University life has to be one of the most challenging periods of our life, with heavy workloads and society/extra curricular commitments, we always find that there’s always not enough time for everything! Jia Hong here will share with us the time management techniques that he has used successfully.

Time Frames

The key concept of time management is: knowing that time are divided into blocks/ frames. Certain activities require large blocks of time, while others require small blocks of time.

The aim of time management is to increase efficiency.

Planning

Taking an overview on your calendar, you can estimate how many hours are left in each week and each day through estimating how long each activity will take. Allocate each time frame of the day for certain tasks. However, keep things flexible by allowing time buffers between
activities and meetings. This also allows time for relaxation and focus, and perhaps, to run short errands.

A short example of dividing a day frame: 

Frame 1: 10:00am-11:00am   (meeting with supervisor)
Frame 2: 11:15am-12:00pm (take messages & return calls)
Frame 3: 12:00pm-1:00pm  (lunch)
Frame 4: 1:15pm-3:00pm    (survey at XXX company)
Frame 5: 3.15pm – 5.00pm (job training)

To-do list: Write report about XXX (due on Wednesday 5.00pm), Get new haircut (low priority)

Reminders: A’s, B’s birthday

Note that there is a 15-minute buffer between each frame. A to-do list complements the frame block. Another method is to have 3 different books: diary (for day to day planning), action book (to do list, and perhaps performance review), idea book (draw out spontaneous notes and ideas).

You can utilize technology and invest in an electronic organizer, which will be very useful if used properly. Ultimately, it all comes down to how motivated you are to use your time as efficiently as possible. Where there's a will, there's a way!

Avoid Wasting Time

Think: Could any of the things I did today, been done in less time when I do them again? How? 

Identify what sort of habits and activities. Find a solution, either through setting a time for it (e.g. checking emails, making phone calls), changing the environment (get organized; minimize time on searching), etc.

There are 5 main points towards minimal time wastage:

Use your time wisely. Identify and cut-off non-productive activities.

• Get organized. To put it simply, take this quote by Benjamin Franklin: "A place for everything, everything in its place."
• Stay on task. Prioritize, have a clearly designated "in basket" so others do not put things on your desk randomly, etc.
• Avoid disruptions. Screen calls, ‘Do not disturb’ sign, set certain time-frames to attend to others.
• Avoid Procrastination. Find solutions by doing unpleasant things in the start of the day, or between interesting activities.  

Working Together

1. Delegate routine chores to the right persons
2. Schedule a meeting only if the purpose and objectives are identified.
3. Ask help of specialist when working on special problems.
4. Improve Communication:

• Did I fail to make a project/ instructions clear to someone, thus making it likely that I’ll hear a lot more about it later?
• Write letters to people who regularly talk too long on the phone.

Energize!

Reward

Relax

Focus

Goal Setting

Finally, pay closer attention to how you spend your time. Watch how others allocate their time and ask yourself why by doing so you can improve time management, and emulate their practices. Success will come to those who work hard and practice sound time management!

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