Time management and Project Management

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Time management and Project Management

• Undergraduate Research Skills
• Nayda G. Santiago
• ARG - CAHSI

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Outline

• Time Management
• Project Management

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Why manage your time?
Is this the picture that represents you in your
normal state?
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Or is it more like

• We need to manage time because
• ?
• ?
• ?
• What is your reason?

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Understand your time

• Time is your most valuable resource.
• Analyze your time to understand the most
  efficient way to use it.

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To understand the value of time

• Value Every MinuteAuthor Unknown
• To realize the value of one year Ask a student
  who has failed a final exam.
• To realize the value of one month Ask a mother
  who has given birth to a premature baby.
• To realize the value of one week Ask an editor
  of a weekly newspaper.
• To realize the value of one hour Ask the lovers
  who are waiting to meet.
• To realize the value of one minute Ask the
  person who has missed the train, bus or plane.
• To realize the value of one second Ask a person
  who has survived an accident.
• To realize the value of one millisecond Ask the
  person who has won a silver medal in the
  Olympics.
• Time waits for no one.
• Treasure every moment you have. You will treasure
  it even more when you can share it with someone
  special.

Taken from http//www.worldofquotes.com/
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Calculate

• Calculate the cost of your time
• Calculate one of my minutes
• My salary (secret) 75,000.00
• My hours per year (10 months) 1500
• 75 per hour, 1.25 per minute

Taken from 1
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Analyze your time

• Taken from Kathleen Riepe, University of
  Wisconsin, Parkside, Time Management
  presentation
• Compute your leisure quotient

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Whats your LQLeisure Quotient?

• Sometimes we just dont realize how much time we
  spent in non productive ways.

• Here are some examples of leisure
• Chat
• Listening to CDs
• Watching tv
• Daydreaming
• What others can you think of?

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Exercise Finding your LQ

• Keep a close record each day of how much time you
  spend on leisure activities.
• Divide this number by 960 minutes to get your
  LQ.
• 960 minutes equals 16 waking hours per day.
• Leisure activities are important to help you
  recharge, but too much can be detrimental.

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Exercise

• Fill the document with yesterdays tasks.
• Find out your leisure quotient.

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The WADE Method

• W Write it down
• Record everything you have to do
• Use a planner or to-do pad
• A Add it up
• Estimate how long your tasks will take
• Best, Worst, typical?
• D Decide
• What will you actually do?
• Are you overloaded? Delete, delegate, delay,
  diminish (to shorter tasks)
• E Execute your plan
• Do not procrastinate, do not do things perfectly

Taken from 2
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Mark Twain

• If you want to kiss a frog, kiss it fast
• Do difficult tasks first.
• They grow.

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Not sleeping a solution?

• Student lag
• Jet lag
• Are you creating the equivalent of jet lag by
  keeping an inconsistent sleep schedule?
• Do you get up at about the the same time each
  morning?
• Do you almost always get 7-9 hours of sleep per
  night?
• If you answered no to any of the questions, you
  are compromising your bodys efficiency.

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Decreased Sleep

• Cumulative sleep loss can lead to decreased
  waking alertness, impaired performance and
  worsened mood.
• Bonnett, 1985 Broughton and Ogilvie, 1992
• Decreased performance related to sleep loss has
  been implicated in some major disasters.
• Exxon Valdez
• Sleep deprivation is equivalent to the effects of
  alcohol intoxication
• Fatigue Among Clinicians the Safety of
  Patients, David M. Gaba, MD and Steven K. Howard,
  MD, New England Journal Med Vol.347 No 16
  10/17/02
• 24 hrs of sustained wakefulness is equivalent to
  0.10 Blood Alcohol Concentration.
• Dawson and Reid , 1997
• Surgeons awake all night had 20 more errors and
  took 14 longer to complete the task than those
  who had a full nights sleep.
• Lancet, 1998

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Symptoms

• Feeling tired not rested
• Mood changes
• Irritability
• Affective liability
• Impaired Cognitive Functioning
• Poor concentration and memory
• Decreased attention
• Calculation problems
• Difficulty in making quick, correct decisions
• Inability to reliably estimate your ownalertness
  due to above symptoms

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Sleep Deprivation

• Gilberto Colon Latimer
• QEPD

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Are you working youre As off?
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How would prioritize this list of daily tasks?
Write the underlined word of the tasks which
would be on yourA ListB ListC List

• Buy laundry detergent.
• Write a eight page essay for English.
• Prepare for a Biology quiz.
• Dust the videos on the bookcase.
• Review for midterm test that counts for 50 of
  grade.
• Schedule an appointment with a Professor.
• Complete a journal entry.
• Email a high school friend on another campus.
• Shop for a new pair of athletic shoes.
• Armor-al the dashboard of the car.

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Are you working your As Off?orDo You Have
C-Fever?

• A LIST
• 1 Midterm test that counts for 50 of grade.
• 2 Write a eight page essay for English.
• B LIST
• 3 Prepare for a quiz in Biology.
• 4 Schedule an appointment with a Professor.
• 5 Complete a journal entry.
• C LIST
• 6 Buy laundry detergent.
• 7 Dust the videos on the bookcase.
• 8 Email a high school friend on another campus.
• 9 Shop for a new pair of athletic shoes.
• 10 Armor-al the dashboard of the car.

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C Fever

• Have you ever noticed?
• That the videos must be alphabetized before you
  can settle in to review for a test.
• That rumpled pile of clothes left in the corner
  since Thursday night just has to get folded and
  put away before you can start that English essay.
• If so, you may be suffering from C Fever

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Conquer Procrastination
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5. Conquer Procrastination

• Why is C fever as common as the cold?
• The A tasks may
• Produce minimal endorphins
• Be too lengthy
• Be too difficult
• Be too threatening because of the possibility of
  failure
• Be too threatening because of the possibility of
  success

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Its All about Endorphins - The Feel Good Hormone

• Develop a Conditioned Response to the Tasks you
  Procrastinate
• Set a goal to complete a task/project
• After completing the task, reward yourself with
  something that is pleasurable for you
• The body releases endorphins- the feel good
  hormone
• Over time with repetition, you will come to
  associate feeling good with completing a
  task/project
• You wont procrastinate as much

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Pacing
Athletes know the phenomenon of running with
someone ahead of them to increase their
times. The same effect can be achieved with
studying and completing schoolwork.
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Because work expands or contracts to fit the time
allotted, make pacing work for you by doing the
following

• Estimate the time needed to complete a task.
• Subtract 15 from that estimate.
• Set a timer to help you reach the goal of
  completing the task in reduced time.

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Take the Offensive With a Planner
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Take the Offensive with a PLANNER

• A planner helps you
• See the big picture
• Be time efficient

Record deadlines, appointments, etc.
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Be Realistic in your Expectations
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Be Realistic

• Examine your schedule.
• Be realistic about what you can accomplish.
• Dont try to juggle too many things.
• Dont set yourself up for failure.

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Is The Jar Full?

• Stephen Covey in his book, First Things First,
• "Okay, time for a quiz." He reached under the
  table and pulled out a wide-mouthed gallon jar.
  He set it on the table next to a platter with
  some fist-sized rocks on it. "How many of these
  rocks do you think we can get in the jar?" he
  asked.

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ROCKS

• IS THE JAR FULL?

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Gravel

• IS THE JAR FULL?

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Sand

• "Is this jar full?" 

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Water

• Is the Jar Full?
• What is the point?
• If you work really hard you can always fit some
  more things into your life."

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No, that is not really the point

• The point is this
• Put the
• Big Rocks
• in First

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References

1. Tim Hindle, Manage Your Time, Essential Dk
   Managers, DK Publishing, Inc., 1998.
2. Julie Morgenstern, Time Management From Inside
   Out, Second Edition, Owl Books, 2004.
3. Kathleen Riepe, University of Wisconsin,
   Parkside, Time Management presentation

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