Time management: methods, tools and tips

You have a growing mountain of tasks in front of you and you feel like you can't get anything done. In addition, do constant interruptions mean that you are only reacting instead of acting? Then it's worth improving your own time management. 

Find out what methods there are to make better use of your time, both at work and at home.

1. time management definition: What is time management?

Time management is not about getting more done in less time. Rather, it is about using your time in such a way that you get closer to your goals.

Good self-organization helps you to structure yourself and your everyday life better. The basis of all successful self-management is the right time management.

But what exactly does that mean? Time passes in exactly the same way for everyone, doesn't it?

We all deal with the time available to us differently. The term "time management" therefore initially only refers to the handling of available time in general. In other words, we all practice time management - whether consciously or unconsciously.

Seminars, workshops and lectures on time management focus on improving time management. Various methods are presented for efficiently completing tasks and deadlines within a certain period of time.

Because what may be the right time management method for one person may not be for another.

It is therefore important to get to know different methods and find the right strategy for yourself.

Source: https://karrierebibel.de/zeitmanagement

2 Why is good time management important?

The aim of good time management is not to complete more tasks at work or do more laundry and dishes at home. It's about taking the pressure off in all areas of life and finding more time for yourself.

Time management methods increase productivity, but also show ways to prioritize better and expose so-called time wasters.

Advantages of optimized time management:

3. what makes for good time management?

In order to plan your time well, you need to know yourself well. As already mentioned, not every method suits every person or personality.

 

3.1 Self-test: What type of time am I?

Do you prefer to work in a structured way or do you need chaos to be productive? The time type test helps you to determine your type and organize your time optimally.

Time type test

3.2 Self-test: What are my stress amplifiers?

Our thoughts have an influence on our time management. Our own expectations and ideas about ourselves or how things should be can cost us time and further exacerbate a stressful situation.
This test will tell you which stress intensifiers are particularly pronounced in your case.

Test: My stress boosters

3.3 Recognizing time thieves

Recognize your time thieves! Such self-tests help you to recognize what you need for improved time management. Do you lack structure and therefore also an overview? Or are you overwhelmed when a task comes in spontaneously that doesn't fit into your daily schedule?

Recognize time thieves

4. seven time management methods - for every type

ALPEN method, salami tactics, ABC analysis, Eisenhower principle, Pomodoro technique, not-to-do list: Get to know the 7 most important time management methods.

Try out the methods and, more importantly, find the method that suits you!

4.1 ALPEN method - structuring the daily routine

 

The ALPEN method stands for five time management terms and has nothing to do with the mountain range of the same name. The aim of the method is to structure and prioritize the daily routine in the best possible way, taking time buffers into account. The five letters are an acronym for the 5 steps of the method.

The ALPEN method involves the following steps:

1. write down tasks

This first step is similar to making a classic to-do list. Which tasks need to be completed? Which meetings are on the agenda today? List all the activities that are scheduled for the day.

2. estimate length

In the second step, you add the expected time required for the upcoming tasks. This will give you an overview of whether you can even manage the workload in one day. Make sure you remain realistic. And set deadlines with specific timescales, this will increase efficiency enormously.

3. allow for buffer time

Now reconsider the tasks you have listed so far with time specifications and plan buffer times. As a rule, unexpected incidents and delays occur every day. You should plan a maximum of 60 percent of your working time, with 40 percent as a buffer.

4. make decisions

This step is the most important. Here you need to prioritize the individual tasks. Which tasks are important and which can I postpone? What is unimportant and not urgent should be removed from your daily schedule. What is urgent but not so important can perhaps be delegated. You should definitely tackle everything else today.

5. recheck

At the end of the day, we take stock. Did I get everything on my list done? Were the planned buffers enough? Was the schedule realistic?

Please do not give up if you are unable to implement the daily plan at the first follow-up check. The ALPEN method should be used over a longer period of time. This will allow you to optimize your daily plans and eliminate repetitive time wasters.

4.2 ABC analysis - making better decisions

In the ABC method, all pending tasks are divided into three categories. These categories determine the importance of the task.

This method is particularly helpful in making decisions.

Category A is very important,
Category B is less important,
Category C is hardly important.

Also think about how you want to deal with the tasks in each category. Tasks in category C may never be completed because more important tasks keep coming in. In this case, it is advisable to keep checking back to eliminate any unnecessary tasks.

4.3 Pomodoro technique - for all those who like to procrastinate

 

With this time management method, working time is divided into small intervals and fixed breaks. The Pomodoro technique was developed by Francesco Cirillo. He used a tomato kitchen timer to control his intervals.

This tactic is particularly suitable for people who like to procrastinate or forget to take breaks.

 

The following steps must be taken to make the working day more effective:

1. select one (!) task that you would like to complete. Formulate your work goal in writing. Make a note of the steps you need to take to complete the task.

2 . start your task with a 25-minute first work section, the first "pomodoro".

3. after the first 25 minutes, take a 5-minute break. Set yourself an alarm clock for this too. Get something to drink, move around briefly, do what you have been avoiding for the last 25 minutes.

4 . work on your task for a further 25 minutes. Complete a total of four 25-minute work intervals.

5. after the fourth "pomodoro", take a longer break of 15 to 20 minutes.

6. start the method from the beginning.

4.4 Salami tactics - for large projects, seemingly without end

The term salami tactic describes the approach to a task: instead of tackling everything in one go, you divide the task into several small sections. Just as you would eat a salami: you cut it off slice by slice.

The advantage of the salami tactic is that it is easier to motivate yourself because the task is small and manageable. In a relatively short period of time, you can complete a sub-step and thus achieve a sense of achievement more quickly. This reduces stress and makes it easier for you to dedicate yourself to the next subtask and persevere.

This method is particularly suitable for large projects that seem to have no beginning and no end.

You can use the following steps to apply the salami tactic to a project:

4.5 The not-to-do list - eliminating unnecessary time wasters

The best-known method of organizing tasks is the to-do list. Sometimes it is difficult to have an overview and a structure because the to-do's seem endless. What then remains is the feeling of having a huge mountain of tasks in front of you.

The "not-to-do list" method therefore takes a completely different approach.

1. make a note of all the things you shouldn't do at work. This refers to unnecessary time wasters that slow you down and ensure that the day is not as productive as you had planned.

2. the not-to-do list is most effective when it is clearly visible in the workplace.

The method has the following advantages:

• Time wasters are identified and eliminated.
• Tasks and areas of responsibility are more clearly delineated.
• The focus is directed to the essential things.
• Important and unimportant items are differentiated.

You will see that a working day becomes much more efficient and satisfying when the unnecessary things are eliminated!

4.6 The Eisenhower principle - handing over unimportant tasks​​​​​​​

The Eisenhower principle helps to separate important and urgent tasks from unimportant and non-urgent tasks.

In this method, you divide tasks into 4 areas, namely tasks that you:

1. do it first (urgent and important),

2. tasks that you postpone until later (important, but not urgent),

3. tasks that you delegate (urgent, but not important), and

4. tasks that you discard (not urgent, not important).

Important tasks must be completed immediately, unimportant tasks delegated or eliminated.

This means that you need to be able to plan and structure your tasks yourself - and understand which tasks are very important for your boss, for example.

However, using this method requires you to be able to plan and structure your own tasks and delegate tasks.

4.7 Pareto principle

The Pareto principle - also known as the 80/20 rule - assumes that 80 percent of the result can be achieved with just 20 percent of the effort. However, the remaining 20 percent of the final result requires 80 percent of the effort.

Understanding this principle simplifies tasks. It helps you to concentrate on the important things and not get bogged down in the little things.

To get the most out of this method, you should find out which of your tasks are the most important for your company or your team and focus on this task (80 percent). You should devote less time to tasks that have a lesser impact (20 percent).

The method is not about doing everything with just 20 percent effort. Instead, it is about investing time and effort in important aspects and projects.

4.8 Other time management methods

The list of methods for successful time management could go on almost indefinitely.

Other time management methods are:

5. time management tools: Keep it simple!

There is a wide range of time management tools on offer. From complex and paid project management tools to simple free to-do lists, everything is represented. If you search online, you will quickly find what you are looking for.

If you are looking for a suitable tool for your own self-management, start with pen and paper. You can easily find a suitable method for time management. You don't have to get lost in complicated technical tools. Make sure that these tools are not time wasters.

Are you looking for a tool to organize yourself and your team? Then use a digital program for your daily work or individual projects. But the same applies here: keep it simple!

As a team, define a few but important rules on how tasks are maintained and documented in the respective tool. If the tool or the work in it is too complicated, think about another option.

6. time management: tips for everyday life (away from work)

 

No matter which method or tool you end up using, it has to suit you!

Don't spend a lot of time theorizing about how to become as efficient as possible. The important thing is that you get into action! You don't have to implement the methods in exactly the same way. Try out different ones and take the best for you.

Whether for business or pleasure, you will find the right method for efficient time management:

1. write down your tasks: Whether analog or digital, individual pieces of paper or a list.

2 . prioritize, delegate, delete: Here too, play with different ways of sorting tasks.

3 . stay away from multitasking: no brain is capable of doing several things at the same time. Don't make things unnecessarily complicated for yourself, but stay focused.

4 . don't put yourself under pressure: there are always setbacks when trying things out, so don't let this demotivate you. You need to give yourself time to develop routines.

5 . don't forget your breaks: the goal is not to be efficient 24/7. At the end of the day, time management is there to provide relief and prevent excessive demands - above all, this means giving your body enough breaks to get going.

7th podcast: Time management: More time for me

Cordula Nussbaum is a book author and time management expert. In the podcast, she explains how you can protect yourself from time wasters. She also gives tips on how to take care of the important things and people.

Podcast: More time for me