Professional Time Management means the daily work effectively organize and the “right” things done the “right” time. After all, who divides his time well and sets priorities, has better visibility and control of the professional requirements and can concentrate on the goal-oriented workflows. In addition, stress and time pressure can be avoided and creative freedom for personal or professional development are obtained.
Therefore time management is primarily used, with appropriate methods and tools for achieving better professional goals using available time and energy and eliminate unimportant time- and energy-consuming tasks from everyday work.
What tools for better time management are there?
To improve the structure of workflows time management expert Lothar Seiwert particularly recommends the following procedure:
First, an inventory should be created, in which occupations and demands precious time is lost (eg. As by means of a mind map). A “means-ends analysis” also helps to put yourself motivating and achievable goals: What is the goal and the resources available to achieve the objective are available?
It is particularly important to be aware of their own strengths and weaknesses. Because after the “Pareto Principle” can be achieved with only 20 percent of the burden 80 percent of the results if the objectives and tasks are brought to the fore, with which the most success is achieved.
An analysis of one’s own potential can therefore “time thieves” and “procrastination” (z. B. lack of confidence, employment with extraneous activities, not delegating unimportant tasks) help prevent and put the focus on essential tasks.
After identifying the main goals and tasks should according to the “salami tactics” are formulated as specifically as possible career goals. This should in turn be broken down into small, realistic sub-goals and tasks and can then be processed in order of priority.
Such an approach has a positive effect on the motivation and the will to hold out, because daily partial successes in important professional matters can be achieved.
Priorities, for example, with the “ABCD analysis” ( Eisenhower principle be set), assigns the tasks according to their urgency and importance. As O tasks tasks are called which contribute most to the achievement of goals; they are urgent and important and should be dealt with immediately (eg. as urgent meetings, conflicts).
B tasks are important, but not process urgently; they may initially deferred or delegated (such. as long-term strategic planning, network maintenance).
C-tasks of achievement is not important but urgent (z. B. phone calls, paperwork, emails) and should therefore play a rather subordinate role in scheduling.
D Tasks that are neither urgent nor important, on the other hand, should be properly discarded.
In the concrete daily planning can then, for example, the so-called “ALPS method” be applied. For this purpose, set up a to-do list each day, the tasks ( A ), the length of the respective activities ( L ), buffer times for unexpected, spontaneous activities ( P ), decisions to the essential functions ( E ) and at the end of the day, follow-up of completed tasks ( N contains).
Basically, with only about 60 percent of the available time for important matters should be scheduled. Even regular breaks should be included in the planning in order to regain strength and to win so supposedly lost time by then effectively employ.
In addition, it is particularly recommended for the completion of tasks with A-priority comply with so-called “silent hours” and retire to work without interference. Because interruptions (z. B. calls) interfere with concentration, so often parts already completed its job must be processed again (so-called “blade” effect ).
Even such personal periods of individual power curve should be adjusted, the morning is highest in most people.
Important in all this time management tools in particular, everything in writing to fix and execute tasks consistent and disciplined. Here, so-called “schedule tools” help in paper or electronic form.
With a target and schedule book, in contrast to a conventional diary, for example, daily and weekly plans created and tasks are systematically prioritized, objectives and duration.
But even with elekronischen aids such as special computer software or Internet accessible Web Organizer (z. B. Microsoft Exchange ), tasks, appointments and contacts from a PC, laptop or handheld devices are managed effectively.
Using such tools can also be the success of the professional time management identify and control. What is the time savings is ultimately, can be read on the difference between the estimated and the actual time taken.
But success is not only to pure time savings, but also in the positive self-esteem that comes when the main tasks to be “ticked off” at the end of the day and the ultimate goal is again moved a step closer.