May 27, 2014

How to Master Daily Business with a Perfect Time Management

The technical process in working life is both blessing and curse. New communication options cause permanent availability. Even after leaving office it is almost impossible to relax. People are increasingly complaining of lack of time and too much stress in business. This may cause burnout or depression symptoms. Just avoid becoming a victim of stress. Do you sometimes lose the track of your tasks and time management? A bit restructuring of your work life and daily routine will lead you to a more relaxing job.

Create Space

If you want to optimize your personal time management, start with rethinking your work methods. Are you stressed because you don’t have enough time doing work? Or are you putting too much pressure on yourself so that you aren’t able to complete your tasks on time? It’s not always the external factors that create the feeling of never having enough time. So don’t hesitate to question your working method and also your surroundings. This way you will realize if you waste time and if your workflow needs to be optimized.

Before adopting a certain time management method you should get familiar with common tips for a better handling of time:

  • Take regular breaks. After 90 minutes of intense working your concentration will diminish rapidly.
  • Call instead of writing mails. Most things are explained faster in direct conversation.
  • Learn to delegate certain tasks.
  • Concentrate on your main tasks and minimize distractions.

 

As you see, you can achieve greater success with simple tools. To permanently optimize your workflow you need to know common time management methods. In the following section we will give you some examples.

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Time Management Methods

There are many techniques that help handling your time. All of them require giving tasks priorities. Here are some helpful methods you can consider to optimize your workflow.

The ‘Getting-More-Things-Done’-Method

The GTD-method by David Allen sets priorities to those tasks that require the least time. Why? You get them done most rapidly and keep your head clear for more important things.

The ABC-Analysis

The ABC-analysis is similar to the GTD-method. First you analyze your tasks. Then you set their priorities using the following categories:

A: Mostly urgent / important

B: Quite important / not mostly urgent

C: Routine tasks / not very significant

With these categories you are able to develop an individual plan to master all your tasks. Start with category A before you proceed with category B. Tasks of category C should be done fast and efficiently. If it is possible try to delegate tasks of category B.

The Eisenhower Principle

This principle follows a similar concept as the ABC-analysis does. Develop a pattern where you sort your tasks by importance and urgency. This will lead you to a fourth category: tasks that are neither urgent nor important. You should scrap those to have more time for more important tasks.

Conclusion: Practice Makes Perfect

To give the tasks realistic priority levels it takes little practice. But you will soon find a routine. Additionally it might be important to redefine the priorities if tasks vary. Never put more time in planning and organizing your tasks as in the working process. Also consider to visit a time management seminar. The lecturer can directly share his experience, answer questions and give useful tips.

 

 

 

Sources:

http://www.zeitzuleben.de/2372-getting-things-done-david-allens-zeitmanagement-methode/

http://www.zeit.de/karriere/2012-08/zeitmanagement-stress

http://wiki.brainstorm-werbung.de/index.php?title=Zeitmanagement

Title image: © Marco2811 – Fotolia.com

Featured image: © bahrialtay – Fotolia.com

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