Organization of tasks - what are the methods of time management?

Service Business

Time management allows us to perform all the most urgent tasks on time, develop, devote time to our hobbies and find a moment to rest. That is why for many of us the proper organization of working time is so important. We support each other with applications, we plan and define our goals. Time management methods are very helpful in all of this. Which of them are worth knowing?

Time management methods - why are they helpful?

Time management methods help us in the right organization. Thanks to them, many issues that we previously considered difficult become clearer. We present time management methods that are definitely worth knowing!

Pomodoro method

Let's start with a very simple method of time management, i.e. the Pomodoro method, which will be useful for everyone who has problems concentrating on tasks. It was invented by Francesco Cirillo, and its name comes from the tomato-shaped kitchen timer. This whole method is based on counting time. We can use - like Cirillo - the timer, but we will certainly also find a lot of applications that will make it easier for us to use it. What is going on? What is Pomodoro?

At the beginning, we should establish a list of tasks that we want to perform on that day. Then we work in time blocks - for 25 minutes we focus fully on the task at hand and do nothing else, followed by a 5-minute break. After the fourth Pomodoro (i.e. a time block of 25 minutes), we allow ourselves a longer break (for example, half an hour). Of course, the periods can be longer or shorter if we need it, but the most important thing is to only work and use every break while you are focused.

Remember that the first Pomodoro will most likely be the most difficult, but let's try not to interrupt it with anything. If, on the other hand, one task takes more than 5 Pomodoro, it is worth dividing it into smaller work blocks. If, in turn, it takes less than one, let's add another task so that we do not have to stop working.

APLEN method

Another method of time management is the ALPEN method which helps in planning tasks. ALPEN is an acronym and its explanation is as follows:

A - Aufgaben - Tasks - The first step in using this time management method is to create a task list for the day. On a piece of paper or in an application, let's write down everything that we have to do that day - not only tasks related to work, but also private life. It is important that these are specific tasks.

L - Lange schatzen - length estimation - then we estimate as accurately as possible the time needed to complete the saved tasks. We must remember to take into account the margin of error and try to define it as realistically as possible.

P - Pufferzeiten einplanen - break planning - when estimating the time of performing tasks, we must not forget about the breaks that our body needs to regenerate and those caused by other circumstances.It is assumed that it is best to complete tasks 60% of the time during the day and leave 40% free.

E - Entscheidungen treffen - setting priorities - the next important step is setting priorities, i.e. tasks that are most important to us.

N - Nachkontrolle - control - the last element is control, i.e. checking the progress of work. Cross out what has already been done and update the execution time if anything has changed during the day.

The Pareto rule

The Pareto rule, which was created in 1897 by Vilfred Pareto, is also definitely worth getting to know. He noted that 80% of the country's wealth is owned by only 20% of the population. This rule says that the greatest effect can be achieved with the minimum amount of work. It does not always have to be the ratio of 80/20, it may turn out to be even 95/5.

So how do you take advantage of this time management method?

When organizing your time, it is worth to designate which tasks give the greatest results, bring the most benefits, and when we do, carry them out first, set them as a priority and only after they are completed, start the next ones (earlier also analyzing them from this point of view).

The Eisenhower Matrix

The Eisenhower matrix is ​​very useful for prioritizing. Dwight Eisenhower was very organized and believed that what is important to us is rarely urgent and what is urgent is seldom important.

The matrix is ​​divided into four parts:

  1. Important and urgent

  2. Important and not urgent

  3. Void and urgent

  4. Void and not urgent

It is worth analyzing your tasks and entering each of them into the appropriate quadrant. Our priority should be what is both important and urgent. We need to deal with this in the first place. It is worth dividing important and non-urgent tasks into stages, setting an end date for them and carrying them out systematically. If we have such an opportunity, it is worth delegating the tasks from the third quarter or performing them as soon as possible, free from important and urgent tasks. The things that landed in the fourth quarter are tasks that should be minimized or even eliminated from our lives, they do not have any function in it.

Getting Things Done

Getting Things Done is a method described in the book Getting Things Done, the art of stress-free efficiency by David Allen. It is about getting things done.

The method consists of 5 steps:

1. Collection

If there is something behind our head, we usually cannot focus. So in order to save your effectiveness and productivity, it is worth gathering everything that is on our mind in one place. Anything that distracts us from focusing, let's put it in one place - for example, let's write down all thoughts on a piece of paper.

2. Analyzing

Then we will analyze our tasks. Let's fit them into the following categories:

  • The ones that do not take more than 2 minutes to complete - do the tasks in this group right away so that you do not bother with them at all.

  • The ones that are more time-consuming to make - we will deal with them in the next stage.

  • Those that do not have a specific execution time - it is worth saving them in a group under an appropriate name, eg "sometime".

  • Those that no longer require any action, but contain information useful in the future - we transfer them to the archive.

  • Those that no longer require action and will not be useful in the future - move them to the trash and forget about them.

3. Organize
Here are tasks that take more time to complete. We divide them into the following categories:

  • Projects - larger tasks with a greater number of small tasks.

  • Immediate actions - those that are most urgent.

  • Pending - tasks that you cannot complete yet because you are waiting for necessary information or actions from other people.

  • Calendar - tasks with a specific execution time.

4. Browsing

At least once a week, we should review the tasks and reposition them, or add new ones if we need to.

5. Realization

Fulfillment is nothing more than completing the tasks on the list.

Method 90-90-1

The last method we want to mention is 90-90-1. It will be useful if we have problems with productivity. What is it about?

The idea is to do the most important thing for us in the first 90 minutes of our day for 90 days. Why such values? The habit takes about 60 days, therefore the creator of this method of time management proposes to extend this time to a safer 90 days so that such a morning ritual really gets into our blood. Why 90 minutes in the morning? Because we are assumed to be most effective for about 2.5-3 hours after getting up. The task has to be one, so as not to be distracted and to keep as much concentration on it as possible.

Time management methods can make our organization much easier. Thanks to them, we can become more productive! However, the most important thing is not only to read about them, but also to introduce them into everyday life.