Managing your time better at work

Basic time management principles

1.    Be organised

This means planning and structuring your tasks, and keeping your desk clear and tidy in a way that makes sense to you.

But how?

One example is the ALPEN method.

Busy day at work? Give the ALPEN method a go!
This stands for:
•    Activities: a to-do list of tasks
•    Length of time: an estimation of how long things will take
•    Planning buffer time: adding in extra time for breaks and interruptions
•    Establishing priorities: ordering tasks by urgency
•    Noting success: checking to see if your estimations were correct.

This technique is invaluable for cutting your day into realistic chunks, then checking that tasks are carried out correctly.
 

2.    Set personal goals

Setting personal goals allows you to know exactly where you are in your tasks and what you still have to do; all the more so if they are SMART – Specific, Measurable, Achievable, Relevant and Time-bound.

3.    Define your priorities

There are a number of methods you can use to outline your priorities and become more efficient.
The broad strokes of these different methods may differ, but they all converge on the same principles: 
•     identify the tasks to be carried out,
•     analyse the degree of urgency and importance,
•     act based on the first two points,
•    review these criteria regularly 

So how do you do this?

Several methods exist:

The Eisenhower matrix
This principle orders tasks based on their urgency (see table below) and can be useful for delegating and prioritising tasks.

A more general method: Getting Things Done
Getting Things Done (GTD) is an organisation technique devised by David Allen. This self-management method takes into account both professional and private activities, and classifies them according to their type and the workload involved. One of the advantages of GTD is that you’re encouraged to write down the tasks you need to do straight away, which frees up your mind.
 

4.    Stop procrastinating

Putting off tasks for later that can be done now is a real barrier to action that can have significant consequences in terms of productivity and meeting deadlines.

5.    Say no

Declining tasks stops us from being overwhelmed by things that are not our responsibility.

6.    Take breaks

Breaks help reduce stress and oxygenate the brain.