Time Management

participants:
Moyra McDill, Carelton University
Anne Condon, University of British Columbia
Mary Williams, Memorial University

This section is a synopsis of the first panel presented at the conference. It closely parallels much of the advice given in the other CRA-W workshops held. Please refer to http://www.cra.org/Activities/craw/projects/mentoring/mentorWrkshp for more information.

Reality

Despite our best efforts to manage our time effectively and despite the many time saving devices designed to make life easier, our lives are filled to the brim.  We cram our days with activities, we schedule every minute of every day.  We say we want free time, but few of us can sit still for even a moment.  Even worse, all the wonderful technology we have to help us accomplish our goals more efficiently means we set higher and higher goals.  We need to manage and control our time better because there are only 24 hours in a day, and there is no way you can fit in 25. The project won't be completed on time no matter how stressed out you are or how much time you put into it.  Eventually, it may get to a point where you think "stop the ship, I want to get off".

In this context, it is helpful to think about not only what you need to do tomorrow, but what you like to accomplish within the next five to ten years. What will get you through the next years of your life?  What will make you want to stay on that ship and take control back? 

Life is like a series of simultaneous equations that require an iterative solution, with more unknowns than knowns. Here are some of the things that we have to keep in mind:

· We must realize that there are 2 ways of thinking: analytical mode vs. free-processing mode.  In grappling with many unknowns, free-processing mode can be more effective than an analytical approach. It is a way of thinking that accepts that sometimes there is no solution.  Children do it naturally. 

· Sometimes, work can be done at unusual times in unusual places.

· Be flexible and embrace the chaos.  Life is never more fun than when you are comfortable in chaos. 

· Put things aside. Often leaving something for a while will give you the solution just as fast as working on it for hours. 

· Remember that you are not a superwoman.  Encountering problems with time management is a fact of life.  We often try to be too perfectionist, we often want to do the project in as little time as we can, and as well as we can. 

· When we encounter situations in which we feel overwhelmed and unable to make a decision, try to weigh the costs and benefits of various options, in order to make an effective decision.

· Don't procrastinate.  Often we keep putting off that very last job because we don't want to do it.  In fact doing that job first will make the rest of the jobs more enjoyable because you aren't dreading that last project.  Figure out why you are avoiding it, and what are the consequences of doing so. 

· Share the load. Good communication is the key to teamwork - work with good people, respect other people's time and priorities, and most of all remember to share the load.

· The four pillars of project management are:

§ Resources/time – how much time you have;

§ Scope – how much are you going to do;

§ Schedule – when do you have to have it done by;

§ Budget – what is it going to cost.

In summary, be sure to prioritize your projects.  Do what you have to do first.  Get organized. Share the load with others and don't try to take it all on yourself. No person can carry the world.  Learning to say no and don't accept jobs that you don't need to, or can't afford to.  But most of all take care of yourself and your loved ones and have fun!