Mastering Time: Time Management Tools for Students
In today's fast-paced, digitally-driven world, students face an unprecedented number of distractions and demands on their time. Juggling schoolwork, extracurricular activities, family commitments, and a social life can easily lead to feeling overwhelmed and stressed. However, by developing strong time management skills, students can not only navigate these challenges more effectively but also build habits that will benefit them throughout their lives. Effective time management isn't just about ticking off tasks on a to-do list; it’s about working smarter, not harder, to achieve more in less time, even under pressure. This article explores various time management tools and strategies that can help students of all ages become more productive, set and reach goals, find more time for hobbies, and reduce stress.
The Importance of Time Management for Students
Understanding the importance of time management is the first step. Building these skills helps students handle their responsibilities efficiently, which reduces stress and boosts productivity. Managing your time well can not only ensure success academically, it can also help you live a balanced and whole life as a college student. How well you manage your time over each semester will determine how well you will perform academically, so don’t hesitate to spend some time each day/week/semester working on this essential skill.
Benefits of Effective Time Management
When students don’t manage their time in an efficient way, it can negatively affect many aspects of their lives. Poor time management typically involves procrastination, which can stem from anxiety and an inability to prioritize. Feeling overwhelmed often leads to compromised performance, stress, and burnout which can strain personal and professional relationships.
Effective time management, on the other hand, yields numerous benefits:
- Higher Quality of Work: Solid time management habits provide more room to ensure that you complete your projects correctly and are meeting and exceeding expectations.
- Less Anxiety and Stress: Consistently meeting deadlines and performing at a high level increases confidence while decreasing worry and stress.
- Balanced Life: Managing time effectively ensures success academically and helps students live a balanced and whole life.
- Increased Productivity: Effective time management lets you work smarter, not harder, so you can get more done in less time, even when you’re under pressure.
Prioritizing Tasks
Learning how to prioritize tasks is key to effective time management. One effective method is the Eisenhower Matrix, which helps categorize tasks based on their urgency and importance. Club programs often include exercises that teach students how to identify and focus on their most important tasks.
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The Eisenhower Matrix
The Eisenhower Matrix, also known as the Urgent-Important Matrix, is a decision-making tool that helps you prioritize tasks by categorizing them into four quadrants:
- Urgent and Important: These are tasks that require immediate attention and must be done right away.
- Important but Not Urgent: These tasks are crucial for long-term goals but don't have immediate deadlines. They should be scheduled for later.
- Urgent but Not Important: These tasks often involve interruptions and requests from others. They should be delegated if possible.
- Neither Urgent nor Important: These tasks are often time-wasters and should be eliminated or minimized.
Scheduling and Time Blocking
Scheduling and sticking to a routine can significantly boost productivity, one of the benefits of time management.
Time Blocking
Time blocking involves setting aside specific blocks of time for different tasks or activities. To effectively time block, start by listing all the tasks you need to complete in a day. Then, assign a specific time slot for each task, making sure to include breaks and time for unexpected interruptions. For example, you might block out 9-10 AM for homework, 10-10:30 AM for a break, and 10:30 AM-12 PM for a science project. Through programs, mentors teach students how to use time blocking to structure their day.
Building a Personal Calendar
When building your personal calendar, there are a few things that are important to consider. Ask yourself the questions below:
- Am I more likely to look at (and keep up with) a digital calendar or a paper planner?
- Do I want to get my classes and academic work completed earlier in the day or later in the day?
- Beyond classes, what other commitments do I have?
Picking the type of calendar that works best for you is the most important first step. Many students prefer using a digital calendar like Google Calendar, the iPhone Calendar app, or Microsoft Outlook. These calendars typically sync between devices and have features like notifications, recurring meetings, and are easily edited. Paper planners that can be purchased at most box stores like Wal-Mart, Target, and Amazon are also frequently used. The DAE team has even created a 24 hour calendar template that has become a favorite with coaching students. Whichever type of calendar you choose is completely up to you!
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Once you’ve chosen your calendar, it’s time to start filling it in. We recommend completing it in the order below:
- Classes and meals: Mark when all of your classes are and include important details like the location. Be sure to hold time for three meals/day as eating enough throughout the day is important to stay focused and energized.
- Work, internships, student organization meetings, etc.: Add all of your other scheduled commitments to your calendar. This might look different week-to-week depending on how frequently you meet or if your work schedule changes.
- Study times for each class: Use the study cycle to understand when the best times to study and complete class work are. Remember that you will need to schedule multiple study sessions for each class/week. It’s also good to note where you will be studying and if you’ll be studying with anyone else.
In addition to keeping up with your daily calendar, you can use our master semester calendar for a bird’s eye view of the semester. On this calendar, you can add all of your significant tests, papers, presentations, and projects for each class, as well as other large commitments of your time. Once this is complete, place it somewhere you’ll see it everyday so you can understand what the coming weeks will look like.
Weekly Planning
It’s important to set aside some time at the beginning of each week to plan out the week. Many students like to do this on Sunday evenings before the school week begins. When you’re planning out the week, feel free to make adjustments based on what assignments are due and what commitments you have that week. You can break down larger tasks and projects into smaller, easier tasks. You can also set weekly goals in the form of to-do lists for each course.
Setting Achievable Goals
Setting achievable goals is another crucial aspect of time management. Academic success programs often encourage students to set SMART goals - Specific, Measurable, Achievable, Relevant and Time-bound. By breaking down their aspirations into manageable steps, students learn to plan effectively and stay motivated.
SMART Goals
SMART is an acronym that stands for:
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- Specific: A specific goal is clear and well-defined.
- Measurable: A measurable goal includes specific criteria that allow you to track progress.
- Achievable: Ensure the goal is realistic.
- Relevant: The goal should align with broader objectives.
- Time-bound: Set a deadline to achieve the goal.
Effective Task Management
Effectively managing tasks is another key component of honing time management skills. Breaking down large tasks into smaller, manageable steps makes them less overwhelming.
The Importance of Focus
Developing a consistent daily or weekly schedule helps students manage their time better. A regular schedule helps students build good habits and reduces the stress of deciding what to do next. STEM programs engage kids in hands-on learning while teaching them to focus on a single task. Even in our highly digital age, there is incredible value to hands-on learning. Clubs encourage STEM activities that help students unplug, concentrate better and enhance their productivity - reminding youth that science is all around us, not just on screens.
Time Management Strategies
Time management strategies are approaches you can use to more successfully manage your time.
The Pomodoro Technique
The Pomodoro Technique was invented by Francesco Cirillo, who used a kitchen timer to parse his work into 25-minute intervals and short breaks. As the name suggests, the method involves starting the day by tackling the most difficult or least appealing task on your agenda. People who use the Pomodoro Technique, developed in the 1990s, work in short intervals and take short, regular, timed breaks - “Pomodoros." For example, you might use a timer to work in 25-minute sprints, broken up by 5-minute breaks away from your workspace. Every fourth Pomodoro, take a longer break
Eat the Frog
Eat the Frog is a good option if you struggle with prioritization, procrastination, and effective planning. The most difficult part of the process will likely be ranking your projects by priority and knowing when to delegate as needed.
Time Blocking
Time blocking is an excellent strategy if you often get sidetracked by distractions, forget to take breaks, or juggle multiple projects at once.
Getting Things Done (GTG)
This popular time management strategy is outlined in David Allen’s book Getting Things Done: The Art of Stress-Free Productivity. The advantage of the GTG method is that it helps you plan, prioritize, and eliminate projects that aren’t feasible. This process involves thinking thoughtfully to pinpoint your long-term goals (including their purpose) and then taking concrete steps in the short-term to get you where you want to be.
Additional Time Management Tips
- Use Visual Aids: Use planners, calendars, or charts to visually map out the day or week.
- Unplug from Electronic Devices: One of the best time management tips to help balance work and play is unplugging from electronic devices.
- Think about the hours of the day that are not flexible or available for work. Determine how many hours each class takes in study / preparation time. List each class and estimate how many hours you need to devote each week (a good rule of thumb is to allow for 2-3 hours outside of class for every 1 hour spent in class). Of course this can change once the semester gets started, but set aside time from the beginning. Some classes will take more time and others will take less. Now you can begin filling in the available study time until you have accounted for all of the hours you estimated for each class. Plan a schedule of balanced activities, including sleeping. College life has many aspects that are very important to success. Some have fixed time requirements and some are flexible. Common “fixed” time requirements include sleeping, eating, classes, work, religious/spiritual practices. Common “flexible” time requirements include recreation, study, relaxation, and socializing.
- Study at a regular time and in a regular place. Establishing habits of study is extremely important. Knowing what you are going to study and when saves a lot of time in making decisions and retracing your steps to get necessary materials, etc. Avoid generalizations in your schedule such as “study”. Commit yourself more definitely to “study history” or “study chemistry” at certain regular hours.
- Study as soon class as possible after class. One hour spent soon after class will do as much as several hours a few days later. Review lecture notes while they are still fresh in your mind. Start assignments while your memory of the assignment is still accurate.
- Find “hidden” blocks of time Scattered 1-2 hour free periods between classes are easily wasted. Limit your blocks of study time to no more than 2 hours on any one course at a time. After 1 1/2 to 2 hours of study you begin to tire rapidly and your ability to concentrate decreases rapidly. Taking a break and then studying another course will provide the change necessary to keep up your efficiency. You should take breaks while you are studying, too.
- Eat well-balanced meals and get regular exercise. Take time for good meals and exercise.
- Double your time estimates. Most people tend to underestimate how much time a particular activity / assignment will take. A good rule of thumb is to estimate how much time you realistically think something will take and then double it.
- Don’t be caught by surprise by an important paper due two days from now or a dinner with your family the same night you planned for a group study session. Keep your calendar in a place where you can see it every day, such as in your planner or on your wall above your desk. If you prefer a digital calendar, check it first thing every day to keep those important events fresh and top-of-mind.
- After you’ve created your calendar, give yourself periodic reminders to stay on track such as to complete a study guide in advance or schedule a meeting for a group project. Knowing deadlines is important; however, staying on top of the micro tasks involved in meeting those deadlines is just as important. You can set an alarm on your phone, write it down in a physical planner, or add an alert to your digital calendar. Make sure you’ve allotted enough time to study for that big test or write that final paper.
- Each person’s day-to-day is different and unique to them, so make sure your schedule works for you. Consider your personal rhythm. If you typically start your day energized, plan to study or accomplish chores then. Having a schedule that works for you will help maximize your time.
- Just like your calendar and schedule, the tools you use to keep you organized should be the right fit for you. Some students prefer physical planners and paper, while some prefer going totally digital. Planners can help you keep track of long-term deadlines, such as important essay deadlines, upcoming exams, and appointments and meetings. From class to study sessions to errands, keeping track of everything can feel overwhelming.
- Sometimes there really is too much to do with too little time. In these instances, take just a few minutes to evaluate your priorities. If you are able to complete simple tasks first, try getting them out of the way before moving on to tasks that require a lot of focus. If you are struggling to fit everything in your schedule, consider what you can postpone or what you can simply say no to.
- Time management isn’t just about getting work done. It’s also about ensuring that you can put yourself and your mental wellbeing first. Consistently including time for yourself in your schedule helps to keep your mental health and your life in balance.
- Preparation and organization can sometimes only get you so far. Luckily, you have plenty of people rooting for your success. Keep yourself and your classmates on task by finding an accountability partner or study buddies. Your school’s academic resource center is also there to support you and point you in the right direction if you need additional help.
- Sometimes unforeseen circumstances will come up or you simply may not be able to get to everything you set out to do in a given day. Be patient with yourself when things don’t go exactly to plan. When building your calendar, schedule, and priorities list, be realistic about what you can accomplish and include buffer time if you’re unsure.
- Identify Time-Wasters and Set Goals It’s easy to get distracted. Pay attention to what draws your focus away from your studies and assignments. Are you spending too much time checking social media? Are you prone to texting and answering personal phone calls while studying? Do you find that a lot of time has passed while you aimlessly browse the web? No matter what is wasting your time, set a goal not to engage in that behavior during dedicated study time. Instead, use those activities as a reward for staying focused and accomplishing the tasks you set out to complete.
- Plan Ahead by Creating a To-Do List Identify what you need to do, and then prioritize the tasks based on when the assignment is due and how much time you need to complete it. This gives you a set plan for the day. Whether it’s just a list of priorities or a full schedule for the day, having a plan will ensure that you know what to do and when. Unless there’s a pressing priority, it’s important to also consider what sort of work you’re in the mood to do. Do you feel creative? You may want to prioritize working on a writing assignment. Do you feel focused? You could spend the day studying for an upcoming exam.
- Tackle Small Tasks to Start It’s easy to get overwhelmed by large projects and big exams, and the anxiety can make you want to procrastinate. Start with shorter, simpler to-do items, and then move on to larger projects or assignments. What can you complete in the shortest time that has the fewest dependencies? What needs more time or has more complicated workflows?
- Do One Thing at a Time If you’re trying to juggle multiple assignments and tasks, you’ll likely end up being less productive. And no matter what, don’t switch to another task until the one before it is complete. This may be a hard habit to break, but it’s worth it.
- Establish Routines A set routine can also help you accomplish the things you need to do. Is your home quietest in the early morning? You may want to get in the habit of regularly using that time to study or read. The more often you do this, the less you’ll have to think about when you’ll accomplish the tasks you need to finish that day.
- Use Breaks Wisely The time between work, classes, activities, and meetings can be used to complete tasks.
- Take Time Off It’s important to take time for yourself. Long study sessions or chunks of time working on assignments should be broken up with time away from screens or textbooks. You need to give your mind a rest. Many scholars have studied the impact of meditation on reducing the effects of stress-induced conditions such as back pain, irritable bowel syndrome, and insomnia. The National Institutes of Health gathered these studies and published them in “Meditation and Mindfulness: What You Need To Know.”
- Learn to Delegate While your significant other, family members, or roommates won’t be able to study for you, you can ask them to help out more around the house while you continue your education. Freeing up a little more time by having others help with household chores and errands will ensure that you can stay focused on your studies and coursework or that you can take a well-deserved break.
Time Management for Online Students
As an online college student, it’s vital that you implement good time management techniques. In fact, research shows that online students who are able to self-manage their behavior are less likely to drop out of their courses and have better academic outcomes. While all of the above tips are applicable to online college students, there are a few additional considerations:
- Establish a study space. Having a designated spot for studying can help you avoid distractions, especially if you’re trying to study in parts of your home that are regularly used for entertainment.
- Get dressed. You don’t have to go all out, but just the act of getting dressed for the day can help your brain shift from lounging mode to working mode.
- Check in each day. Studying can become easy to dismiss when you're not physically going into your classes. Therefore, make sure to visit your virtual class chatrooms, chime in on conversations, and ask your instructor questions. This will keep you engaged in the class and on top of your assignments.
- Create physical reminders. Many people these days use their phone for reminders and calendars, but getting on your phone can lead to time-wasting activities. Instead, use a physical desk calendar, sticky notes, etc.
Time Management Resources
- Semester-at-a-glance - Use this editable document to stay in control of your time for the next 5 weeks of this semester.
- While you may find that you have a lot of freedom in your schedule, you will also see that you have a lot of things vying for your time. Use a semester or monthly calendar to get organized. Go through your syllabi and write down all quizzes, projects, exams, papers, etc. Doing this helps you to see the bigger picture of what your semester will look like.
- Plan out a reasonable weekly schedule with the time log below. When you plan out your schedule, you will be amazed at how productive you can be. Find time to read, study, eat, sleep, exercise, and have fun. It is important to find balance in your schedule. After making a weekly schedule, you may realize that you have much more free time that you could better utilize or that you are overscheduled and one commitment may need to be let go.
- The hardest part of managing your time is often holding yourself accountable to do the tasks that you say you will do. When you create goals, brainstorm extra measures to help you stay accountable. You could recruit a friend to tackle the goal with you. Verbally sharing your goal with others and asking them to check in on your progress helps you to stay committed. You may be more motivated if you reward yourself for meeting small deadlines. Consider utilizing a peer coach to help you set and take action toward your goals. Another good habit is to write your goals down in a place that is highly visible.
Apps to Create and Manage Lists:
- Any.do - This easy-to-use desktop and mobile app keeps your to-do lists and calendar in one central location and syncs between devices and platforms.
- Remember the Milk - This is another fun app that helps you manage to-do lists across multiple devices and users.
- Todoist - This app balances power and simplicity, using natural language processing to simplify scheduling as well as integration with multiple apps so you can keep all of your tasks in a centralized location.
Apps to Increase Productivity:
- RescueTime - This app runs in the background of your desktop computer or smartphone, tracking how much time you spend on various sites and apps, and it then provides a detailed report on where you spend your time. Use this information to tweak your browsing habits and work more efficiently.
- Streaks - Using gamification, this app helps you form good habits. It allows you to enter up to 24 tasks and how often they should be completed.
Books on Time Management:
- by Marc Reklau
- The Checklist Manifesto: How to Get Things Right by Atul Gawande
- Essentialism: The Disciplined Pursuit of Less by Greg McKeown
Seeking Help
Take advantage of academic resources that help busy college students balance studies, work, and life. Many online schools offer peer-to-peer and faculty support.
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