Time management

The time you have to complete your project is your most important resource. It is crucial therefore that you use your time wisely and efficiently.

Personal time management enables you to:

  • reduce time wastage;
  • be adequately prepared for meetings with your fellow students or supervisor
  • allocate the appropriate amount of time to a particular task;
  • monitor the progress of your research project;
  • efficiently plan each week using the time management weekly planner (see below);
  • realistically plan your year(s) of study.

The following video offers tips on prioritising tasks to help you manage your time effectively. Download the Time Management Top Tips after watching the video to help reinforce your learning.

 

Download a summary of Time Management – Top Tips.

The next video also makes some important points about time management that you might find helpful.


Procrastination

“I’ll do it tomorrow…I still have plenty of time…” Sounds familiar? It happens to all of us. It is also a symptom of poor time management so unless you can do today what you might put off until tomorrow, it is unlikely you will complete your project on time.  Using the Pomodoro Technique can help you overcome procrastination and manage your time more efficiently. 

In addition to the Pomodoro Technique, you can use a weekly planner, Gantt Charts and/or Pert Charts to help you manage your time.

The Weekly Planner

A good strategy for managing your time is to note how much time you spend on daily activities such as eating, sleeping, travelling to university etc. A weekly planner of your activities is the linchpin that holds your time management together and will help you see how much time you have left to study after completing these activities. Like budget management, it is important that you list everything no matter how small or insignificant as it will give you a more realistic picture of how much time you have.

Think about all of the things that you might need to do during the week as shown in the illustration below. Then download the sample weekly planner below or create your own to help you plan.

list of actions

Download the time management weekly planner

Gantt Charts

Another way to keep track of your project is by using a Gantt Chart.

A Gantt chart is a timeline of a project. It displays information visually as a type of bar chart in a clear and easy-to-understand way and is used for the following activities:

  • Establish the initial project schedule
  • Allocate resources
  • Monitor and report progress
  • Control and communicate the schedule
  • Display milestones
  • Identify and report problems

The Chart usually includes the following features:

  • A time scale is drawn on the bottom or top of the chart.
  • Tasks or activities are shown on the left hand side.
  • A horizontal open bar is drawn against each activity highlighting its duration. The bar can be coloured to identify a specific activity. Floats can then be included as a grey shade on the bar.
  • Dependency between tasks is clearly evident at a glance.
  • When the project is reviewed at particular times the bars can be shaded to identify actual time spent on the task. An alternative is to represent actual and estimated time by two separate lines.
  • A Gantt Chart can be produced in Microsoft Excel.  

Download a sample Gantt_chart

Examples of simple Gantt Charts are also available here

Pert Charts

Using a PERT chart can also help you manage your research over the next one to three years. To produce a PERT chart, you must:

  • identify the main activities or tasks that must be undertaken to complete studies;
  • place the tasks in the correct sequence;
  • estimate the time required for each task;
  • highlight milestones at the end of particular tasks;
  • produce a network diagram;
  • identify the critical path;
  • update the diagram as the project progresses.

Sample Pert_chart

The Library has books on time management which you might find useful. They cover simple and effective time management techniques to manage procrastination, reduce stress and increase productivity. A few of the titles are mentioned below. Use the library’s online catalogue, WebCat, to find the books and their location in the library. 

The next section is about managing risk.

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