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Chapter 7: Getting Organized

To-Do Lists

What is your to-do list? You guessed it-a list of things you need to do. Very few people in this day and age live such unencumbered lives that they can afford to go "list-less."

Prioritizing
The way to deal with our busy lives is to prioritize. To prioritize means to set priorities-to determine which of your tasks are the most important and go to the top of the list, and which can be put off until another day. A to-do list doesn't have any real logic to it until you apply the process of prioritization. As you prioritize your list, ask yourself these key questions:

How long will each task take?
Are any of your "to-do" items dependent on each other?
Can any items be combined?
Are you clear as to what's flexible and what isn't?

Once you have a firm grasp on the art and science of prioritizing, you can then move ahead to the next step in your time management campaign: scheduling.

Scheduling
Scheduling occurs once you've made up your to-do list, and you're ready to figure out how to get done what there is to do. Keep in mind that there are factors beyond your control that can affect your output. If it's snowing out or you have a terrible head cold, you're not going to be circling the track quite so speedily as usual. On a normal day-if there is such a thing-you should be able to adhere to your schedule. Keep in mind the following scheduling tips for peak effectiveness:

First and foremost, be realistic. Sure, you want to get everything done, but if your to-do list is as long as your arm, it's simply not going to happen.
Know when you're at your peak and when you're heading into your valley. Different people feel more energized at different times of the day. Pay attention to your cycles, and schedule your most demanding activities for when you are most energized.
Schedule in some "free time" just in case. Things have a way of happening when you least expect them to. Make sure, when you're scheduling, that you give yourself a little wiggle room so you can deal with these eventualities.
Work with big building blocks. We don't have to tell you what occupies most of your day-your school responsibilities, your work responsibilities, and your domestic responsibilities. Schedule those duties first and then fit the other stuff-oil changes, pet shampoos-around them.
Don't lose the forest for the trees. Sometimes people can only see what is directly in front of them, at the expense of the bigger picture. You should really be factoring into your day some activities that work toward your longer-range goals. Review your schedule to make sure you're allowing room for them.

Multitasking Tips

Another buzzword in today's frenzied global economy is multitasking, which means the ability to work at more than one thing at a time. Successful executives recognize that the need to multitask-and thereby stay competitive-is not going to go away. Some of the ideas emanating from these executives can be applied to your own student experience, where multitasking can come in handy too. Here are some good tips collected by Fast Company, a Web site that offers prescriptions for success.

One size does not fit all. Different strokes work for different folks. Be clear on which work habits best enable you to achieve your goals.
Paper piles will grow and grow. Keep your papers in order. File them where they belong. Piles of paper have a habit of growing exponentially.
People are a non-renewable resource. Don't waste the time of knowledgeable people who can help you. When you're meeting with someone, give them your undivided attention. Turn the phone off. Avoid distractions.
Delegate: it's the ultimate time-saver. Get help where you can and don't micromanage. If your brother offers to put on your snow tires for you, don't follow him to the garage to supervise.

For more on the art of multitasking from Fast Company, visit: http://www.fastcompany.com

Tips for Crushing Procrastination

Good grades are not the sole reason to fight against procrastination. A study on college students showed at the end of the semester procrastinators experienced higher levels of stress and even illness in comparison to their peers-and lower grades on top of it. Stressed, sick, and a low GPA-does this sound like where you want to be? Try these tips for crushing procrastination:

Review your goals every day.
Follow your schedule.
Have a place to work that works for you.
Give yourself incentives to look forward to.

Beating procrastination is a crucial step toward your college success, and a way to keep from getting stressed out, and even sick.

Time-Structuring

No human has more than 24 hours to spend or waste each day. The management of those 24 hours is the responsibility of each individual. Time-structuring is the organization of time into various categories. The two broad categories are discretionary (free time) and nondiscretionary (time that you do not regulate). Whether you are engaging in discretionary time or nondiscretionary time, you are either active or inactive.

Active time can be divided into five categories:

Rituals
Pastimes
Games
Intimacy
Activity

Rituals can be simple. Greetings are important American rituals. Religious ceremonies, holidays, and fraternity rites are examples of rituals. Some culture traits are shown through everyday ritualistic behavior.
Pastimes are forms of social exchange that serve to pass the time of day.
Games are activities that should look like fun but are really traps. Games differ from pastimes in that they have the ulterior design of catching someone.
Intimacy is a form of interaction between two people who can freely relate to each other without fear of rejection. Each feels comfortable in the presence of one another, and mutual respect is evident.
Activity is the core of time-structuring and the basis of all other transactions. Activity is the road to achievement of goals.

Inactive time is the portion of the day spent daydreaming, fantasizing, withdrawing, or planning for the future.
Here are some practical tips for managing your time:

Create a daily plan and write it down.
Never be caught waiting.
Don't procrastinate.
Don't be a perfectionist.
Be a speed reader.
Avoid a cluttered work area.
Learn to say no.
Learn to foresee and avoid time wasters.

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