Student Academic Support Services

Time Management

Welcome to Academic Coaching 

Time Management

Most students find that college requires a different approach to time than high school or work. Whether you are looking to build a consistent routine or just need a better way to track your assignments, these tools are designed to help you take control of your schedule.

 

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Time Management Topics

Structure and Routine

Academic Coaching Pointers

  • Plan for change: Change is inevitable, but planning ahead makes it easier to adapt and stay on top of your work.
  • Save your energy: Deciding on a routine now lessens decision fatigue later in the term when you have less mental energy to spare.
  • Personalize your system: There is no "perfect" system—only the one that works best for you.
  • Iterate every term: You may need to alter your system each term to fit your current needs and the specific demands of your courses.

Term at a Glance

Most students find success when they can see their entire term in one place. Using a "Term at a Glance" approach provides a sense of control and comfort, helping you anticipate busy weeks before they arrive.

Term at a Glance Tools

Fall Calendar and Weekly Plan

Contains a calendar for the present term and sections to organzie your tasks for the week.

Download as a Word or Google Doc.

The Term Week by Week Table

For students who prefer a chronological list to track their due dates and tasks. 

Download as a Word or Google Doc.

Fall Calendar and Weekly View

Designed for students who prefer a spreadsheet layout to manage their term and weekly routine.

Download in Excel or Google Sheets. 

 

Term Roadmap - Week Zero to Finals

A week-to-week bulleted breakdown of what to act on and keep in mind throughout the term.

Download as a Word or Google Doc.

 

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Make it Your Own

There is no "correct" way to track your schedule. While we offer printable and digital templates above, feel free to use Google Calendar,  Apple Calendar, or Notion. Access to our Apps and Website Resource Guide for a full list of digital tools coming soon...

Looking for more help with structure and routine?

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Break it Down

Academic Coaching Pointers

  • Work Backward: Start from the due date and list the major milestones needed to get there.
  • Assign Deadlines to Chunks: Treat your mini-deadlines with the same importance as the final due date.
  • Build in "Buffer Time": Always give yourself 2 days of "wiggle room" for unexpected life events.

Assignment Breakdown Tools

  • Magic To Do - Goblin Tools: An AI-powered tool that breaks down any task—from writing a lab report to cleaning your room—into finite, actionable steps. You can adjust the "spiciness" level to get more or less detail based on your needs
  • Step by Step Writing Guide - The Writing Center: A comprehensive walkthrough of the entire writing process, from early brainstorming and drafting to final editing.
  • Assignment Calculator- University of Minnesota: Input your start date and due date to generate a custom, step-by-step timeline for research papers, speeches, or lab reports. It provides specific milestones to keep you on track.
Image showing the Pomodoro Method cycle of 25 minute chunks of work spaces out by 5 minute breaks. Take a longer 20 minute break after doing about 4 sessions of work.

Pomodoro Method - Time and Task Chunking

  • Personalize Your Timer: Don’t feel locked into 25 minutes. If you have a high focus level, try 50 minutes; if you are struggling to start, try 10 or 15.
  • Mindful Breaks: Use your break to stretch, hydrate, or move. Avoid "the scroll trap"—social media often drains more energy than it gives during a break.
  • Task-Based Intervals: If timers cause anxiety, work by task instead. Complete one specific sub-task (like "Draft Intro" or “First 5/15 Practice Problems”), then take your break.
    • Academic Coaching Tip: try switching between topics, also known as interleaving, to strengthen recall and increase novelty of content during a study session. 
  • Track Your Energy: If you find you can’t finish a block, use a "count-up" timer to see how long your focus naturally lasts, then set your future Pomodoros to that length.
     

Recommended Digital Pomodoro Tools - From Coaches and Students

 

Looking for more help breaking it all down?

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Prioritization

Two Questions to Ask Yourself Every Week

Before looking at your calendar, sit down with your tasks and ask yourself these two questions:  

  • What do I put on my task list? (Deciding what actually needs your attention).
    • Urgent vs. Important (Eisenhower Matrix)
    • Dopamine Menu
  • Where do I start? (Choosing your immediate first step).
    • Smallest or Largest Task
    • Randomize

 

Prioritization Structure

Urgent vs. Important (Eisenhower Matrix)

The Eisenhower Matrix is a structured approach that helps you stop "putting out fires" and start focusing on the tasks that actually lead to your long-term goals. Adapted from the - Eisenhower Matrix

Chart showing the 4 quadrants of time prioritization: Decide and schedule (Breakdown long-term tasks into manageable steps), Do first (complete highest-impact tasks now), Delete or Delay (Reduce energy drains and distractions), and Double up or Delegate (optimize routine tasks).

  • Definition: Tasks with clear, immediate consequences if not completed.
  • Examples: An assignment due tonight, a clinical placement check-in, or a heavy-weighted midterm tomorrow.
  • Academic Coaching Pointer: Compare due dates and point values; if two things are due, start with the one that impacts your grade most.

  • Definition: High-value tasks that don't have an immediate deadline, making them easy to procrastinate.
  • Examples: Researching for a term paper due in three weeks, practicing a new study strategy, or building a "Term at a Glance" calendar.
  • Academic Coaching Pointer: Break these into "mini-deadlines." If you don't schedule them, they will eventually move into the "Urgent" box and cause a crisis.
    • Attach another element to your deadline to make it feel real such as: 

  • Definition: Tasks that need to be done but don't require your unique high-level skills or deep focus.
  • Examples: Organizing past class notes or doing laundry.
  • Academic Coaching Pointer:
    • Body Doubling: Join a study group or sit in The Learning Center. Simply being in the presence of others who are working can help you stay on task.
    • Habit Pairing: Also referred to as Temptation Bundling, pair a task you have to do with something you want to do. Listen to your favorite podcast while doing laundry or save your favorite playlist specifically for when you are working through a problem set.
    • Student Benefit: These strategies provide the "dopamine hit" or social accountability needed to clear away administrative hurdles that often cause mental clutter.

  • Definition: Distractions or undesired habits that drain your energy without helping you reach your goals. 
    • Importnat Note: If the task gives you back energy or provides entertainment think about placing in Important, but Not Urgent. Giving back to yourself is a priority too!
  • Examples: "The Scroll Trap" (social media) or over-perfecting a low-stakes task.
  • Academic Coaching Pointer: Evaluate this section carefully, if there are habits that don’t serve you can you work to lessen or eliminate them. 
     

Coming Soon: Dopamine Menus and Kanban Boards

 

Starting Points

Largest Task

Sometimes referred to as “Eat the Frog”, one way to get rolling on your productivity is by doing the hardest and/or most daunting task first. 

  • Gets it out of the way
  • Diving in while your mind is fresh

When does this work best? 

  • Right after class
  • First thing in the morning

Smallest Task

Starting with the smallest task or event just part of a task can be a great way to ease into being productive.

  • Build momentum
  • Lower the barrier to entry

When does this work best? 

  • Overwhelm
  • Procrastination

Randomize

At a complete loss and just need somewhere to start?

  • Assign each task a number and roll a dice!
  • OR use a random task generator
  • Often times, the randomized choice will make us realize we do have a starting point in mind.
     

Looking for more help with prioritization?

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Goal Setting

Academic Coaching Pointers

  • It is great to have big goals but they can become overwhelming if you don’t have a plan
  • The frameworks below (WOOP. Outcome/Process, and SMART) offer ways to think about goals in a realistic and actionable way

 

WOOP - Wish, Outcome, Obstacle, Plan

Coined by Dr. Gabrielle Oettingen, WOOP is a 4-step, science-backed strategy designed to boost motivation by giving clarity to your goal and preparing for how you’ll achieve it.

What is one important goal you want to achieve? (Be specific and realistic.)

  • Example: "I want to improve my time management skills to balance coursework and extracurricular activities.

What would it feel like to achieve your goal? What benefits would you experience?

  • Example:  "I will feel more in control of my schedule, less stressed, and have more time for self-care."

What internal or external challenges might prevent you from achieving your goal? (Focus on things within your control.)

  • Example: "I tend to procrastinate and get easily distracted by social media."

How will you overcome these obstacles? Use "If-Then" statements to develop solutions.

  • Example: "If I feel the urge to procrastinate, then I will use the Pomodoro technique to stay focused."

Outcome vs. Process Goals

When we map out our future, it helps to divide our aims into two distinct categories: where we want to go and the exact steps we will take to get there.

  • What is a Locus of Control? Focusing on what you can personally manage (an internal locus of control) reduces stress and helps you bounce back when unexpected life events happen.
  • Outcome Goals (The Big Picture): This is your destination. While it is great to target a specific destination, remember that external factors—like getting sick on exam day—can impact the final result.
  • Process Goals (Your Action Steps): These are the daily or weekly habits completely within your control that drive you toward your destination.

How to Build a SMART Goal

To keep your goals from becoming overwhelming, run both your big-picture outcomes and your daily processes through the SMART framework:

  • Specific: Target a highly precise area for growth.
  • Measurable: Choose a clear way to track your daily progress.
  • Achievable: Keep it realistic based on your current schedule, energy, and resources.
  • Relevant: Make sure it directly aligns with your personal values and current needs.
  • Time-related: Give yourself a healthy, flexible deadline to stay accountable.
  • Prefer video media explanations? Check out this SMART Goals Explained youtube video

Examples of SMART Outcome and Process Goals

Goal TypeThe Vague idea

The SMART Framework (within your control)

Outcome Goal

(Big Picture)

I want to do well this term.I want to pass my regular chemistry quizzes with a grade of 80% or higher by the end of Spring term.

Process Goal A

(Action Step)

I need to study more.I will use the Pomodoro Method to go over practice problems and questions for 45 minutes every Tuesday and Thursday afternoon.

Process Goal B

(Action Step)

I should get help.I will book a one hour tutor session every Wednesday morning working through tough homework problems at The Learning Center.

 

Looking for more help with goal setting?

Meet with an Academic Coach about this content

Do you have questions, concerns, or comments about the content on this page? Please don't hesitate to reach out to us at: mycoach@pdx.edu