A presentation on time management strategies was held for UFV staff in Building K on the morning of Friday, Feb. 27. The seminar was open to UFV staff only, but The Cascade was able to secure a seat so that these tips and strategies can be shared with staff and students alike.
The meeting began with participants being asked about a cherished childhood memory, or a time when they “felt in flow.” The purpose of this exercise is to identify what triggers and motivates us, and what our passions are. When we find our passion, time management is often not an issue. Passion and work do not always align however, and other strategies must be found to manage our time — or rather, manage our tasks. Time is an ever-depleting non-renewable resource, but managing what we do in that time is the goal of time management.
It is easy to become overwhelmed by all the tasks that one may have to accomplish. It can be difficult to know where to start. One helpful planning aid is a four-part diagram called the “Time Management Matrix,” which was popularized by Stephen Covey, author of the self-help book, The 7 Habits of Highly Effective People. In Covey’s matrix, tasks are sorted into four quadrants: urgent and important, urgent and not important, not urgent and important, or not urgent and not important. Urgent tasks must be done soon, while important tasks carry severe consequences if they are not completed adequately. Stopping to think about whether a task is urgent or important can help one set priorities and make the to-do list less daunting. Ask yourself: “What is the best use of my time right now?”
The importance of planning was also stressed. Even when things seem hectic and deadlines are approaching, one should always set aside time to plan out actions instead of charging in blindly. “Work smarter, not harder,” as the saying goes. Making lists and getting tasks done even when behind schedule can ease the burden on your mind. Without some kind of organization, our lives can devolve into a stressful game of whack-a-mole as we frantically try to deal with problems as we notice them. In this state, we react to external stimuli over which we have little or no control. The key is to act rather than react, and take a proactive role in overcoming challenges.
With no plan of your own, your plans become others’ plans. While it is healthy and necessary to acknowledge and come to terms with factors over which we have no control, one should not become a slave to them. Effective time management requires setting boundaries and being willing to turn down the requests of others occasionally. Yet at the same time, it is important to know when to seek help and how to delegate tasks to other people.
Managing distractions and interruptions is another key element of time management. Technology is a mixed blessing in that while it can greatly aid our work, it also constantly beckons with distractions. It helps to minimize outside intrusion, such as by disabling automatic email notifications, which will allow you to remain focused on the task at hand. Research has also shown that multitasking, that is doing two or more distinct activities simultaneously, is not as effective as once thought. A better strategy is either serial tasking, doing one activity at a time but switching frequently between them, or single tasking, which is sticking to one project until it is complete. Another approach is the “Swiss cheese method” which involves carving out chunks of a project and doing them separately, which makes the whole seem less intimidating.
When managing one’s time, one should not forget to look at the bigger picture. Daily tasks, short-term goals, and long-term objectives should all serve and align with your values, vision, or overall mission. Do not lose sight of why you are doing the things you do. This can help you decide if an activity is worthwhile, and give you clarity and motivation for those tasks that are worth doing.
