Becky Miller & Karla Horgan Arévalo

Tuesday, June 7th, 2024

Time Management Practice Workshop

Summer Research Academy �2024

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Workshop Facilitators

Becky (She/They) is a Research Associate in Social Work and the URISE Program Manager. In research, she specializes in intervention development to support coping self-efficacy for foster youth aging out of care. In URISE, she helps students underrepresented in STEM connect to program milestones, mentorship, and to meaningful research experiences that help them plan for future graduate studies and career opportunities.

Karla (She/her) is the Mentoring Academy Coordinator for CIMR. Karla’s training is as a Clinical Mental Health Therapist and has a professional background in education. Karla’s passion for connecting folks from underrepresented communities to educational opportunities has allowed her to work on various grants and scholarship programs that supported DACA recipients and undocumented youth in navigating higher education.

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Icebreaker Activity

1. Find a partner

2. Introduce yourself

Introduction:

Name & Major

What have you been doing to keep

yourself well? (Physically, emotionally,

mentally, etc.)

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What is Time Management Practice?

Slowing down to map out all your activities and responsibilities

Looking at areas of your life you want to tend to or have time for

Understanding what’s working and what’s not working!

Taking a closer look at how you might spend your time

Any other definitions that folks work with?

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The Idea of Today’s Session…

• Time management in an “active practice” like cooking, running, learning to play the piano. You need practice time. �
• We have some activities to get you practicing today

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• Perspectives - there’s no such thing as perfection; some days just don’t go as planned

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• We are always practicing and iterating with our schedules - meaning, we build on things we know and what we are learning

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Dashboard Activity

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What systems do you use to manage your time?

Use your tech to open Slido word cloud

• Go to Slido.com or scan QR
• Enter #6235343

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Sunday Meetings Practice

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Sunday Meetings Practice

• The idea is to make a list every Sunday of what you need to do that week, or future “to do’s” where you need to build in work time before a project or paper is due�
• Prioritize your “to do” items and add them to a timeline or calendar to reference �
• As you prioritise, estimate how long it might take you to accomplish the task and where you need to schedule “work time” to accomplish things
• (ie: a powerpoint, a paper, a blog post, a personal reflection assignment - all might have different time lengths to accomplish)

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• Use your calendar to set “Work Block” times so you can go deep on a larger assignment and complete parts of it and then readjust how much you have left to do

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If you are struggling to prioritize all you need to do, try using the Eisenhower Matrix

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Eisenhower Matrix

Do it NOW

Can someone else do this?

Schedule time to do it LATER

Can you eliminate this?

Urgent Less Urgent

Less Important Important

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Eisenhower Matrix Example

Do it NOW

• Finish materials for presentation
• Finish slides for presentation
• Assign names to slides

Can someone else do this?

• Ask someone to print and organize materials for presentation

Schedule time to do it LATER

• Time to practice presentation

Can you eliminate this?

• Changing template?? - not important!��

Urgent Less Urgent

Less Important Important

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Activity

Write down at least 3-5 things you need to do in the next few weeks

Add them to the areas in the Eisenhower Matrix where you think they fit

Compare answers with a partner (5 mins)

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Tips to support planning

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• Pad your due dates! Make your own due date a few days to a week before it’s due�
• Schedule time to do FUN things. �
• Set expectations for friends and family so they know when you are busy and when you are free�
• Communicate your schedule to classmates, colleagues and co-workers who may need to schedule work time with you�
• Look forward to busy times in the terms and set expectations of where you need to prioritize your time (Midterms, Finals, Summer Break)

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When You’re In It

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How to Evaluate What’s Working

• Are you using your system?
• Where do you look first when you start your day or your work?
• Managing distractions
• Using timers
• Taking breaks
• Putting your phone on do not disturb
• Giving yourself social media time limits
• Being nice to yourself (reframing as a way to advocate for yourself)

Any other ways that folks evaluate what’s working (or not?)

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Systems to Support You

Does anyone have experience with:

• To-do list
• Paper planners
• Google Calendaring (Appointments & Work Blocks on Calendar)
• ASANA & Trello - task and time management
• Other time-management or project management software?

Do you like it? Does it help? Why or why not?

Where do you put personal vs. professional/school tasks?

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Practice Time Negotiation

• Practice communicating (or over communicating!) your schedule to others (especially your bosses!)�
• Practice not saying YES to everything right away - check your schedule first and communicate when you are free�
• Practice negotiating around what you can take on or organize, and practice healthy boundaries that protect your time to eat, sleep, rest, and exercise, make art, spend time with family, etc..

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Wrap Up Q&A

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