa/meet-your-ogur-academic-counsellor

Upcoming Workshops