Time management

Download: Prioritizing your tasks  |  En français : Gestion du temps
Worksheet: Prioritizing for your to-do lists

Use a priorities matrix to help structure your to-do list.

Priority: something that is important to you and your goals

Use a priorities matrix to help plan your time and tasks

• Quadrant 1: urgent and important, projects with deadlines
• Quadrant 2: not urgent and important, long-term planning
• Quadrant 3: urgent and not important, interruptions
• Quadrant 4: not urgent and not important, busywork, distractions

To determine where a task aligns with the matrix, ask yourself:

• When is the deadline?
• What is non-negotiable?
• What are your long-term goals and priorities?
• Tip: Regularly consult your course outline and myCourses calendar for relevant deadlines
• Aim to spend your time in Quadrant 2, planning and working ahead of deadlines
• You can create daily to-do lists with tasks from Quadrants 1 & 2.

• To be as productive as possible while working, avoid items in Quadrant 4

   

Download: Estimating time on tasks

Target and improve time-task estimation to feel more in-control of your time and advance your time management skills.

What is time-task estimation?

• Time-task estimation refers to the ability to estimate the amount of time required to complete a task or series of tasks.
• Many students find themselves falling prey to the planning fallacy: “The tendency to set unrealistic expectations for the time needed to complete a future task”

Students facing barriers may want individualized support! You can meet with an Access Advisor at the SAA to navigate services and accommodations.

Why target time-task estimation?

Education psychology researchers have identified the most impactful time-management skills to be:

• The setting of goals and priorities
• For more information on effectively identifying and setting goals and priorities, check out the other resources on time management.
• Perceived control of time (PCOT)
  • PCOT refers to the feeling that you are in control of how your time is spent while working and your ability to meet deadlines.
  • Refined time-task estimation skills are a key component of strong PCOT!
• Evaluating Perceived Control of Time (PCOT)
  • To determine where you stand on PCOT, consider how you would respond to the following statements:
    • I underestimate the time it will take to complete tasks
    • I feel myself procrastinating on tasks that I don't like but that must be done
    • I often feel overwhelmed by the tasks I need to get done
    • I feel like I lack control of my time
    • I find myself getting involved in small details
    • I find myself taking on too many tasks
    • I can't stick to the schedules I create for myself
    • I am unable to say no
  • If you found yourself agreeing with three of more of these statements, you are not alone! There is still room for improvement, and you may benefit from trying a time-task estimation exercise!

Time-task estimation exercise

1. Create a list of tasks you intend to complete
2. Beside each task, estimate how much time it will take you
   • Pro Tip: when estimating, consider the assumptions and constraints associated with your tasks; what do you need to complete? What can you ignore?
3. As you complete these tasks throughout the day, pay attention to and make note of how long they actually take to complete!

Consider creating a log of all the tasks you typically complete and their average duration for future reference! Example

When you better familiarize yourself with how long it takes to complete a task, this can result in:

• Confirmation of existing beliefs
• Modifications of study strategies
• Changes which can improve long-term outcomes

The goal with this activity is for your estimations to become as close to the true execution-time of a task as possible!

How to overcome the planning fallacy

Use the following tips to help overcome the planning fallacy and build stronger time-management abilities:

• Take the outside view. Using your time-task estimation log, take a look at previous related experiences to guide your planning!
• Set implementation intentions. Clearly identify and write down the date, time, and location you will start in.
• Use the segmentation effect. Break up large projects into component, more manageable parts!

References

Adams, R. V., & Blair, E. (2019). Impact of Time Management Behaviors on Undergraduate Engineering Students’ Performance. SAGE Open. https://doi.org/10.1177/2158244018824506

Why do we underestimate how long it will take to complete a task? The Decision Lab. (n.d.). Retrieved August 2022, from https://thedecisionlab.com/biases/planning-fallacy

Download: Creating a time diary | En français : Utilisez un journal de bord pour gérer votre temps

In order for you to create a strong plan for self-management while writing your thesis, here are some steps to take in order to accomplish your goals in a timely (and straightforward!) manner.

Download: Thesis roadmap: A five-step plan

1. Set realistic goals

   1. Setting goals assists with staying focused and motivated! One way to set realistic goals is by adhering to the SMART goal model, which means setting Specific, Measurable, Attainable, Relevant, and Time-bound (SMART) goals for each stage of the thesis writing process.
   2. What is a SMART goal for a thesis?
      1. Specific: Start by being clear about what you want to achieve.
      2. Measurable: Make sure you can track progress within your goal.
      3. Achievable: Make sure your goal is feasible within the time frame you have set.
      4. Relevant: Ensure that your goal aligns with your interests and work.
      5. Time-bound: Set a deadline for when you want to achieve your goal.
   3. Here’s an example:
      1. No: "I want to write my thesis so I can graduate."
      2. Yes: “I want to complete the first draft of my literature review by the end of next month, with a goal of writing 500 words per day and getting feedback from my advisor at least once a week in order to complete the thesis by May in so I can accept my job offer.”

2. Create a schedule

   When you're writing your thesis, it's important to create a work schedule. This may look like developing a weekly or daily schedule that includes time for research, writing, and (most importantly!) breaks. Make sure to allocate enough time for each task and stick to the schedule as much as possible.

   1. Determine your schedule

      1. Check with your department regarding the final deadline for submission.
      2. Based on the deadline your department has and your own goals, create a schedule that breaks down your work into smaller, more manageable tasks.

   2. Prioritize tasks

      1. Prioritize the tasks in your work plan based on their importance and urgency. The SKILLSETS time management workshop may have helpful tips!
      2. Focus on the tasks that are most important and will have the greatest impact on completing your thesis.

   3. Create a work plan

      1. Include tasks such as designing research questions, writing drafts, and, finally, revising your work.
      2. Make sure to break down these tasks into smaller, manageable steps that can be accomplished within your daily and weekly schedule.

   4. Allocate time

      1. Allocate a reasonable amount of time for each task in your schedule, and, importantly, make sure to leave extra time for unexpected issues or delays. If you're not sure how to know how much time to expect when working on something, check out this resource!

3. Use tools

   1. Many tools are available to help with organization while writing your thesis. Consider using a project management tool, a citation manager like Zotero, or a writing tool like MS Word–which includes a tracker for changes– to help keep track of progress, citations, and revisions.

4. Stay motivated

   1. Seek out resources to make sure there is adequate support and balance in the writing and revision process! This may look like getting feedback early and often. Share work with an advisor and other trusted individuals for feedback. This will be useful in ensuring accountability and progress.
      1. Check out resources on how to build a strong relationship with your supervisor!
   2. Writing a thesis can be a long and challenging process, so it’s important to stay motivated. Find ways to acknowledge the progress made along the way.
      1. Finished your literature review? Grab dinner with a friend?
      2. Stuck on designing research experiments? Reflect on what you have accomplished so far!

5. Find support

   1. Being surrounded by folks who understand the thesis-writing process and who can offer encouragement and support when needed can be critical in maintaining an effective workflow. Consider joining a writing group or connecting with other grad students in a similar situation.
   2. McGill’s Graphos writing program may be a good option to ensure that you develop a good network and team!