Time Management Strategies

Retrieved and adapted from https://socialwork.buffalo.edu/content/dam/socialwork/home/self-care-kit/exercises/time-management.pdf

Creating To-Do Lists

A To-Do list helps you get organized… When creating a To-Do List, write down ALL of the task you have to complete, no matter how big or small!

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Prioritizing your work is important for keeping yourself organized and accomplishing items on your To-Do List. By prioritizing work, you plan the order in which you’ll do things, so you can tell what needs your immediate attention and what you can forget about until later.

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3 Steps to Prepare your To-Do List

1. Write down the tasks you need to accomplish. Break down large tasks into smaller pieces
2. Review tasks and allocate priorities from A (very important) to F (unimportant). If too many tasks have a high priority, run through the list again and downgrade the less important ones.
3. Rewrite the list in priority order. This allows you to separate important tasks that need to get done sooner from tasks that can wait to get done

Scheduling Tips

Scheduling is one of the most important time management skills you can use! You can use a scheduling system to help you including a diary, calendar, planner, or software like Google Calendar, Microsoft Outlook, or iCal.

Scheduling is a 5 step process:

1. Identify the time you have available
2. Block in essential tasks you must carry out (like going to class, or attending meetings). It can be helpful to set reminders for these tasks if you use a calendar software
3. Schedule in high priority urgent task and vital “house-keeping” activities such as XX
4. Block in appropriate time to handle unpredictable situations or events
5. In the time that remains, schedule the activities that address your priorities and personal goals.

Overcoming Procrastination

In order to overcome procrastination, it’s helpful to first recognize that you’re doing it, then figure out, and lastly use strategies to overcome it!

1. Recognize that you’re procrastinating. Here are some common warning signs:
1. Filling your day with low priority tasks from your To-Do List
2. Immediately going to get coffee or check emails when sitting down to start a high-priority task
3. Leaving an item on your To-Do list for a long tie even though yu know it’s important
4. Saying “yes” to unimportant tasks that others ask you to do to fill your time instead of completing your important tasks

Overcoming Procrastination (continued)

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2. Figure out why you’re procrastinating. Common reasons for procrastination are:

• Finding the task unpleasant
• Finding the task overwhelming

3. If you’re putting off a task because you just don't want to do it, it can be helpful to figure out ways to motivate yourself. The following approaches can be helpful:

• Make your own rewards. For example, promise yourself a tasty snack or a trip to your favorite store if you complete a certain task
• Ask someone else to check up on you to keep yourself accountable
• Identify the negative consequences of NOT doing the task

If you’re putting a task off because it’s overwhelming here are some tips:

• Break the project into a smaller, more manageable tasks
• Start with some quick small tasks even if these are not the logical first actions. This will make you feel as though you are achieving things, and perhaps the whole project won’t be so overwhelming