TIme and Stress Management Workshop
Summary
TLDRThe West Chester University in Philadelphia's presentation on time and stress management introduces the RACK method—Record, Analyze, Change, and Keep—to help individuals take control of their day. The method involves noting all daily activities, identifying time wasters, and making actionable changes to improve productivity. The presentation also addresses the psychological impact of poor time management and provides strategies for overcoming procrastination, prioritizing tasks, and managing stress effectively.
Takeaways
- 📅 There are 168 hours in a week, and managing them effectively can lead to better control over one's life and reduce stress.
- ✍️ The RACk method involves recording, analyzing, and changing your time usage to improve productivity and reduce wasted time.
- 🔍 Start by recording everything you do throughout the day to understand where your time is spent and identify time wasters.
- 📉 Analyze your recorded activities to find patterns and areas where you can make changes to be more productive.
- 🛠 Change your habits by creating to-do lists, decluttering your workspace, and avoiding multitasking to focus on individual tasks.
- 📝 Prioritizing tasks using methods like the ABC method or considering impact versus effort can help manage time more effectively.
- 🏋️♂️ Staying healthy and building in flexibility can help maintain energy and overcome obstacles, contributing to better time management.
- 🎯 Setting specific, measurable, attainable, relevant, and time-bound (SMART) goals can provide a clear direction and motivation.
- 🤔 Procrastination can be a significant obstacle to effective time management, but it can be overcome by breaking tasks into smaller pieces and using techniques like the Pomodoro method.
- 📱 Utilizing technology, such as apps and calendars, can assist in organizing tasks and managing time more efficiently.
- 🧘♀️ Recognizing and managing stress through mindfulness, physical activity, and other stress-relief techniques is crucial for overall well-being and productivity.
Q & A
How many hours are there in a week according to the video script?
-There are 168 hours in a week.
What is the purpose of the time management calculator exercise presented in the video?
-The purpose of the exercise is to help individuals understand how they are currently spending their time and identify any discrepancies between their perceived and actual usage of time.
What is the RACk method mentioned in the video?
-The RACk method stands for Recording, Analyzing, and Changing. It is a three-step process to improve time management by recording all activities, analyzing how time is spent, and making changes to reduce time wastage.
What are some of the negative impacts of poor time management on psychological health as discussed in the video?
-Poor time management can lead to feelings of being out of control of one's life, increased workplace stress, and stress that bleeds over into home life, undermining a relaxed lifestyle.
What is the significance of prioritizing tasks in effective time management?
-Prioritizing tasks helps to focus on the most important activities first, ensuring that time and effort are allocated to tasks that have the highest impact and importance.
What is the ABC method for prioritizing tasks mentioned in the video?
-The ABC method involves creating three lists: A for urgent tasks, B for tasks that must be done but are less time-sensitive, and C for tasks that are not critical.
How does the video suggest dealing with multitasking in the context of time management?
-The video suggests avoiding multitasking, as it can lead to increased stress and delays. Instead, it recommends setting aside blocks of time for individual activities with clear start and stop points.
What are some of the common reasons for procrastination as outlined in the video?
-Common reasons for procrastination include lacking the knowledge or skills to complete a task, fear of the unknown, evaluation anxiety, acceptance of another's goals, and ambiguity about the task or how to complete it.
What is the Pomodoro method mentioned in the video for overcoming procrastination?
-The Pomodoro method involves working on a task for 25 minutes, then taking a short break, and repeating this cycle. After four cycles, a longer break is taken. This technique helps maintain focus and productivity.
How does the video suggest recognizing and managing stress?
-The video suggests recognizing physical, behavioral, and cognitive signs of stress and managing it through various techniques such as self-compassion, relying on routines, taking breaks to do something interesting, using if-then statements for positive self-talk, and practicing mindfulness.
Outlines
📝 Time Management Basics and the RAC Method
This paragraph introduces a time and stress management exercise by West Chester University in Philadelphia. It encourages participants to calculate how they spend their weekly hours, subtracting time spent on various activities from the total 168 hours. The goal is to identify time wasters and to understand if one's time usage aligns with their expectations. The RAC method is presented as a solution to improve time management, which includes recording, analyzing, and changing one's habits. The paragraph emphasizes the negative impact of poor time management on psychological health and suggests that by managing time effectively, one can feel more in control and reduce stress.
📈 Analyzing Time Usage and Prioritization Techniques
The second paragraph delves into analyzing daily time usage through the RAC method, highlighting the importance of identifying time wasters and adjusting one's schedule to find more usable time chunks. It introduces the time wheel, a tool for visualizing time allocation throughout the day, and discusses various time management tips such as knowing one's priorities, maintaining health, and building flexibility into the schedule. The paragraph also touches on survival time, celebration time, and the optimum study method, emphasizing the need for self-awareness in study habits and the importance of balancing life and study commitments.
🎯 Overcoming Procrastination with Goal-Setting and Techniques
This paragraph addresses the common issue of procrastination, using a humorous anecdote by Ellen DeGeneres to illustrate its pervasiveness. It outlines reasons for procrastination, such as lack of knowledge or skills, fear of the unknown, and unclear task definitions. To overcome procrastination, the paragraph suggests breaking tasks into smaller pieces, using the 5-minute plan, advertising one's plans to maintain accountability, and modifying the environment to increase efficiency. Additionally, it mentions the Pomodoro method, goal-setting with SMART goals, and the importance of reviewing and prioritizing goals to stay focused and avoid procrastination.
🧘♂️ Stress Management and Time Management Tools
The final paragraph focuses on stress management, starting with a discussion on recognizing stress through physical, behavioral, and cognitive signs. It provides nine ways successful people defeat stress, including self-compassion, reliance on routines, and positive self-talk using if-then statements. The paragraph also covers the use of technology for time management, recommending apps and websites like Google Calendar, exam countdowns, I studies, Evernote, and rememberthemilk. It concludes with general stress management tips such as visualizing calm, writing down stressors, practicing mindfulness, and engaging in physical activity, emphasizing the importance of breathing as a simple stress reliever.
Mindmap
Keywords
💡Time Management
💡Stress
💡Productivity
💡RAC Method
💡To-Do List
💡Decluttering
💡Multitasking
💡Prioritization
💡Procrastination
💡SMART Goals
💡Mindfulness
Highlights
168 hours in a week exercise to understand time usage
Introduction to the RACK method for time management: Record, Analyze, Change, and Keep
Recording every activity to understand daily time allocation
Analyzing time usage to identify unproductive periods
The importance of effective time management in reducing workplace stress
Strategies to reclaim wasted time through better time management
Creating to-do lists with a limited number of prioritized tasks
Benefits of decluttering for improving time efficiency
Avoiding multitasking and focusing on single tasks for better productivity
Setting specific start and stop times for daily activities
Recap of the RACK method for improved time management
Utilizing a daily planner to track and analyze time usage
Introduction to the Time Wheel for visualizing daily time allocation
Tips for knowing your priorities and effective time management
Understanding the impact of stress on physical and mental health
Ellen DeGeneres' humorous take on procrastination
Common reasons for procrastination and how to overcome them
Using the Pomodoro Technique to manage work and break times
Goal-setting as a method to avoid procrastination and improve focus
Technological tools for time management and organization
Recognizing and managing stress through various techniques
Stress management tips from successful people
Final thoughts on the importance of time and stress management
Transcripts
time and stress management presented by
West Chester University in Philadelphia
let's begin with a brief exercise there
are 168 hours in a week how many hours
are you using to complete the time
management calculator exercise you will
need a piece of paper and a pen or
pencil you may also use a calculator
beginning with 168 hours subtract the
number of hours per week you spend doing
each of the bulleted items on this slide
feel free to pause the presentation
while you complete the exercise how many
hours if any are you left with
does your calculations show more hours
remaining in the week than you thought
or less remaining time than you thought
if you are surprised by your final
number you may need to let's take a look
at how you're spending your time on a
daily basis the rack method will help
you do just that
are you constantly finding yourself
behind at work or school you arrive at
the end of the day and realize you've
accomplished nothing on your to-do list
well odds are you're not very good at
time management and that is not doing
your psychological health any favors in
fact a study published in work and
stress found that workers who didn't
productively manage their time felt less
in control of their lives here's the
good news
you can get better paying attention to
how you spend your time we'll help you
manage it more effectively and we're
gonna help you learn how to do just that
today on well-cast we're gonna get you
in control of your day with our rack
method recording analyzing and changing
three easy steps - great time management
pause and print a copy of our handy well
cast day planner
and if printing let's dive in step 1
recording when you wake up tomorrow note
the time in your day planner as the day
progresses write down everything that
you do yes we mean everything the 10
minutes you spent getting dressed a half
day of productive work the hours you
spent between social networking sites we
mean at all keep this up from the time
you wake up until you go to sleep step 2
analyzing at the end of the day go
through the schedule and highlight any
chunks of time that you don't feel we're
used productively pick out your five
biggest time wasters in your day be
honest with yourself you spent a half an
hour by the coffee machine talking to
your co-worker you spent an hour on
Facebook and you stared into space for
twenty minutes come on you get the
picture especially focus on the time
wasters at work why a study published by
the British Medical Journal says that
workplace stress is minimised by
effective time management it also says
that workplace stress bleeds over into
home life and undermines a relaxed life
at home here's the ugly part add up all
the time you wasted how much productive
time did you blow on activities that got
you no results step 3 changing now it's
time to come up with a way to get that
time back here are three ways to change
your time wasting habits and become a
better time manager try were
nice to-do lists are a really effective
way to manage your time and your
priorities limit the number of tasks you
have on this list to five and assign
rankings to them in order of importance
declutter not only is decluttering great
for your health but you won't waste time
digging around piles of stuff to find
that one piece of paper that you really
need check out our webcast on clutter
for some helpful tips on lightening your
load schedule Hey we all try to kill two
birds with one stone but odds are
multitasking will actually just stress
you out and delay you even more instead
set aside blocks of time for individual
activities for each activity set start
and stop points this way your day is
cleanly segmented then stick to this
schedule try going one week using these
tips to reduce your wasted time at the
end of the week go figure out where
you've improved your time management
skills and how much time you've saved
let's recap today you'll learn how to
manage your time better by using our
well-cast rack method you record it
analyze and hopefully changed how you
use your time and you did this by
learning how to prioritize your most
important tasks declutter your workspace
to save you time and you learned how to
build yourself an effective schedule to
block out your day hey how did rack work
for you we want to hear how much time
you were wasting and how much you're
saving now tweet us at watch webcast
email us at watch webcast at
elzar pause or leave a comment down
below the daily planner referred to in
the video would look something like this
rather than using the planner to plan
ahead use it to fill in everything you
do when you do it for a week
then analyze your week paying close
attention to time wasters you may also
notice that you have many small gaps of
time in this case adjusting your
schedule a bit may help you find larger
more usable chunks of time another way
to analyze your daily time usage is the
time wheel the time wheel is split into
24 sections one for each hour of the day
and you can develop your own key
utilizing the categories that make the
most sense for you time management tips
know your priorities and we'll talk more
about prioritizing in a bit work time
approximately how much time will it take
to complete the task
be healthy staying healthy will help
keep you energized and better able to
overcome obstacles build in flexibility
let the little things add up rather than
taking a couple of minutes here or there
to complete small tasks block off a
larger chunk of time and get them all
done at once
no.1 it's survival time while we spend a
lot of time trying to balance our lives
sometimes we need to plan for an
imbalance certain times of the semester
we'll be busier than others plan ahead
for this know when it's celebration time
there's nothing wrong with taking time
to enjoy and celebrate your
accomplishments and compromise you may
need to choose quality over quantity or
vice versa depending on the tasks
optimum study method this is all about
knowing yourself and how you study best
do you prefer to work early in the
morning or late at night do you prefer
to work on one assignment exclusively of
course several at the same time if you
have kids is it best for you to work at
night after they're in bed or while
they're doing their homework do you need
complete silence to concentrate or do
you prefer background noise
combining life and study while we
sometimes need to plan for an imbalance
most of the time we need to find ways to
balance the various aspects of our lives
try to avoid disruption of existing
commitments in other words don't
rearrange your entire life if you don't
need to study in a regular time plan
ahead for your peak study periods those
times when you have a big exam coming up
or a project due establish a semester
long timetable looking at the big
picture will help you plan ahead don't
leave things until the last minute make
sure your family and friends know why
school is important to you and make them
feel included in the experience and
don't rely on spontaneity plan ahead and
find shortcuts multitask when possible
and ask for help
delegate and remember that it's okay to
say no sometimes planners are very
useful tools for time management in
order to use them effectively first put
in all regularly scheduled appointments
then add other things that need to be
done at a certain time but aren't set in
stone next add other tasks that must be
completed during the week and add in
some recovery relaxation and social time
yes those are important to finally fill
in any gaps
the ability to prioritize is critical to
effective time management and minimizing
stress there are many ways to prioritize
one of which is the ABC method create
three lists the a list includes tasks
that are urgent the B list includes
tasks that must be done but are not so
time-sensitive and the C list includes
tasks you'd like to get done but are not
critical
you can also prioritize in terms of
impact versus effort high impact low
effort tasks would be quick wins whereas
high impact high effort tasks are your
major projects another way to prioritize
is by looking at agency versus
importance tasks that are urgent and
important quadrant one would be the
highest priority while tasks that are
not urgent and not important quadrant
four would generally be considered time
wasters one of the most common obstacles
to effective time management is
procrastination before we talk about
procrastination let's hear what ellen
degeneres has to say about the topic
I have a problem with procrastination
and I'm supposed to start the show and
I'm not so this procrastination thing
whenever there's something I'm supposed
to do I'll do anything other than one
thing that I'm supposed to do and then I
feel bad about myself and then I get
depressed and then I really don't get
anything done cuz I'm depressed and I
told a friend of mine about this problem
and she said you should go to therapy
and I thought about it and I thought
well wait a minute why should I pay a
stranger to listen to me talk when I can
get strangers to pay to listen to me
talk so that's when I came up with the
idea of touring and I thought now I have
to write a show so I thought what do I
want to say what do I want to talk about
so I sat down on my desk and I was
staring at my desk and I thought wow
that's dusty I can't write with my desk
all dusty like this so I went downstairs
to get a rag and on the way downstairs
my kitten was on the stairway playing
with a piece of dust or something and
and I went to a pet because they did the
thing where they roll on their back and
show you the belly and you got a reward
that you can't pass that up so I sat
down I was petting the cat for about I
don't know 45 minutes something like
that and then I went downstairs and by
that time I forgotten why I went
downstairs and I was staring around
trying to remember and I thought I
should paint this room
I wonder what color this is it looks
like a white but I'm sure there's some
fancy name for it all these people what
kind of job is that to come up with a
name for paint colors you know all the
different color whites like eggshell or
linen or lily or off all the different
ones you know and I thought maybe yellow
you know canary or banana or smokers
teeth you know something that would be I
thought I've got it right so maybe if I
put music on it'd be more inspiring so I
went over to the cabinet where I keep
all my CDs you should have seen that
thing total disarray just Oh everything
Meat Loaf was next to the cranberries
which I thought it'd be funny one night
to organize it buy food when I was drunk
really nothing else was in there except
bread and just all kinds of we let the
doors and the carpenters and Nine Inch
Nails were together and that doesn't
help anything so um I thought of got to
organize this I can't put this off and
so I'm sitting in the hundreds of CDs
and the phone rang and it was a friend
of mine and I said I can't talk I'm
writing and so she said I can't believe
you you're so disciplined I have such a
problem with procrastination and I said
well we should go to lunch and talk
about that so we went to lunch and we
were talking about procrastination and
the waitress overheard us and she said I
have a problem with procrastination too
I said really get my sandwich
but that's when it hit me that's what I
should talk about procrastination that's
a problem everybody has this Universal
procrastination and then I said Oh Who
am I kidding I'm never gonna get around
to writing about procrastination and so
my friend said that's why I brought this
videotape if you watch this guy he keeps
you focused he keeps you on track you'll
never procrastinate again so about a
week later I'll pop in the tape I find
that if you don't press play right away
something's on TV
there are many reasons that we
procrastinate lacking the knowledge or
skills to complete a task may lead to
procrastination they may also put off
difficult or time-consuming tasks fear
of the unknown and evaluation anxiety
the fear that we won't complete the task
well enough are also causes of
procrastination acceptance of another's
goals if the task is related to someone
else's goals rather than our own we lack
investment in the task and may be more
likely to put it off
ambiguity again being unclear on the
task or how to complete it may also lead
to procrastination so how do we overcome
procrastination one way is to break down
tasks into smaller more manageable
pieces use the 5-minute plan tell
yourself you are only going to work on
the task for five minutes once you get
going you will likely find that you
continue well past the 5-minute mark
advertise your plans to accomplish
something tell your friends are posted
on social media so you remain
accountable modify your environment to
increase efficiency plan and prioritize
and reward yourself or you might try the
Pomodoro method decide on a tasks to be
done set a timer for 25 minutes work on
the task until the timer rings take a
brief three to five minute break after
four cycles begin taking longer breaks
of fifteen to thirty minutes another way
to avoid procrastination is by
goal-setting by reviewing your goals and
keeping your eye on the prize
you will see the importance of what you
are doing try to create goals that are
specific measurable attainable relevant
and time-bound four SMART goals
when setting goals you should not only
determine the goals themselves but also
the steps needed to achieve those goals
any potential obstacles as well as
helpful resources or sources of support
and what the outcome will look like how
will you know when you've achieved your
goal if you like using technology there
are many helpful apps and websites to
help you manage your time and get
organized
try using Google Calendar or the
calendar on your smartphone exam
countdown lets you know how soon your
assignments or exams are due helping you
to prioritize your studying I studies
Pro combines your calendar with your
list of assignments Evernote allows you
to store notes photos lists pretty much
anything in one place rememberthemilk
allows you to create multiple to-do
lists in different categories timeful
shows your events and to-do lists in one
place and suggests when to get things
done it can also help you start a new
habit and track your progress one of the
best reasons to improve your time
management is to avoid stress however no
matter how well you manage your time you
will inevitably feel some stress from
time to time so let's talk about how to
recognize and manage stress stress can
manifest in physical signs such as
increased heart rate difficulty sleeping
and headaches behavioral signs such as
irritability losing patience and
increased conflict with family and
friends and cognitive signs such as
difficulty concentrating forgetfulness
and excessive worrying
nine ways successful people defeat
stress have self-compassion remember the
big picture perspective means a lot
rely on routines take five or ten
minutes to do something interesting this
doesn't necessarily mean something fun
or relaxing but research shows that
interest actually replenishes your
energy at where and when - your to-do
list use if-then statements for positive
self-talk for example if I have a big
exam coming up then I will stay calm and
do my best see your work in terms of
progress not perfection and think about
the progress you've already made know
whether optimism or defense pessimism
works best for you are you motivated by
the desire to go for it or are you
motivated by a desire to keep danger and
negative outcomes at bay in other words
are you motivated by promotion or
prevention some other stress management
tips include visualizing calm putting it
on paper on one side right the stressors
you can change on the other side right
the stressors you can this may help
adjust your perspective and allow you to
focus on the things you can change try
scaling your stress from 1 to 10
practicing mindfulness engaging in
physical activity creating a mantra
smiling stretching or petting an animal
perhaps the simplest stress reliever is
breathing if you are feeling stressed
recognize your stress signals take a
deep breath and let it all out
thank you for watching wcu Philly's time
and stress management presentation if
you have any questions please contact
Marci Cohen program counselor for West
Chester University in Philadelphia at M
Cohen at wcu PA edu where two six seven
three eight six three zero one four
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