Time Management [Strategies]

Introduction and Definition

Time management is the process of dividing time into small, achievable sections of productivity.  It is an important skill that needs to be developed because it impacts everything that you do in life. Having a solid grasp on time management can assist in making life easier and also help you determine how much time you have to get things done. Developing quality time management is a delicate balancing act between productivity, self-care, and rest.

Importance

Time management is a skill that is useful not just for college- and university-level courses, but throughout your entire life. Mastering time management helps create plans for the completion of tasks and activities, avoid procrastination, and overcommitting to things. A good time management system tells you what to do, where to do it, and how long it should take. A great time management system also tells you your satisfaction with scheduling and, if you want to, where you can make changes or adjustments.

Examples

Below is a list of various methods for time management.  Each one is explored in detail below explaining how to use it, its strengths, and its weaknesses.

Physical Calendars and Planners

• Fixed commitment calendar
• Weekly assignment chart
• A planner
• A wall or desk calendar
• To-Do lists

Fixed Commitment Calendar

A Fixed Commitment Calendar is a weekly schedule separated into an hour-by-hour grid for keeping track of tasks.  Using a fixed commitment calendar helps account for all of your time, so you will be less likely to waste time. It shows you how you are using all 168 hours you get each week, and can train you to make the most of every block of time you have. When you block your time you can use a different color for each type of activity e.g. green for exercise, red for class, etc. It is easier to see how much time you’re devoting to each activity this way. Below is the recommended order on what to fill in first when using a Fixed Commitment Calendar

Fixed Items

1. Start by filling in all your class times, including labs. Also, schedule a preview time (5-30 minutes) before each class whenever possible. At that time, review all or some of your notes in preparation for the upcoming lecture or discussion. If you have 2 or 3 classes in a row, preview from last to first class. Then schedule a review time after your classes (5-30 minutes) whenever possible. Use this time to edit and summarize your notes while they’re still fresh. You can also use this time to look over any assignments that were given and begin to plan when and how you will do them. You can also write down any questions you have that you can ask the professor.
2. If you have a job, add work responsibilities (shifts, staff meetings, training). Then add other regularly scheduled commitments (clubs, organizations, meetings, religious/spiritual activities, etc.).
3. Add in your daily chores/normal routine (shower/getting ready, meals; workout time, laundry, etc.). Make sure you are scheduling in realistic time frames here; you don’t need 90 minutes to make and eat every meal; maybe you would like to work out for 2 hours, but really can only fit in 45 minutes daily. Again, keep it realistic. Also keep in mind that you can multitask with some things: laundry and reading for example; take your textbook or blank notecards to the laundry room with you.

Flexible Items

1. Commit to study times, keeping in mind that you want 2-3 hours of studying for every one hour of class time per week (i.e., a 3-hour class should have 6-9 hours of designated studying per week). Remember to try to keep your study blocks to no more than 2 hours at a time. Also, remember that varying your study location is beneficial (go to the library, an empty classroom, or a lounge area). Try to get away from areas that will tempt you (your room), or distract you (roommates or friends around). Schedule time each day for each class, even if some need more attention than others. Think in terms of “blocks of time” for specific tasks, not hours of studying.
2. Schedule time for sleep. Going to sleep and waking up at a consistent time is more important than what time you go to bed, though most people need around 6-8 hours on average.  Allow yourself some leeway on the weekends to sleep in, but do your best to keep the schedule as consistent as you can.  Naps are ok, but larger blocks of sleep are much more efficient.  Overall, sleep as much as you need, but not necessarily as much as you want.
3. Make space for downtime and socializing. This is another area to be realistic about. Would it be nice to watch 10 hours of television in the middle of the week? Of course! Is it beneficial and helping you succeed academically? Probably not. Give yourself an hour or so of downtime each day, along with shorter time around your daily schedule to make phone calls to family and friends, or send emails or texts. Multitasking is good here too. Eat with friends and have some social time while you get a meal in. Save your bigger blocks of downtime for the weekend, and use them as a reward for sticking to your class and study schedule during the week. Always keep in mind that the weekend should not be solely for relaxing or solely for working. Using the seven days you have a week evenly can help you have an easier time staying on top of your studies and enjoying your free time! Get the have-to done, so the want-to is guiltless fun.
4. Bi-weekly & random commitments: When you have appointments or meetings that only occur occasionally, add them to your schedule, but let them share time with other commitments. For example: if you have a club meeting that meets every other week, schedule that with a block of downtime or extra study time. That way the weeks you have your meeting, you attend that, and the weeks you don’t, you do the extra study or downtime (depending on what you have it scheduled with). Remember the goal of the commitment schedule is to account for all your time, so you’re not tempted to waste time.

Download Fixed-Commitment Calendar Template

Fixed Commitment Calendar Strengths

• It shows you all the hours in a week to account for all the activities you have.
• It helps you visualize where your time is dedicated rather than guessing or estimating.
• The Fixed Commitment Calendar reminds you how much time you have in a week.

Fixed Commitment Calendar Weaknesses

• It can be difficult to change or amend as needed since it is “fixed.”
• Some people do not like the hour-by-hour breakdown of their life.
• The Fixed Commitment Calendar reminds you how little time you have in a week.

Weekly Assignment Chart

The Weekly Assignment Chart is a way to organize the tasks and items for the classes you are taking.  Courses are labeled on the leftmost column with tasks that need to be completed on the appropriate days.  You can also list important tasks like assignments or exams in the bottom box to help remind you of upcoming items the following week.

Download Weekly Assignment Chart Template

Weekly Assignment Chart Strengths

• Greater visualization of daily tasks and when to accomplish them
• Less rigid than a Fixed Commitment Calendar
• The lack of specific times to accomplish tasks makes the Weekly Assignment Chart more fluid and flexible

Weekly Assignment Chart Weaknesses

• Lack of specific allocations of time to accomplish tasks and lack of how much time it may take
• Are academic-specific rather than all-encompassing
• Must be done every week and does not show longer-term time frames beyond 1-2 weeks.

A Physical Planner

Some people prefer to use a physical planner which can combine the best attributes of a Fixed Commitment Calendar and Weekly Assignment Chart.  There are so many planners that choosing the right one may be challenging.  Before you purchase a planner, think about what features you would like it to have, and take the time to flip through one before buying it.  If it does not have everything you want, look for one that does.  Planners also allow more flexibility for personal items rather than strictly academic tasks.

Physical Planner Strengths

• It combines the strengths of the Fixed Commitment Calendar and the Weekly Assignment Chart.
• Planners come in various forms and are highly customizable; you are likely to find one that has all of the attributes and features that you want.
• Planners usually cover an entire year or more, assisting in long-term planning.

Physical Planner Weaknesses

• You have to remember to use the planner, which can be difficult if you do not have a routine to regularly check it.
• Planners can be one more thing to remember to carry around with you and easy to forget.

A Wall or Desk Calendar

A wall or desk calendar can be useful for working at home and is a more permanent or expanded fixture similar to the Weekly Assignment Chart.  Large calendars help to focus on a medium-term time frame, longer than a week but shorter than a semester. Like planners, calendars also allow for more flexibility with adding personal tasks instead of just academic agenda items.

Wall or Desk Calendar Strengths

• Calendars are moderately customizable for including everything you need on one.
• A calendar on a wall or desk is probably in a location you use frequently, so it should be easier to see and remind yourself to use it.

Wall or Desk Calendar Weaknesses

• Large calendars are generally immobile, and readily available access is not always there.
• Medium-length time frames may keep you from being specific enough about what to do in a day or week.

To-Do Lists

To-do lists are the most straightforward way of managing time because it is simply a list of tasks to complete.  A to-do list can be on a whiteboard, a sticky note, or anything random that you have available, and is the most flexible of any other physical time management system.  While flexibility can be nice, to-do lists are also the least specific in actual time management, focusing on tasks to complete rather than a time to get them done, or how long the task will take.  To-do lists, when used properly, can be an effective time management tool and easily incorporated into any other time management system.

To-Do List Strengths

• To-do lists can typically be written physically or digitally anywhere, anytime.
• A record of what needs to happen now, later, or in the future can help organize your day.
• To-do lists provide an easy way to prioritize the importance of tasks rather than the amount of time a task will take.
• The flexibility of the format makes it an easily compatible tool for other time management systems.

To-Do List Weaknesses

• Lists can become sloppy quickly if not managed properly.
• The length of a to-do list may grow so large that knowing where to start may become difficult.
• To-do lists that are randomly written down can become lost.
• How long a task may take and when that task will be completed are often left off of to-do lists, which hinders effective time management.

Digital or Cloud Calendars and Planners

• Phone calendar and reminders
• Other websites and apps

Phone Calendars and Reminders

Many students use their phones and devices as their time management system.  Most phones come with their own calendar apps and reminders, which can be incredibly useful when planning out a schedule.  Apps can also have the ability to sync with other forms of digital time management systems.

Phone Strengths

• Your phone is most likely always on you or readily accessible.
• Something that you frequently use (like a phone) increases the likelihood of seeing important information stored on it.

Phone Weaknesses

• Notification fatigue may cause you to miss or ignore important reminders for classes.
• Phones can be a distraction for getting academic work accomplished.

Other Websites and Apps

There are a vast number of options across the internet for time management and organization. No specific system is necessarily better than another; rather, all of them have advantages and disadvantages.  Researching what features each system may have is necessary for choosing one that fits your needs.

Websites and Apps Strengths

• Most are easily accessible through an app or browser.
• Compatibility and linking your apps to multiple devices can keep things centralized.

Websites and Apps Weaknesses

• Anything online always requires internet safety when protecting personal information.
• Some websites and apps have a paywall for full accessibility.

Considerations and Tips

Perhaps the most important thing to remember about time management is that there is not a single, perfect method.  As demonstrated above, all time management systems have strengths and weaknesses, and it may be daunting to choose one.  If you are still not sure which to choose, you can also start with a Time Budget Sheet, explained below.

Time Budget Sheet

The Time Budget Sheet is not truly a time management system, but a way to start thinking about the organization of your week and how your time is spent.  Start by writing down all of the tasks you think you do in a week and then estimate how much time you think each will take.  The total must be 168 hours, which is the total hours in a seven-day week.  You can then apply your time budget sheet to another time management system and implement the hours you determined from it.

Other Tips

• If you are still not sure what to try, choose any one method and practice it for a week.
• Choose a system that you will look at the most frequently.
• You can combine the Fixed Commitment Calendar and the Time Budget Sheet to track how much time you spend on tasks and then make adjustments if you need to change things.

Case Studies

Case Study 1

Nathan is an engineering student who loves order, structure, and learning how things work.  However, he has not yet implemented a system for his own life, which includes balancing a part-time job, a full course load at his university, and extracurricular activities through his organization. How would you suggest that Nathan get started with a time management system?

Case Study 1 Answers

You might want to start Nathan with a Time Budget Sheet to see how much of his time is devoted to different aspects of his life e.g. his employment, academics, and organization.  Since Nathan likes order and structure, a Fixed Commitment Calendar might work well for him, particularly if his schedule remains static.  He could also easily transition the Fixed Commitment Calendar to a digital format.

Case Study 2

David is a history major who has tried various time management systems before.  He has tried a Fixed Commitment Calendar, but he found the structure too rigid for his liking.  He prefers something that keeps track of tasks and assignments but also allows him to be flexible on the amount of time for accomplishing things. Which system(s) of time management would you recommend for David?

Case Study 2 Answers

Since David has already tried the Fixed Commitment Calendar, you probably want to start with a different approach.  The Weekly Assignment Chart and various calendar options allow more flexibility and freedom for scheduling without a completely rigid structure around it. Starting with something more freeform would allow David to add more structure if he wanted.  A planner may also be useful for having structured and freeform scheduling available in the same location.

Case Study 3

Emily is a journalism student and a writer for her university newspaper.  She has deadlines the same day and time every week for her articles, but always seems to forget about them until the last minute.  What would you recommend to Emily if she asked you how she could remember her deadlines earlier?

Case Study 3 Answers

Emily may need a time management system that is highly visible and reminds her of upcoming tasks.  A Fixed Commitment Calendar might help, but if it is not readily available, then it would not do much good.  Something that syncs with Emily’s phone may be helpful, or something like a wall or desk calendar, where she probably works the most, might also be beneficial.

Actionable Items and Application

• If you do not currently use one, choose any time management system that you think may work for you and try it for two weeks.
• If you already use a time management system that you like or prefer, is there anything you can add or amend to make it better?
• If you have a time management system but want to try something new, what characteristics do you want in your new system?  Make a list of the things you like and do not like about your current system.
• Share your time management system with a trusted friend or family member.  Showing them what you are doing helps build confidence and also can assist in accountability when trying to stick to a schedule.
• Make checking your time management system a habit by tying it to something you already regularly do; building a habit takes time, so do not become discouraged if it does not work right away.

Downloadable Resources (Templates)

Click here to download a Word Doc version of the Fixed-Commitment Calendar template:

Fixed-Commitment Calendar template

Click here to download a Word Doc version of the Weekly Assignment Chart template:

Weekly Assignment Chart template