Time and Stress Management – Lesson 2: Understanding Key Elements

Objective: At the end of this lesson, you will be able to understand the key theoretical models of time and stress management. 

In the previous lesson (see Lesson 1 if you have not already done so), you reflected on your habits regarding time management and identified values that are important to you, as well as your priorities related to work-life balance. There are many theoretical frameworks out there that can help you improve your current habits or help form new ones. Several of these concepts will be covered in this lesson. 

While time and stress management are closely related, we will cover them one after the other. Firstly, we will go over different theoretical models for time management. Some of them might be familiar to you already, but hopefully you will learn about new concepts. This lesson intends to help you understand the theory, while Lesson 3 will help you with specific resources, and Lesson 4 will help you put everything into practice. Without further ado, let’s start with time management; feel free to click on the names to skip between concepts or to go back to one that is not fully clear yet and that you want to read again. 

Time Management Frameworks:

1. Eisenhower Matrix
2. Time Blocking
3. Parkinson’s Law

Before we get into the specific concepts, let’s start by defining time management. It is “the process of planning and controlling how much time to spend on specific activities. Good time management enables an individual to complete more in a shorter period of time, lowers stress, and leads to career success” (Team, 2024). Here we also see its connection to stress management again. The concepts mentioned are related to planning and controlling how we spend our time in different ways:

Eisenhower Matrix

Sometimes we feel like there is so much to do that we get overwhelmed and don’t know where to start. Using the Eisenhower Matrix can help you organize and prioritize your tasks by urgency and importance, providing clarity about where to start. By using it you can divide your tasks into four boxes based on tasks that need to be done immediately (urgent and important), tasks that you will do later (important but not urgent), tasks that you will delegate (urgent but not important), and tasks that you will take off your to-do list (neither urgent nor important). The matrix could look something like this:

https://asana.com/resources/eisenhower-matrix

You can either print a matrix and fill it in or simply draw it on a piece of paper and add your tasks. 

It can be difficult sometimes to decide in which box a task belongs, so here are some guiding questions for you that you can come back to when using the matrix:

Some examples for each category would be:

1. Important and urgent (do): finishing a report that needs to be done by the end of the day
2. Important but not urgent (decide/schedule): learning a new skill or working on a project where the deadline is not too soon → here you can decide whether you have enough time to do it right away or whether you want to schedule when you want to do it, just be sure not to forget about it!
3. Urgent but not important (delegate): a project that needs to be completed immediately but not necessarily by you; do not take this as a way to get out of work or responsibilities, but rather critically think about whether your skills are important for this to succeed. This is mostly relevant for working in a company or if you have an assistant, and not necessarily for students writing a thesis.
4. Neither urgent nor important (delete): scrolling through social media; while it can be fun, it should be clear that this should not be a priority over other tasks 🙂 

While this framework might not be the most helpful if you struggle with procrastination, it can help with structure and planning, and who knows, feeling less overwhelmed with the tasks might also help with focusing and not getting distracted. Try it out!

Time Blocking

The next concept we will take a closer look at is time blocking. Maybe you have heard about the Pomodoro technique before (if not, don’t worry, we will talk about this in more detail in a bit), which is just one example of time blocking. One resource that uses time blocking in some way is the calendar in your phone, because, similar to time blocking, it divides your day into blocks of time that help you schedule, remember tasks/meetings, and be more productive. A calendar entry shows you how much time is allocated to a certain activity, and in the same way, a time block shows how much time you want to spend on a certain task. Using this method can help you gain clarity over your tasks, manage the time you have available, and ensure you don’t get hung up on certain tasks. There are different time blocking methods, but let’s start with the traditional one to make the whole process more understandable.

1. Traditional Time Blocking

For this, you first make a list of tasks that need to be done (feel free to use the Eisenhower Matrix to identify important tasks). You can do time blocking for a single day, several days, a whole week, etc. When you have a list of tasks, you divide your day into specific time blocks; this can be done in your paper calendar, your online calendar, or just on a piece of paper. To begin, enter fixed meetings or activities. Then decide how much time you think you will spend on each task and create time blocks in your calendar that correspond to these times. In the beginning, it might be tricky to know how much time each task will need, so be sure to include some buffer time. With practice, you will get better at estimating how much time certain activities take; here, it can be helpful to always note down how much a task actually took in the end to compare it to your estimation. With the traditional time blocking technique, you will have a structured plan of your day/week/… that ensures that you have enough time to do all the tasks while keeping track of meetings and activities. Remember to also include breaks, and don’t forget to think about hobbies! 

An example time sheet for one day could look like this:

7.00 – 7.30: get up, eat breakfast, brush teeth

7.30 – 9.00: go to the gym, come home, take a shower

9.00 – 12.00: study

12.00 – 12:30: eat lunch

13.00 – 17.00: lectures

17.00 – 19.00 free time

19.00 – … cook dinner / meet friends

This example is more vague concerning the content of the plan, and at the same time, it is not always necessary to be this specific about getting up, etc. Another example could be:

9.00 – 11.00: read literature for thesis

11.00 – 13.00: start writing the introduction

13.00 – 13.30: lunch 

13.00 – 15.00: do statistics homework

15.00 – 17.00: lecture

17.00 – 18.30: gym

This example has specific time blocks dedicated to certain tasks and not to studying in general. Both work, just see for yourself which works better for your needs.

2. Pomodoro Technique

You might already know about this technique of using fixed intervals for concentration. Instead of blocking the time by allocating certain tasks to certain times of the day, you block intervals for focused work and breaks. Normally, the time block for working on your task spans 25 minutes, followed by a short five-minute break, but you can decide for yourself what works best for you. Another option would be to do 50/10, so focusing for 50 full minutes and then taking a ten-minute break. To support you with this, there are several resources, like timers and study-with-me videos, but more about this in Lesson 3. Using the Pomodoro technique can help keep the mind alert and engaged and reduce procrastination. Having short periods where the mind has to focus, followed by regular breaks, ensures that you don’t get tired as fast and that your mind stays sharp and focused on the task at hand. In addition, it can be used to track how much time you need for certain activities. For example, if a task takes two focus periods, you know it took 50 minutes to complete (or more, depending on the times you use), which can help you plan how many tasks you can get done realistically. To make use of this, make a list of tasks that you want to get done and choose one to start. Set a timer for 25 minutes and work until it rings. Make sure to really focus during those 25 minutes and don’t use your phone for task-unrelated things or distract yourself otherwise. When the time is over, take a five-minute break, then reset your 25-minute timer. After four blocks (about two hours), take a longer break, then repeat.

3. Time Theming

This strategy is mostly used for longer periods of time, but might also be used for a single day. Time theming works by assigning different time blocks a theme or a category. For example, as a student, you might have lectures during a certain time each day, so you might divide your day into mornings, midday, afternoons, and evenings. Mornings might be for studying, midday could be for lectures, afternoons for studying or hobbies, and evenings for chill time and/or friends. This works best over longer periods, especially if your days are similarly structured regarding mandatory meetings or activities, because it offers structure and routine. This might not be effective for everyone, but give it a try!

4. Energy Management Time Blocking

This is pretty much what the name suggests: planning your day according to your energy. Some people might be more productive in the morning, others in the afternoon or evening. This time blocking strategy emphasizes scheduling your tasks accordingly. Less intense tasks or hobbies would therefore be scheduled for times when you are less productive or energized to make the most out of your day. 

Why should you use time blocking strategies? Having a plan about when to do certain tasks ensures that there is enough time to complete them all. It allows for planning and structure, but also flow states, because during a time block, you know exactly what needs to be done without having to worry about getting other tasks done. It can offer a routine and the formation of habits, and give you more clarity and insight about your productivity and how long certain tasks will take you. It can minimize distractions, increase your productivity, and allow for control and feeling less overwhelmed. The steps for using time blocking might differ depending on which strategy you are using, but generally they involve:

1. Identifying the tasks that need to be done
2. Breaking up your day into time blocks
3. Deciding when you want to take breaks and how much flexible time you want to include
4. Reviewing your plan
5. Start working!

Sometimes we make a plan and then life happens; we get distracted or plans change, and then it might be difficult to get back on track. It is important not to give up. Either see where you left off and continue from there, see where you should be according to your plan, or take some time to rearrange your plan. What you do is up to you, but don’t let these distractions take you out completely. Also, remember that on some days it is easier to follow a plan than on others; if you lose motivation over a day you felt less productive, just start over the next day!

Parkinson’s Law

The last theoretical concept we will cover for time management will be Parkinson’s Law. It’s the idea that a task takes as long as you have time allocated to its completion. This is, of course, a bit simplified; just because you plan to take two hours for something doesn’t mean that’s always enough. Instead, it is more about the fact that you take the time you have. So if you have two weeks to complete a task, you either take those two weeks and work on it slowly, or you procrastinate and then you rush to complete it right before it’s due. We often think about how much time we have rather than how much time we actually need, which leads to procrastination, wasting time, and inefficient habits. To overcome this, we should start thinking about how much time we need. If you have a project that is due in two weeks, think about how many hours you will need for completion. Then, instead of procrastinating and doing it in the last possible time before the deadline, possibly with reduced quality, do it immediately, or schedule it using the other techniques you learned about. Procrastination can increase our stress levels because oftentimes we continue to think about the task, so we have a mental load that does not stop until we finish the task. What we should do instead is finish the task immediately, because after completion, we won’t have the mental load adding to our stress. This probably sounds easier said than done, but it can be helpful to keep this in mind. Instead of just being aware of it, take active steps to ensure better time management and a lower stress level through mental load and time pressure. A task needs the same amount of time, whether you do it immediately or later, but doing it first can help you feel accomplished and more relaxed. It is also good for the quality of your work as it allows for revision and more time if necessary. 

To conclude the theory part about time management, keep in mind that not every strategy works for everyone. Take these as inspiration, in addition to the resources in Lesson 3, and adapt them to your needs. Try out different things and don’t give up if something doesn’t work; it might not be the right technique for you or just needs to be applied in a different context. Just because a strategy works in one area, it does not mean it always works for you; be flexible and experiment with the different resources!

Stress Management

When our time management is not as effective as it should be, we might have to deal with stress. While there are also other sources of stress, the following mostly focuses on burnout and work-related stress, whether as a student or a worker. For resources that might also help with other stressors, see Lesson 3, but keep in mind that these are only helpful to a certain extent and focused on helping you relax, not necessarily to fix an issue. If you feel overwhelmed, don’t hesitate to seek help from the people in your life or a professional.

To start, let’s define what burnout is. The term itself might be familiar to you, but to clarify, a burnout is “physical, emotional, or mental exhaustion accompanied by decreased motivation, lowered performance, and negative attitudes toward oneself and others” and “it results from performing at a high level until stress and tension, especially from extreme and prolonged physical or mental exertion or an overburdening workload, take their toll.” (APA Dictionary of Psychology, n.d.)

The following will outline some stages and signs of burnout, so you can identify whether you associate with them, as it is important to act as soon as possible when dealing with (an upcoming) burnout! 

The Twelve Stages of Burnout: 

1. An urgent need to prove yourself
2. Working harder → you might feel the need to do everything yourself and immediately
3. Neglecting your needs → you might neglect your social life and other needs
4. More interpersonal conflicts → might incl. conflicts with co-workers, friends, family
5. Revision of values → friends and family might become less important in comparison to your work
6. Denial → you might feel bitter and cynical; you might cut yourself off from others and become impatient and angry
7. Withdrawal → you might feel burdened by dealing with others or even get angry if they criticize you; you might feel disoriented or helpless
8. Behavioral changes → you might feel apathetic and like nothing matters
9. Depersonalization → you might lose your sense of identity and your life feels meaningless; you might even neglect your health
10. Feeling empty → you might feel exhausted, anxious, and panicked 
11. Despair → you may experience feelings of self-hatred or depression, or even suicidal thoughts
12. Total burnout → emotional and mental collapse; requires immediate care

General signs of burnout include:

• Exhaustion, cynicism, and lack of efficiency
• Alienation from daily activities
• Reduced performance
• Physical burnout symptoms

If you see yourself in any of the stages or symptoms, there are several things that you can do:

1. Identify the problem
2. Talk with your supervisor about reducing your workload
3. Talk with a mental health professional
4. Try to get enough sleep
5. Try a relaxing activity like yoga, meditation, or mindfulness, or even something relaxing like coloring or doing a puzzle
6. Be mindful and avoid screen time as much as possible
7. Be open to change and incorporate healthy habits
8. Find support, e.g., with your friends, family, or co-workers

It is important to learn to combine perfectionism with a healthy lifestyle, especially since sometimes the very passion that drives individuals can make them more susceptible to burnout. Always include breaks, don’t neglect your hobbies or physical activity, and find a balance between work and life that works for you. To end this lesson, let’s recap what you learned. For time management, it is essential to prioritize your tasks and get an overview of what needs to be done by when. To structure your tasks, time blocking can be helpful. Finally, be aware that just because you have a certain amount of time to complete a task, it does not mean you need it, so consider this when planning your tasks. Managing your time is the first step to better manage your stress. Should you notice burnout symptoms, it is vital not to ignore these, but to change your current way of doing things and/or to get help. In the next lesson, you will learn about resources that can help you prioritize and manage your stress better, so give them a try!

References

APA Dictionary of Psychology. (n.d.). https://dictionary.apa.org/burnout

Asana, T. (2024, January 29). The Eisenhower Matrix: How to Prioritize Your To-Do List [2024] • Asana. Asana. https://asana.com/resources/eisenhower-matrix

Asana, T. (2024, March 1). Parkinson’s Law: Overcome It to Increase Productivity [2024] • Asana. Asana. https://asana.com/resources/parkinsons-law

Hakoune, R. (2023, September 4). How to boost your productivity with time blocking. monday.com Blog. https://monday.com/blog/productivity/increase-your-productivity-with-time-blocking-a-step-by-step-guide/

Pomodoro® Technique – Time Management Method. (n.d.). https://www.pomodorotechnique.com/

St Leger, H. (2023, May 2). 5 Signs you’re headed toward burnout — and how to Stop it. Healthline. https://www.healthline.com/health/mental-health/signs-burnout-and-how-to-stop-it#common-signs-of-burnout

Team, C. (2024, February 15). Time management. Corporate Finance Institute. https://corporatefinanceinstitute.com/resources/management/time-management-list-tips

WebMD Editorial Contributor. (2024, March 5). Burnout: symptoms and signs. WebMD. https://www.webmd.com/mental-health/burnout-symptoms-signs