Total Time Management & Productivity for University Students | Cal Hyslop MBA, University Instructor | Skillshare

Total Time Management & Productivity for University Students

Cal Hyslop MBA, University Instructor, Work Harder on Yourself than Your Job!

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5 Lessons (28m) View My Notes
    • 1. Time Management's Mystery Question

      5:15
    • 2. Why Is Managing Your Time Essential?

      2:59
    • 3. The Five-Step T.M. Process

      10:08
    • 4. Tried and True Time Tested Tips

      5:20
    • 5. Your Mystery Question Answered

      4:06

About This Class

In this lesson, you will learn how to identify time-wasting areas in your life and use a Harvard graduate's tips on time management

You will also benefit from learning how to accomplish more with less effort, improve decision making, and develop a better sense of self-discipline. "How to Get Time to Work for You" will address the time management steps of goal setting, time tracking, planning, self-monitoring, and time adjusting.

This class is one section of a 12-part course. To see the entire course, visit https://skl.sh/2U2VFQs.

And if you liked this class, be sure to check out my related courses that may benefit you even further! 

  1. Envelope Budgeting Made Simple - https://skl.sh/2O5jVAh
  2. Money Management for 18-16 Year-Olds - https://skl.sh/3klhe9c
  3. Core 12 Life Skills - https://skl.sh/2U2VFQs

Hope to see you in class again soon!

Transcripts

1. Time Management's Mystery Question: hello and welcome to our second core lesson. And this one is all about time, specifically time management. And the title of this particular core lesson is how to get timeto work for you. Let's take a look at our quote of the day, and then we'll go through the list of what's to be expected in this lesson are quote of the day. Is this ordinary people think, merely of spending time? However great people think about using it, something to keep in mind as we progress. What will cover in this lesson is first of all, our introduction of mystery question. Then what is time management and why do it the five step process to good time management time management tips and then finally will wrap it up with the mystery question answered. So let's get into the next part. First of all, if you will recall our previous lesson on goals, you learn how to set goals and not only how to set goals, but how to set smart goals. Remember, specific, measurable, attainable Roven end time based. You also know that having goals plus a strategy is your formula for success. But how true is that Well, the truth is that good intentions just aren't enough. And I think everyone's experience this most likely you've had goals before, and you had a clear strategy. But for some reason you didn't reach those goals. And this is all too common. For example, losing weight. Most of us have wanted to lose weight or still hope to lose weight. But how often do we succeed? How often do we fail? There are a lot of reasons for this. What do you think? Why do you think a lot of people fail to lose weight and keep it off? And what about more generally, Why do you think people fail it goals in general, while Do you know when you should work on your goals? Do you know the best times toe work on your goals? Because, you know timing is crucial. Let me introduce you quickly to a man named Robert Child any or doctor child, Any doctor Robert Maldini has spent his entire career researching the science of influence , earning him an international reputation as an expert in the fields of persuasion, compliance and negotiation. So he's someone you can listen to, and he states that research shows that this disappointing success rate that we all experienced is caused mostly for two specific reasons. Number one is that we don't really recognize the best times to work on our goals. And Number two, we're quite often distracted not by normal events but unexpected events that just happened out of nowhere. And then we lose focus on our goals. And interestingly enough, he shown that there is a scientifically proven method to get around this issue, and it's rather simple. He says that by saying a specially worded quote unquote self statement, you can overcome these problems. For example, when patients were having trouble remembering to take their medication and they used these self statements, adherents rose from 55% to 79%. That's pretty significant. Furthermore, when recovering drug addicts were asked to prepare a resume to help them find a job after being released from their rehabilitation clinics, there were very impressive outcomes. Some people were asked to use this self statement, and of course there was a control group where they were not. What do you think the results were? Well, those who did use a self statement 80% remembered 80% successfully completed their resumes , however, those that did not use a self statement or were not asked to. What do you think they're percentage waas shockingly 0%. What a huge difference between the two. So this should give us an idea that this self statement has some effect. So my mystery question to you is what was this self statement that was so effective? Can you guess what it ISS keep that in mind as we progress throughout this course. Maybe you can guess. And if not, I'll let you know at the end. So let's recap what we covered on this section on or quarter lesson on time management. We came to understand that although you have goals and you have a strategy, good intentions really aren't enough. You need to know when to do your goals properly, which leads us to the next part. Recognizing the right times, you need to recognize when you should work on your goals. In addition to that, you need to be aware of unexpected events and make sure that they don't interfere with you working on those goals. Number four I mentioned that there's a certain self statement people use that really helps him overcome the problems of timing and unexpected events. And finally, it is my question to you. What do you think that self statement is okay, that completes our introduction and mystery question. Next, let's get ready to learn about what is time management and why should you be doing it? 2. Why Is Managing Your Time Essential?: So our next section is. What is it and why do it? My question to you again is what is time management and why do it? Well, let's start with the definition of time management. What is it? Well, you can probably guess, but just to be certain time management is the process of organizing and planning how to divide your time between specific activities. Good time management enables you to work smarter, not harder, so that you get more done in less time, even when time is tight and pressures high. Failing to manage your time damages your effectiveness and causes stress. It seems that there is never enough time in the day, right? But since we all get the same 24 hours, why is it that some people achieve so much mawr with their time than others? The answer lies in good time management. Overall good time management skills will help you get better grades, limit the amount of stress in your life and help you become more competitive in the workplace, especially since most others don't take the time to manage their time. So do what others are not willing to do. Manage your time, however, many systems for time management fail. You may have experienced this in the past. Many people try to squeeze as many things as possible into their schedule to be as productive as humanly possible. But most of us are not Superman or superwoman right. Our approach to time management needs to be realistic. Otherwise, you'll have too much trouble trying to keep up that you'll actually start falling behind. Then you may even completely abandon your effort or your goals, and you may just completely quit. Keep this in mind. Would adding tasks to your schedule? Keep it realistic? So remember that in order to accomplish the daily requirements that you need to get done and still be ableto work towards your goals in life and have time for yourself, you need to have a plan to manage these things With respect to the time they take and the time you have simply put, you need to manage your time regularly and keep this quote in mind. Time is more valuable than money. You can get more money, but you cannot get more time. So to wrap up this quick lesson, we defined what time management waas and we look at the reasons to manage your time effectively. One is to work smarter, not harder. The next is it will help you achieve Maurin life. And finally, we need to make sure that we're realistic, that we're not trying to squeeze too much into our schedule because remember, everyone has the same number of hours in a day. And now that you know what time management is and why you should be doing it, let's get ready for the five step process to help you manage your time most effectively. 3. The Five-Step T.M. Process: so now hopefully you have a better idea of the importance of time management, and you're ready to make more of a commitment to manage your time for, of course, your success. So let's get into what is called the five step time management process that will help you on your way to better results. The five step time management process is fairly simple, and it's something that you should continue to dio. First we start with goal setting, then time tracking, then on to plan making, then taking action and finally shifting and adjusting. And it repeats itself over time. First of all, gold setting. You're already really familiar with this one, aren't you? Congratulations. Now you have, ah, good understanding of setting your goals and breaking those goals into smaller goals, thus creating a strategy to complete your ultimate goal. So we really don't need to spend a lot of time or any more time on that particular subject because you already have a fairly good idea about it. Part two is time tracking. In order to better manage your time, you first should have a clear understanding of what you actually do with your time. You may be surprised how much time is spent doing things that you may not have been entirely aware of, and on things that really have little or no benefit to you. What activities might you be wasting time on a really good question to ask yourself. We want to eventually right the things that we plan to do. However, we need to first understand what we actually do. So let's spend one day being conscious of all our activities over 24 hours and make a log on how we spend that time. So I have a little bit of homework for you. I'd like you to get out your time tracking worksheet Looks like this, and I want you to put down what you plan to do and then later where you actually did. So Here's a better view of your time tracking worksheet. After this lesson, I'd like you to go in here and right down. What do you plan to do? Let's say for tomorrow. Starting 7 a.m. All throughout the rest of the next 24 hours. Now, of course, you need to put your sleep in there somewhere, too. How much sleep do you plan to get. Then on that actual day, I want you to log what you actually do throughout that day and compare the two. You might be surprised what you find. It's up to you how you interpret this worksheet. However, the idea is to eventually have your actual activities match your planned activities. This may not be possible for everyone at first, but that's OK. Just make sure you continue to make progress. Third, on our list is planned making you've probably already used various planning tools. If you're currently a student in university, you probably are using a helpful calendar that lists all your classes for each day of the week. If so, that calendar has been helpful so far, right? Good. Keep using that calendar and let's keep track of all of your other activities and responsibilities on a new calendar. As we do this, keep in mind that we're making plans that could always change. Don't be a slave to your plans. Be flexible and continue to adjust your calendar to fit your life. Life can be unpredictable. That's okay. So I have another worksheet for you. I'd like you to get out your monthly calendar and we're going to plan your month, and in the meantime, get out your goals. Strategy worksheet from our previous lesson on goals. And let's use it to start planning the rest of your month or the next month. It's up to you based on your goals. Strategy worksheet Right down due dates for items right down days or times you plan to use working on things to reach those do days on your monthly calendar. Worksheet. Get a clear sense of what you need to do for each day of the week for the entire month. And here's a closer look at your monthly calendar. So it says, after writing down your goals into a strategy, decide what things you need to be working on an accomplished for each month. Write down these items in the calendar below so that you have a clearer idea of what things you should accomplish for each day of the week for an entire month. So here we go, starting on a Sunday, ending on a Saturday and just take the time. You, of course, have to put in the numbers of the month yourself the days of the month so you can use this repeatedly. All you need to do is print it out or just use it on your computer. This could be a really helpful tool to help manage your monthly agenda, and I really suggest that you manage your day with some sort of app. Now, whether you're an iPhone user or an android user, there are all kinds of time management APS out there waiting for you, and a lot of them are free. Choose one that works best for you. I'm an apple user, and I think this is only available for Apple users as well at the Apple store here. But I like something called Summit Daily Planner right here. I use it religiously. I use it every day. And let me tell you, it has really made a difference in scheduling my to do list and keeping track of what needs to get done. So get yourself in app today. The fourth part is taking action, so you want to get to work on putting thought into action. Now that you've planned out what you do for one month, you don't have to waste time thinking about what activities to do each day you're now organized and have more direction in life, you're now much more likely to accomplish what you hope to accomplish, However, still, keep in mind that you'll probably need to adjust your goals and plans because of unexpected events or changes in your goals. Some things will take longer than planned. That's just natural, and new tasks might emerge. Distraction will also pop up. Be aware of these distractions and trying not to let them affect your progress. Remember that no one is perfect, and no plan is either. In the final stage of this process is shifting and adjusting. As you get closer to finishing your tasks, obstacles may get in the way. The's troubles could be predictable or unpredictable. They may be controllable or uncontrolled for those that are out of your control. Do what you can to get back on track as soon as possible. For those that are within your control, be forceful to stop them from hurting your progress. The more you practice stopping these obstacles, the easier it gets and let me share with you. Five. Common obstacles. Number one Getting started. There's a fear of poor results or negative evaluations that people have when beginning to begin a great way to overcome. That is, just commit to completing 10 minutes into getting started. That's really the hardest part. Then we have procrastination waiting to do something. You know. People distanced themselves from stressful activities. We don't like pain, so we try to avoid it as much as possible, and we associate these stressful activities with pain. So if you're feeling overwhelmed, just finish a few simple items first, and then you can return and start later. Motivation. Are you lacking motivation or motivated to do something else? Be mindful of what motivates you. Be mindful of motivating distracters. Talk yourself into getting motivated and you can make that little leap forward commuting. How can you use commuting time to your advantage? Well, while you're commuting, make the most of that time. If you're on a subway and you're not driving well, read something right, something down. Listen to something that's of advantage to you use that time intelligently. If you are driving, your hands aren't free, but your ears are so listen to something that's of advantage to you. You're in control here, make your commute work for you, not against you, and then time between classes. If you have blocks of time between classes, use them wisely, similarly to commuting. Planned this time in order to get other tasks out of the way that a really lower your stress, free up your time and make you more productive. So there you have it. There is the five step process to really good time management. Highly suggest that you give it a try and commit to it later. If not now. So what did we go over? We went over goal setting something you know is our lesson. Our number one lesson or first lesson hopefully have a really good idea of that by now. Two time tracking. Make sure you track what you do each day. Plan making. You gotta have a plan. If there's no plan, then you can't really implement something right. Then take action. Ideas air. Great but ideas. Air useless without action and finally shifting and adjusting. The world is complicated. Life is complicated, so things are always in flux. Things are always changing. You just got to be ready for, so don't be too concerned about when things are when obstacles come your way. Just adjust your time and adjust your plan. Okay, remember, don't forget that five step process and let's get ready for the next section of this core lesson, which is a few time management tips, and they're pretty good tips dio. 4. Tried and True Time Tested Tips: How would you like a few tips on how to manage your time a little bit better and I've got a special category. I have some tips from an actual Harvard graduate, so let's check out these tips. Here are a few tips to keep in mind directly from the mouth of a Harvard graduate and a successful one of that number one segment time that you work in tow Large chunks of time. Your priority should be to focus and finish tasks. This limits transition time needed for your brain to switch. Focus. So when you have a lot of things to do, ca lump them together. If you don't, then you're going to be switching your focus for one thing to another in between breaks, and this puts a little extra stress on your brain. Next, steal time and take advantage of moments when you have nothing to do, like when travelling on the subway or jogging on the treadmill. We mentioned this earlier. One of your obstacles was commuting, so when commuting used that time as efficiently as possible, but not just commuting. The example here is also jogging on the treadmill exercising. That's actually something that I do. Jogging on the treadmill is pretty boring, right? What I do is watch YouTube videos that are on subjects that interest me, subjects that will help with personal development. Can you watch any videos or listen to any podcasts? Perhaps that will stimulate your mind That will help you get things done that could help you prepare for classes. Or that can help you finish something that you've been working on. Learn things correctly the first time. Pay attention and concentrate went in class and remove distracters, such as your phone while in class. Focus. Put your phone away. Listen to the lecture. Pay attention to the material. It's a waste of time if you don't right. And if you do it right the first time, well, you're not gonna have to go back and do it again. That could be a realtor time waster. So pay attention the first time. Prioritised correctly. Don't let socializing become more important than homework and sleep during the weekdays. Do most of your socializing on the weekends. Sure you want to be social. It's an important thing in life. Social people are more successful but prioritize things. Make sure you're getting your work done during the week days and have time for fun on the weekends. And don't neglect sleep. Sleep is incredibly important not only for your productivity but also your happiness. And finally, the 80 20 rule with school. Spend most of your time on projects that will have a bigger impact on your grade. Now. The 80 20 rule means 80% of your grade may come from 20% of the work. Find out what work that is and focus on that. That is the art to prioritizing. Now I have a few bonus tips for you as well. Do not multitask. It's a myth. Ladies and gentlemen, you cannot focus on two things efficiently. At the same time, someone once said what multitasking actually is. Multitasking is doing two things poorly at the same time schedule the next day in advance. No, you want to accomplish tomorrow? Write it down, Schedule it. Put it into your time management application and you'll be ready for tomorrow. Take small breaks and make sure to properly unwind before bed. Now the brain needs breaks. It tends to lose concentration After about two hours, take a small break. Refresh yourself get a coffee, get something to eat, do something that's not task oriented. And before you go to bed, take time to relax. You probably don't want to be on your smartphone. You know what you probably should do? Read something interesting. Reading actually tends to relax the mind and body, believe it or not, for be able to say no to socializing too often or too late. Once again, be careful with your socialising. You don't want to do it too much, and you definitely don't want to do it too late, even on the weekends. Because if you do, your whole next day is ruined and number five reward yourself with accomplishing bigger goals. Remember in our goals lesson when you finish something when you reach a certain goal, celebrate, do something fun. It makes that all the more sweeter. So what do you think? Do you have any other tips to help with time management? What works best for you? Whatever you answers to these two questions, jot it down, write it down, added to the list that we've just gone over experiment with what works best for you. So there are a couple time management tips that really can help you if you use them. We briefly went over a few tips from a Harvard graduate, and I gave you a few bonus tips. Don't forget, take advantage of these. Make them work for you, and you'll be so happy that you did. So let's get ready for the next lesson. Our mystery question answer. 5. Your Mystery Question Answered: Do you remember when I mentioned Dr Robert Chaldean E? Well, let's get into answering our mystery question and I'll remind you about this particular Dr Robert Child. Any mentioned that research shows that there's a disappointing success rate when we're working on some goals. And it has two reasons generally one not recognizing the best times to work on our goals and to being distracted by unexpected events. So what can we do about this? There's a self statement that's been scientifically proven to help overcome these two particular problems. My question to you was, what could this self statement be? Well, were you able to guess? Let's take a look at the answer. Dr. Robert Sodini mentioned that if you can make and if when, then statement and use this statement when you come across these two obstacles, it has a profound effect on helping you accomplish your goals. What the's if when then statements actually do is help you identify cues around your goals , and it helps you get ready to take action when we come across these obstacles, for example, losing weight. If you use this self statement if or when I want a snack at night. Then I'll eat fruit. Your success rates go up. Or, for example, if when I don't feel like exercising, then I'll remember that the hardest part is showing up to the gym. The's self statements could make it much easier to actually get to the gym and exercise again. These statements are designed to put us on high alert for a particular time or situations when a productive action can be performed. We first noticed these favorable times and then later associate, then actions with those situations, making them become closer toe habits over time. Take a look at your goals. What, are you having? Some problems accomplishing? Is it losing weight or something similar? Can you come up with some? If when Then statements for yourself. Push, pause and try and create one of these statements. Go ahead, give it a try. Okay. I have a little bit of homework for you. For our next lesson. Personal finance. What I'd like you to do is find your weekly expense tracker worksheet. And I want you to track your spending for the next week, list your expenses over that next week. So this is what your weekly expense tracker looks like we've got one week Monday through Sunday. Now you might not have enough items in here. Items space. That's okay. Work with it as best possible. List the expenses that you actually incur over the next week, starting with whatever day you're on list. Those expenses make notes in this area here and then the amount once a week is up. Go ahead and give it a total amount spent. We're gonna need to use this worksheet to help you on our next core lesson on personal finances and use an application to help you keep track of not only spending over the next week, but for the future. Search Google for the best budgeting application of the year. Using an app can really make a difference. So give it a try. Download one today and don't forget become a teacher. Is there someone that's having trouble reaching their goals that you know of a family member or a friend? Is someone having trouble with managing their time? Use what you've learned over this lesson in the previous lesson on goals, and who knows you could help change someone's life. Okay, lets conclude this lesson on time management and get ready for the next lesson. The third lesson, which is pretty interesting on personal finance