Time Management Strategies for Increased Productivity
Explore effective time management techniques such as goal setting using the SMART strategy, creating daily to-do lists, controlling interruptions, self-reflection, strategies for engagement, and tracking activities to enhance productivity and success in various areas of life.
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Do you manage your time or does it manage you? By: Sandra Petersen PhD. Professor of Molecular NeuroendocrinologyofReproduction Director,STEMDiversityInstitute Director of theNortheast Alliance for Graduate Education and theProfessoriate
Goal Setting Use the SMART strategy to set goals that are: Specific Measurable Attainable Relevant Time Bound
GOAL Setting (2) Determine what you need to accomplish and set a deadline. Divide the overall task into smaller ones that allow you to achieve benchmarks. Post your overall goal and your intermediate goals. Create a daily to-do list If you are not meeting your goals, determine why.
Developing your to-do list List everything you need to accomplish each day Prioritize the list (1-5) Estimate the time required for each task If too many tasks have the highest priority, go through the list again Rewrite the list to reflect priority Do not deviate from your plan May need to have separate to-do lists for personal, lab and academic tasks experiment! Allow 15 min at the end of the day to set to-do list for the following day
Controlling Interruptions Set a time to talk with those who interrupt you. Make it clear that you would like to talk with the person, but now is not a time when you can give them your full attention. No one likes to be rude, but Remember, time is a valuable resource and needs to be protected!
Are You the Problem? Do you sabotage yourself? Are you the Interrupter? What are you feeling when you are not engaging in the task on your to-do list?
Strategies for Engagement Make yourself stay focused on a task for at least 15 min Reward yourself for meeting your goals Determine why you cannot make yourself focus Get help from advisors and colleagues
Activity Logs How much time do you spend at work doing things that don't contribute to your success? Keep an Activity Log for a few days to understand how you use your time. After you evaluate your log, determine whether you are really using your time to your maximum benefit. Use the log to reprioritize when you do what types of tasks decide when you are most energetic to tackle those big ones!
Activity Logs (2) Record the following every time you change tasks: Date/Time. Activity description. How I feel. Duration. Value (high, medium, low, none).
Efficiency and Effectiveness Tips Disconnect from phone and email Answer emails at specific times each day (morning, noon and evening) Never touch a piece of mail more than once Monitor your socialization time
Procrastination Symptoms Filling your day with low priority tasks Reading e-mails several times without dealing with them Starting a high-priority task, then immediately going off to do something else. Seeking out people to talk with. Leaving a high priority item on your To Do list for a long time Regularly saying "Yes" to unimportant tasks that others ask you to do Waiting for the right mood or the right time to tackle an important task
Why Do You Procrastinate? Task seems overwhelming Doubt that you can do the task Perfectionism Unpleasant to you Just disorganized
Overcoming Procrastination Come up your own rewards. Consciously focus on how good it feels to accomplish a goal. Peer pressure works! Identify the unpleasant consequences of NOT doing the task.
The Biggest Rewards Time to enjoy your life without thinking you are behind or not getting anywhere . Feeling that you are in control of your destiny! Enjoying the praise that comes from a job well done in a timely manner! Knowing that you are meeting expectations of your PI. RELAXATION!
