Personal work style and time management can often be surprisingly easily improved. Optimize your individual way of working and identify your priorities with energy- and time-saving work and self-organization.
How efficient are you? Test yourself
YES / NO I am unable to focus on my work due to frequent interruptions. YES / NO The statement "I have no time" is part of my standard vocabulary. YES / NO I waste time searching for files and documents. YES / NO My substitute/boss cannot navigate through my organizational system. YES / NO I tend to constantly check my emails so as not to miss anything. YES / NO The daily influx of information consumes a lot of time. YES / NO I have not found an effective time planning system for myself. YES / NO I quickly drop everything for urgent matters. YES / NO I lack time to plan my tasks and activities. YES / NO My phone conversations are usually unnecessarily long.
If you answered Yes multiple times, then keep reading!
Work smarter, not harder!
1. Optimize your decision management. There are no time problems in reality, only problems with setting priorities correctly. Successful time management is about setting consistent priorities. Setting priorities means making a decision, choosing daily what you want or need to do above all else. We should improve our ability in three areas: decision management - attention management - energy management.
2. Do the important things before the urgent ones. Differentiate between importance and urgency, and work on an important long-term task every day. Focus your efforts on goals and successes. Important is what brings you closer to your goal. Important things are unobtrusive and often not scheduled, making them easier to forget. Urgent is what requires your immediate attention!
3. Don't burn out! Are you leading a life in constant haste and perpetual rush? Where do you stand in your career and your life right now? Do you take enough time for the most important thing – yourself? Self-care is by no means selfish, but serves to preserve your own vitality and joy of life. Pay attention to your mental and physical energy!
4. Plan your priorities. Daily and weekly planning are tools to structure your time so that you can use it optimally for your own goals. While daily planning focuses on completing urgent activities, weekly planning is focused on important professional and personal goals. Invest 30 minutes in weekly planning and 10 minutes in daily planning.
5. Handle your documents and information (email management) efficiently:
• Delete or discard it • Do it immediately if it takes only 5 min. • Schedule all other tasks • Delegate tasks • File documents immediately
6. Order with a system. Organize your filing system logically - including digitally. Without clear organizational structures, searching for documents becomes frustrating. Here, a practical, individual file plan and standardized workflow organization can help. Develop a uniform and cross-departmental filing structure within the team. Sort the files on your hard drive and cloud based on the same criteria as your paper system.
7. Dealing with disruptions. Don't let time be stolen from you. Unwanted disruptions are a major problem for effective time management. To eliminate disruptions effectively, taking stock of all disruptions is the best way. Reflect on your use of digital media, learn to say no politely but firmly, and always orient yourself to your priorities. Process incoming emails and posts in blocks – avoid constant checks.
