Ohio Association Of Student Financial Aid Administrators
2011 Spring Conference “Collaboration, Connections,
• Pareto Principle, or the '80:20 Rule'. This argues
that typically 80% of focused effort generates
only 20% of results. The remaining 80% of results
are achieved with only 20% of the effort. While
the ratio is not always 80:20, this broad pattern
of a small proportion of activity generating non-
scalar returns recurs so frequently as to be the
norm in many areas.
• The average person today receives more
information on a daily basis, than the average
person received in a lifetime in 1900.
Defining Time Management
• Time management - is a set of principles,
practices, skills, tools, and systems working
together to help you get more value out of
your time with the aim of improving the
quality of your life.
• Goal Setting
• Managing Interruptions
• Tips - Discussion
Activity - Handout
A 14 – 25 You seem to handle your time well and have mastered planning ahead for optimum effectiveness. You can go
further and apply the techniques you use at work to improve your work-life balance. Day to day time
management is one thing; how about longer term projects for quality time, health and well-being. Do you
relax and reflect enough? Have you considered writing a list of future projects that you could start working on
B 26 – 38 You understand the importance of being organized in order to be most effective. But to advance further you could
benefit from the following tip: pacing yourself will allow you to reduce the need to go back and correct or change
We can fall into the trap of doing too much too quickly. ‘Less is more’, this applies to time, do less and do it
properly. Identify what is important and what is urgent for better time management. The result is more quality
time for friends, family and personal interests.
C 39 - 56 Try to slow down, relax and reflect. To manage your time, first take some time out for yourself. You may want to
learn to say no in a positive way to others’ needs or demands to save time for yourself. Creating personal time
will benefit you as well as writing a plan for your tasks and projects. Address this aspect of your life today to
improve your health and well-being
• Goal setting is an import part of time
– Taking a few minutes to set goals can save a lot of
– Figure out what you need to get done and in what
• pri·or·i·tized, pri·or·i·tiz·ing
• Definition of PRIORITIZE: to list or rate (as
projects or goals) in order of priority.
• Prioritization is often difficult – what you consider
important and what others consider important
can be completely different.
• Example – you need to package 1,000 freshman
but the family in the lobby wants their package
• The model shows the emotional states that we're likely to
experience when trying to complete a task, depending on
the perceived difficulty of the challenge, and our
perceptions of our skill levels.
• To find a balance, and to perform at our best, we need a
challenge that is significant and interesting, and we need
well-developed skills, so that we're confident that we can
meet the challenge. This moves us to a position where we
can experience "flow" (being totally involved and engaged
in the activity).
• This state of flow is often observed in people who have
mastered their business, art, sport, or hobby. They make
whatever they're doing look easy, and they're totally
engaged with it.
Well Oiled Machine also know as Flow
10 Components of Flow –
How do you know when you're experiencing flow? Csíkszentmihályi identified
10 experiences that go with the state of being in flow:
• Having a clear understanding of what you want to achieve.
• Being able to concentrate for a sustained period of time.
• Losing the feeling of consciousness of one's self.
• Finding that time passes quickly.
• Getting direct and immediate feedback.
• Experiencing a balance between your ability levels, and the challenge.
• Having a sense of personal control over the situation.
• Feeling that the activity is intrinsically rewarding.
• Lacking awareness of bodily needs.
• Being completely absorbed in the activity itself.
Achieving Focus Amid Distractions
All of the following can effect an individuals
Here are some ideas for improving your physical environment:
• Make sure you're comfortable – Start by ensuring that your chair and
desk are at the right height for you to work comfortably. If your chair is too
high or your desk is too low, you'll be uncomfortable, and you'll be
tempted to use this as an excuse to get up and walk away.
• Put up pictures – Viewing a natural scene or watching wildlife can help
improve concentration. If you're able to put up pictures in your office or
work area, then choose landscapes or natural images that you enjoy. This
can help your focus, especially if you can see the pictures from your desk.
• Shut out distractions as much as possible – Listening to music can help,
especially if it's instrumental music. Some people even use noise machines
in their offices – these produce a steady "white noise," like ocean waves or
falling rain. This steady background noise can drown out other noise,
helping you focus better and ignore distractions.
• Drink water –
• Eat breakfast –
• Get up and move around –
• Set aside time to deal with worries –
• Focus on one task at a time –
• Close your email box and chat program –
• Switch between high- and low-attention
• Prioritize –
• Limiting distractions allows you to get into
the flow of your work –
Multitasking – Not always a good thing
• Multitasking and the Myth of Productivity
• Many people have studied multitasking. The
conclusion: Multitasking doesn't make you
• Often multitasking leads to: mistakes, poor
work and irritability.
• Take short breaks
• Do your hardest tasks when you're most alert
• Use a phone headset
• Reward yourself
• Schedule email downloads
• Almost everyone has to deal with
– The “Time Waster”
– Employees / Students
– Phone calls
– Other Departments
– Meeting / Conference Calls
• We all have to deal with interruptions - some
need to be handled immediately and others
Tips to handle the Interruptions
• The Time Waster – tell them you would like to
talk and will stop by their office when finish.
• Let your voicemail do its job.
• Do not have a meeting just because it is on
the schedule – if there is nothing to discuss
• The emails will still be there even after the
notification goes off.
• Email can be the biggest waste of your time
– Just because your computer makes a noise does
not mean you need to quit everything else and
– When you check it you realize it is just another
lender wanting to hock their goods.
– Do not let email / instant messaging become your
• Schedule times during the day to check email.
• Ask team members / staff to email only when
needed and keep it short.
• Deal with emails once – every time you go back
you often reread, spending more time on that
• Anticipate responses and answer possible
• Use additional files to organize emails that may
need to be kept – use labels that make sense.
Things that Help with TM
• Create TO DO LISTS – they’re not just for the kids.
– Set Goals
– You feel good marking items off
• Don’t procrastinate – get it done and off your
• Stay organized.
• Effective time management is different for
everyone. What works for some does not
work for all.
• Managing time will help reduce stress and
provide more “me” time at the end of the day.
Resources / References
• "Flow: The Psychology of Optimal
Experience.“ by Mihaly Csíkszentmihályi
• Pareto Principle, or the '80:20 Rule‘
• Time Management Facts and Figures By: Dr.
Donald E. Wetmore
• PNC University