1. TIME MANAGEMENT The key to success in life!

2. Denis Huffman Lesson Focus: Allocating time for work, school and leisure Lesson Focus: Allocating time for work, school and leisure Lesson Description: Give students information regarding good time management skills and developing a system of monitoring their own personal success. Lesson Description: Give students information regarding good time management skills and developing a system of monitoring their own personal success. Focus Group: Young adults age 14 – 18. Focus Group: Young adults age 14 – 18. Estimated Lesson Completion Time: 4 hours over a period of three weeks. Estimated Lesson Completion Time: 4 hours over a period of three weeks.

3. How many times have you said: “I don’t have time………” …………..to exercise. …………..to exercise. …………..to read. …………..to read. …………..to visit friends or relatives. …………..to visit friends or relatives. …………..to play golf. …………..to play golf. …………..to complete assignments. …………..to complete assignments. …………..to study for tests. …………..to study for tests. …………..to relax. …………..to relax.

4. How many times have you said: …..I could have done better. …..I could have done better. …..I should have scored higher. …..I should have scored higher. …..I could have accomplished more. …..I could have accomplished more. …..I should have been there for them. …..I should have been there for them. But now it is too late!

5. BECAUSE Time waits for no man……………… Time waits for no man……………… Once past, a minute is gone forever. Once past, a minute is gone forever. No person plans to fail, but most people fail to plan. No person plans to fail, but most people fail to plan. The fact is: successful people have the same number of minutes in their day and accomplish more in the same period of time. Why? successful people have the same number of minutes in their day and accomplish more in the same period of time. Why?

6. Time Management Involves: Setting Goals Setting Goals Tracking Time Tracking Time Analyzing and Evaluating Time Analyzing and Evaluating Time Modifying Schedules Modifying Schedules Tracking Progress Tracking Progress Re-evaluating schedules. Re-evaluating schedules.

7. Plan of Action Document daily schedule for two weeks. Document daily schedule for two weeks. Graph your results. Graph your results. Evaluate your charts. Evaluate your charts. Establish a plan of action. Establish a plan of action. Follow through on planned changes. Follow through on planned changes. Chart new information. Chart new information. Compare and analyze results. Compare and analyze results.

8. Goals & Objectives Improve observation and documentation skills. Improve observation and documentation skills. Increase knowledge in using spreadsheets and graphs to chart results. Increase knowledge in using spreadsheets and graphs to chart results. Improve ability to analyze information and recommend changes. Improve ability to analyze information and recommend changes. Improve personal time management. Improve personal time management. Improve personal productivity. Improve personal productivity.

9. Spreadsheets Open a new spreadsheet in Excel, Lotus 123, OpenOffice or any other brand of software. (Note: my instructions are based on Excel and may differ using different software.) Open a new spreadsheet in Excel, Lotus 123, OpenOffice or any other brand of software. (Note: my instructions are based on Excel and may differ using different software.) Save the file as: Save the file as:..TimeLog.xls (or what ever extension is required by your program...TimeLog.xls (or what ever extension is required by your program. Example: HuffmanD.TimeLog.xls Example: HuffmanD.TimeLog.xls

10. Labeling Cells Click on Cell B1, type: Sleep Click on Cell B1, type: Sleep Click on Cell C1, type: Hygiene Click on Cell C1, type: Hygiene Click on Cell D1, type: Eating Click on Cell D1, type: Eating Click on Cell E1, type: Travel Click on Cell E1, type: Travel Click on Cell F1, type: Reading Click on Cell F1, type: Reading Click on Cell G1, type: Work Click on Cell G1, type: Work Click on Cell H1, type: Computer Click on Cell H1, type: Computer Click on Cell I1, type: Homework Click on Cell I1, type: Homework Click on Cell J1, type: Exercise Click on Cell J1, type: Exercise Click on Cell K1, type: Recreation Click on Cell K1, type: Recreation Click on Cell L1, type: Personal Click on Cell L1, type: Personal Click on Cell M1, type: Television Click on Cell M1, type: Television

11. Set Spreadsheet Formats Left click on Cell A4, type the word: Time Left click on Cell A4, type the word: Time Left click on Cell A5, type the word: Date Left click on Cell A5, type the word: Date Right Click Mouse on entire COLUMN A Select Format Cells, Date, 01/01/05. Right Click Mouse on entire COLUMN A Select Format Cells, Date, 01/01/05. Right Click the Mouse on the entire ROW 4. Select Format Cells, Time, 1:30 PM. Right Click the Mouse on the entire ROW 4. Select Format Cells, Time, 1:30 PM.

12. Add Dates In Cell A3, type: 01/01/05 (Or what ever date you want to begin with such as today’s date.) In Cell A3, type: 01/01/05 (Or what ever date you want to begin with such as today’s date.) In Cell A4, type the next day’s date. (ex. 01/02/05) In Cell A4, type the next day’s date. (ex. 01/02/05) Continue down the A column listing all the dates for the next two weeks. Continue down the A column listing all the dates for the next two weeks.

13. Shortcut After entering the first two dates in Excel, you can: Left click cell A3. Left click cell A3. Press shift and left click A4. Press shift and left click A4. Grab the box in the lower right corner of those two cells, holding the left mouse button and dragging it down the column. Grab the box in the lower right corner of those two cells, holding the left mouse button and dragging it down the column. Excel will automatically enter all the dates for as long as you want to continue. Excel will automatically enter all the dates for as long as you want to continue.

14. Add Times Click on cell B4 and type: 12:00 AM Click on cell B4 and type: 12:00 AM Click on cell C4 and type: 12:30 AM Click on cell C4 and type: 12:30 AM Continue on the cells across row 4 entering the time in 30 minute increments up to 11:30 PM. Continue on the cells across row 4 entering the time in 30 minute increments up to 11:30 PM.

15. Shortcut Again, if using excel you can: Again, if using excel you can: Left click B4. Left click B4. Hold the shift and left click C4. Hold the shift and left click C4. Left click and hold the box in the lower right corner of these two cells and drag it to the right until you reach 11:30 PM. Left click and hold the box in the lower right corner of these two cells and drag it to the right until you reach 11:30 PM.

16. Lock Pane on Spreadsheet Click on Cell B6 Click on Cell B6 Click on the word WINDOW at top Click on the word WINDOW at top Click on FREEZE PANE Click on FREEZE PANE Result: Now you will always see the dates and times when moving throughout the spreadsheet.

17. Collect Data 14 days minimum Now we need a daily log handy for documentation: Take a single sheet of 8 ½ x 11 inch paper, fold it into 3 times so it is about the size of an index card. (Approximately 4 ¼” x 2 ¼”) Take a single sheet of 8 ½ x 11 inch paper, fold it into 3 times so it is about the size of an index card. (Approximately 4 ¼” x 2 ¼”) Keep this paper with you and record your daily schedule every 30 minutes. Use the preset list of categories selected in the previous spreadsheet. Keep this paper with you and record your daily schedule every 30 minutes. Use the preset list of categories selected in the previous spreadsheet. Note: It is critical that you follow through every 30 minutes to be accurate.

18. Fill Cells With Collected Data Now we are going to begin filling each block of the spreadsheet with data from your daily notes. You can use fewer categories for simplicity, or more categories for more detail. You can modify names to fit your schedule. It is recommended that you use the following minimum categories: Now we are going to begin filling each block of the spreadsheet with data from your daily notes. You can use fewer categories for simplicity, or more categories for more detail. You can modify names to fit your schedule. It is recommended that you use the following minimum categories: SleepHygieneEatingTravel ReadingWorkComputerHomework ExerciseRecreationPersonalTelevision

19. Copy & Paste You can copy and past a block of cells by doing the following: You can copy and past a block of cells by doing the following: Right click your mouse on one of the categories across row 1, select COPY. Right click your mouse on one of the categories across row 1, select COPY. Left click the beginning cell to paste it to. Left click the beginning cell to paste it to. Hold the shift button down and left click the last cell to copy it to. Hold the shift button down and left click the last cell to copy it to. Right click the mouse and select PASTE. Right click the mouse and select PASTE.

20. NOTE All cells in the spreadsheet must have the category spelled exactly the same way including upper and lower case. Otherwise, the formulas we will be inserting next will not work. All cells in the spreadsheet must have the category spelled exactly the same way including upper and lower case. Otherwise, the formulas we will be inserting next will not work.

21. Inserting Formulas Now we must total up all of the cells in our spreadsheet that match a category and place a numerical number in the cells in Row 2. Now we must total up all of the cells in our spreadsheet that match a category and place a numerical number in the cells in Row 2. We can manually count all of the cells in the spreadsheet with the word “Sleep” in them, and put that number in the cell B2. We can manually count all of the cells in the spreadsheet with the word “Sleep” in them, and put that number in the cell B2. Then do the same with Hygiene and place the total in C2. Continue on with each category. Then do the same with Hygiene and place the total in C2. Continue on with each category. Or we can use the following formula on the next slide. Or we can use the following formula on the next slide.

22. Inserting Formulas Click on Cell B2 Click on Cell B2 Enter the following formula: Enter the following formula: =COUNTIF(B6:AW372, “Sleep") Explanation: This formula checks all the cells from B6 to AW372 (365 days, 24 hours) for the word “Sleep.” Every occurrence adds 1 to the sum total in B2.

23. Completing Formulas Type this same formula in every cell from C2 through M2 with one exception: Change the word or the criteria we are checking for to the category of that column. Change the word or the criteria we are checking for to the category of that column. Example: Sleep, Hygiene, Work, etc. =COUNTIF(B6:AW372, “Hygiene") or =COUNTIF(B6:AW372, “Work") etc.

24. Making Graphs Left click mouse on Cell B1 Left click mouse on Cell B1 Hold the shift key down and left click the mouse on Cell M2. This will highlight all the cells between these two. Hold the shift key down and left click the mouse on Cell M2. This will highlight all the cells between these two. Click the “INSERT CHART” icon along the top or select Click the “INSERT CHART” icon along the top or select Select a PIE chart. Click NEXT for all defaults. Select a PIE chart. Click NEXT for all defaults.

25. Chart Results

26. Add Percentages Right click the mouse over the chart, and select CHART OPTIONS, then PERCENTAGE Right click the mouse over the chart, and select CHART OPTIONS, then PERCENTAGE

27. Exercise Using all the information we have discussed, create a spreadsheet Using all the information we have discussed, create a spreadsheet Log every activity over the next 14 days on a piece of paper, notepad, or index card. Log every activity over the next 14 days on a piece of paper, notepad, or index card. Transfer that information to the spreadsheet. Transfer that information to the spreadsheet. Create graphs showing your own personal time management schedule. Create graphs showing your own personal time management schedule.

28. Analyzing Data Next we need to analyze our data. What are our goals? Improve grades? Exercise more? Find more time for recreation or personal time? What are our goals? Improve grades? Exercise more? Find more time for recreation or personal time? What areas of your day do you have control over? Work or school may be set and unchangeable. But everything else is adjustable. What areas of your day do you have control over? Work or school may be set and unchangeable. But everything else is adjustable. What can you change? What can you change?

29. Documenting Goals On a single sheet of paper, list three categories or sections: Short Term Goals (Less than 1 year): Short Term Goals (Less than 1 year): Intermediate Term Goals (1 to 5 years): Intermediate Term Goals (1 to 5 years): Long Term Goals (5 to 10 years): Long Term Goals (5 to 10 years):

30. Itemizing Goals Under each category, list two or three Personal Goals Examples: Short Term Goals (Less than 1 year): Raise overall GPA to a 3.5 Raise overall GPA to a 3.5 Loose 20 pounds Loose 20 pounds Intermediate Term Goals (1 to 5 years): Receive High School Diploma Receive High School Diploma Receive Scholarship for College Receive Scholarship for College Earn bachelors degree in computer science. Earn bachelors degree in computer science. Long Term Goals (5 to 10 years): Find employment in my area of expertise that I enjoy. Find employment in my area of expertise that I enjoy. Vacation in Europe Vacation in Europe

31. Establishing a Plan For your short term goals, what will you need to do to accomplish them? More reading per week? More reading per week? More homework? More homework? Less time eating? Less time eating? More will power? More will power? Improve diet? Improve diet?

32. Continue With Goals Plan Under each of the three categories, short term, intermediate term and long term goals, list three to six items or actions that you will need to complete to help you accomplish that goal. Under each of the three categories, short term, intermediate term and long term goals, list three to six items or actions that you will need to complete to help you accomplish that goal. On each of the items, list how many minutes per week will be required. On each of the items, list how many minutes per week will be required.

33. Final Step Now you should have a spreadsheet showing the previous two weeks of your life broken down into thirty minute increments. Now you should have a spreadsheet showing the previous two weeks of your life broken down into thirty minute increments. You should have a detailed document showing your short term, intermediate term and long term goals. You should have a detailed document showing your short term, intermediate term and long term goals. Now it is up to you! Implement your plan. Now it is up to you! Implement your plan. Continue to log your new schedule into your spreadsheet. Continue to log your new schedule into your spreadsheet. Re-evaluate your progress at least once each month. Re-evaluate your progress at least once each month.

34. Questions Any questions? Any suggestions? There are many possible variations on this project. You could use a daily planner or calendar program to document your goals and schedules. You could use a daily planner or calendar program to document your goals and schedules. You could go into more detail in critical areas like college education and majors or workforce goals. You could go into more detail in critical areas like college education and majors or workforce goals.

35. Summary Time Management is the greatest obstacle most people have in life. Time Management is the greatest obstacle most people have in life. Learning to manage your time efficiently is a key to financial stability, success and happiness. Learning to manage your time efficiently is a key to financial stability, success and happiness. Prioritize your goals. Focus on what is important. Prioritize your goals. Focus on what is important. Establish a daily schedule that will help you accomplish each item one step at a time. Establish a daily schedule that will help you accomplish each item one step at a time. Re-evaluate your life and your schedule on a regular basis asking yourself: “Am I on the right track? What can I do to reach my goals and improve myself?” Re-evaluate your life and your schedule on a regular basis asking yourself: “Am I on the right track? What can I do to reach my goals and improve myself?” What is my schedule for completion? What is my schedule for completion?