The boss comes around the corner with a new project. The colleague only has a quick question about a customer. And emails pile up in the mail account that still need to be processed or at least read. Has the time management got out of hand again – look here https://resumegets.com/barista.
Set priorities
First the bad news : Time cannot be managed. No matter what you do, it always runs the same fast or slow. You can’t control time.
But you can set priorities – and that’s the good news – to manage time wisely and get the work done. This is exactly what is meant by time management. So it pays to take a closer look at the working day. Different methods help to prioritize projects and tasks.
But time management is not only that. It is a useful tool to get the stress levels under control. Some employers even encourage it. They offer their employees programs to learn how tasks can be organized according to importance and deadlines.
Time management has pitfalls
“No problem!” – you might think: “I work concentrated, I am focused and I can do my tasks.” Congratulations – you have excellent prerequisites for good time management.
Not only the sensible division of tasks is important, above all, sufficient self-motivation is important. By nature, people like to be distracted. One more, the other less. There are also many distraction traps lurking at work: Check the WhatsApp messages on your mobile phone, take a look at Facebook, Instagram also works quickly before you continue with project work on the job. If the boss or colleague comes by with a question or for a chat, the concentration is completely gone. Stress arises.
Methods for managing time
Those who plan their working hours sensibly and work in a concentrated manner should be able to do the workload. This could be the formula for working days structured according to priorities. Various methods can help:
ABC-analysis
Before you enthusiastically start planning your working days, consider: The planning of the tasks also takes time. Keep a buffer free for this.
The name ABC analysis says it all. Tasks are listed according to importance and urgency. What has to be done first, what’s next, what’s still time? The principle of this time management method is simple:
- A: very important tasks that have to be done first
- B: projects that have a high priority
- C: These tasks can still wait and are not very relevant
With this method, days, weeks or months can be planned. It is based on the so-called Pareto principle or the 80/20 rule. It says that 80 percent of the results are achieved with 20 percent of the total effort. However, the remaining 20 percent of the results require 80 percent of the total effort – that is, most of the work.
The inventor, the Italian engineer, economist and sociologist Vilfredo Pareto studied the distribution of land ownership in Italy. He discovered that 20 percent of Italian citizens own 80 percent of the land. From this he derived the 80/20 rule.
Nowadays this method is mainly used in the field of time management. It can be used to identify work that is repeatedly postponed due to a lack of efficiency. In addition, good results and rapid progress can be achieved. Critics complain, however, that work is no longer carried out or completed 100 percent.
Kanban method
In agile project management, especially in software development, Kanban is one gladly used method. Kanban originally developed from Toyota’s production system. Kanban means “signal card” and is a technique with the aim of creating an even flow in production. Inventories are also to be reduced. Transferred to time management, each task is divided into three areas:
- to be done
- in progress
- done
The individual works can be displayed particularly well with Post-its or a digital board. Tasks can be moved, which makes the processes clear. This clearly shows what still needs to be done and what is already done.
Eisenhower principle
A four-field matrix is used to determine which tasks are important / not important and are urgent / not urgent. To do this, divide the tasks into A, B, C and D – do it immediately, schedule, delegate and do not process. D tasks are therefore not done. The Eisenhower principle is also a form of prioritization in time management. Since tasks are seen as particularly important in many cases, the art lies in concentrating on the essentials.
Other time management methods
The smart and GTD principles also prioritize. Smart stands for specific, measurable, attractive, realistic and on time. Set goals that are measurable. Plan in such a way that you don’t run out of motivation – that is, realistic and feasible. Then set the time frame.
The GTD principle, on the other hand, relies on Getting Things Done – first collect all the tasks to be done, then log them down, for example in a calendar, arrange them and work through them. The aim is to record all pending work and thus clear your mind for important things. This should help to concentrate on the current work without forgetting others or even losing the overview.
Digital time management
Not to be forgotten are the numerous digital helpers with which time management is also possible. They are available for Android, iOS and PCs alike. They include Evernote, Todoist, Wunderlist, but also Outlook from Microsoft.
Conclusion: Don’t get distracted
Despite all the good methods, the biggest time-waster is probably the distraction. The attention is quickly gone. A sensible prioritization of the tasks doesn’t help anymore.
So you need to bring a healthy dose of self-management and discipline with you if you want to stick to your schedule. This also includes having the courage to delegate and allowing mistakes. Stick to your plans, set boundaries, and get enough breaks from work. Just five minutes are enough to be able to continue working in a more relaxed manner. This is how you manage your workload.