Month: February 2024

Time management techniques (2.7)

February 23, 2024 / khansen

Managing your time helps you fit your work into your schedule while preserving time for healthy pursuits and self care. Different people find different time management techniques helpful, so here are two of the most popular techniques. Try both, and continue using the one that works best for you. Ask friends what technique they use!

POMODORO TECHNIQUE

This time management technique was developed by Francesco Cirillo, who had a kitchen timer shaped like a Pomodoro tomato. It involves breaking tasks into brief concentrated bursts of work alternating with breaks.

WORK IN BURSTS.When you have a task, set a timer and work on the task for 25 minutes. After that, take a 5-minute break to refresh your mind, and then complete 3 more work sessions (making sure to follow each with a 5-minute break).

ONE AT A TIME.One element of this technique is that each work session, called a “Pomodoro,” is devoted to one and only one task. In fact, if you have a big project, you’d need to tackle only one small piece of it during one Pomodoro. Don’t start another task before you complete your current Pomodoro.

BREAKS ARE FOR REST.During your break times, don’t do anything related to your work. The break time is an important part of this technique because it gives you a chance to refresh yourself after engaging in something that is cognitively demanding. After four Pomodoros, take a longer break — the recommended length for this break is between 15 and 30 minutes.

PLAN AHEAD. Before you set aside your work and sleep (or go to a class, or whatever), jot down a couple of notes about what you will need to do next. That way, you can jump straight into your next Pomodoro because you already know what you need to do to get started.

FLOWTIME TECHNIQUE

If the Pomodoro Technique feels like it interrupts your workflow, then the Flowtime Technique, created by Zoe Read-Bivens, might work better for you.

BREAK IT DOWN. Break down your project into small steps or manageable sub-tasks. Aim for each step/sub-task to be realistically completed in one work session (though you might have to guess initially as to how long things might take). Have a goal for each step/sub-task to help you maintain a sense of purpose. Next, prepare a distraction-free workspace: gather all of the resources you’ll need and remove anything that might pull your focus away from the task (yes, including your phone). Finally, designate a paper or digital document in which you keep a list of your work session duration.

KEEP A LIST. Start by working on one step or sub-task until you become distracted or until you feel like you need a break. Keep a list of your start time and your end time for each step, as well as the duration of any breaks you take. In that list, also note what you accomplished.

WHEN TO TAKE A BREAK? Timing and length of breaks are up to you, but be realistic and don’t use breaks just to procrastinate. If you become distracted for more than 30-45 solid seconds, that’s a sign to take a break. Other signs that you need a break include: running out of ideas,, feeling mentally tired, feeling frustrated, or you’ve completed a step, sub-task, or task.

TRACK YOUR TIME. Engaging in the Flowtime Technique for a week means that you will have a list full of information about your “flow” spans. Knowing when you have tended to take a break during work times will allow you to schedule your time more effectively in the future. Use the “Daily When Tracker,” which you can access via the link below in the “Further Resources” section.

STRATEGIZE. As with the Pomodoro Technique, write yourself a note about what you’ll need to do in your next study session. And look at what you’ve accomplished! Let it inspire you to keep going!

FURTHER RESOURCES

Ho, Leon. “Pomodoro Technique.” Lifehack. 2023.

Pink, Daniel. “Daily When Tracker.”

University of Tennessee at Chattanooga. “How Can the Flowtime Technique Help Me?“

Google Calendar Tips (2.6)

February 1, 2024 / khansen

As we start a fresh new semester, using a digital calendar can be an immense help with your time management. Here are tips to get started, and if you already use a digital calendar, maximize your use of it! Because Colby uses Google Suite, this advice specifically relates to Google calendar – but similar options exist with most any digital calendar. Most professional settings use digital calendars, so get familiar with them now!

WHAT TO PUT IN YOUR CALENDAR

CLASS TIMES. Add each of your classes and lab sessions to your calendar. But you don’t have to add each one manually! When adding your first History class, for example, look for the phrase “Does not repeat.” You have the option to change that to a “recurring event,” occuring weekly. You can also pick an end date, which should be the last class session of the semester. If your professor cancels any class, you can delete it from your calendar — but be sure to cancel “only this event” rather than “this and following events” or “all events.”

MEAL & SLEEP TIMES. To be at your best, you need to make healthy choices, including making time for breakfast, lunch, and dinner as well as sleep. So, schedule mealtimes and sleeping time on your calendar to help remind you to maintain healthy habits.

“DOWN” TIME. You need time to recharge your batteries, so make sure to earmark some time for leisure/mental decompression. Yes, actually schedule it! That will help you stick to it.

ASSIGNMENT DUE DATES. Since you have many writing assignments, exams, problem sets, and other academic work due at many different times, enter each one into your calendar so that you can schedule your time effectively — and not miss any deadlines.

STUDY TIME. In order to keep up with your work, you need to schedule regular study time. For most courses, you’ll need about 2-3 hours per credit hour a week. That’s right — you should practice, review, and study even in those weeks when you don’t have a test.

SOCIAL/CLUB/SPORT EVENTS. Adding your extracurricular activities to your calendar is important to show you when you’re busy, and also to let you see if you are overcommitting yourself. Further, if a sporting event takes place during a scheduled class time, you should contact your professor well ahead of time to make any necessary arrangements.

BIRTHDAYS & HOLIDAYS. Add your friends’ and family birthdays so you don’t miss any celebrations. Google also lets you add national holiday calendars, so you can add the “Holidays in United States” events — or holidays for any other religion or country (which is essential if you will be traveling and/or studying abroad).

GOOGLE CALENDAR TIPS

COLOR CODE. You can make each of your classes display with a different color in your calendar if you find that helpful. Alternatively, you can have one color for class time, another color for assignment due dates/times, and yet another color for social events. Make it work for your needs and preferences!

CREATE REMINDERS. Rather than create a reminder manually for every event, adjust the settings to create reminders for all events. From your calendar, click the gear icon in the top right corner and select “Settings.” On the left side, you’ll see “Settings for my Calendars,” where you can click on your calendar. Scroll to “Event Notifications” and click “Add Notification.” You have a choice of whatever suits you best — but be aware that you can add multiple reminders. For example, you can set a 30-minute reminder and a 10-minute reminder.

NEED A DAILY AGENDA? Google has an option to receive a list of your calendar events as an email each morning. If you’d like to enable that, go to “Settings for my Calendars” (see above). Then, under “Other Notifications,” find “Daily Agenda” and select “Email.”

ADD ATTACHMENTS TO EVENTS. When creating a calendar event, there is a space to enter notes. Click the paper clip icon to add an attachment . This can, for instance, help your study group members have access to the same information via their calendars.

FURTHER RESOURCES

Google Support. “Get Started With Google Calendar.”

Alexander, Anson. “How to Use Google Calendar Effectively in 2023.” YouTube. 2023.