5 effective time management methods

Time is a precious commodity, a fact we are constantly reminded of in our dynamic world. The demand to accomplish more in less time is common, often leading to feelings of overload and constant rushing.

Time demands are increasing in all areas of life, both personal and professional. Therefore, it is crucial to find a way to maintain control over our time. Effective time management is essential, especially when multitasking becomes the norm, and the pressure to meet deadlines intensifies.

Effective time management helps us keep track of our time, use it consciously and purposefully, and complete tasks on time without being swept away by stressful time pressure. It aims not only to maximize productivity but also to be the key to a balanced lifestyle and increased satisfaction.

The benefits of effective time management

The benefits of effective time management are numerous. A significant advantage is the reduction of stress and overload by focusing on completing tasks within realistic timeframes. It also provides the freedom to find time for things that matter to us, whether it's hobbies, self-fulfillment, or time with loved ones. In the professional realm, this can include skill development, interaction with colleagues, or scheduled breaks to foster creativity and reflection.

Realistic time planning also supports long-term goal setting and achievement. The more tasks are accomplished, or goals are met, the greater the sense of satisfaction and self-confidence, which in turn motivates continued work towards long-term goals.

Such planning also involves allowing for course corrections, as efficient time management goes hand in hand with flexibility. While it primarily provides structure, it also enables us to respond to unforeseen events without losing track or succumbing to time pressure.

From stress reduction to productivity optimization to creating space for personal interests and interpersonal relationships, effective time management significantly contributes to a balanced quality of life. It helps us set priorities and focus our energy on current important tasks, minimizing distractions. This doesn't mean sacrificing anything; rather, it gives us the opportunity to gain more control over our time, allowing us to work and live more consciously.

So, how can we achieve this goal and effectively organize our time? In this context, time management methods become an important tool.

Eficode (formerly Jodocus) as an expert in efficient time management: As a specialist in process digitalization and optimization, Eficode (formerly Jodocus) has extensive knowledge of time management and a toolkit of relevant methods. We recommend their use not only to our clients and assist them in applying them, but we also actively use them in our own daily work. Another essential tool for optimizing processes is Atlassian's Playbook , which includes a variety of techniques to strengthen teamwork. These enhance understanding of effective processes and contribute to improved task and time management.

5 time management methods for better work allocation

Time management needs to be learned. It requires foresight, the ability to maintain an overview, flexibility, consistency, and a strong talent for prioritization. To make time management an achievable challenge, here are practical tips and five proven time management methods that can help you organize your time and tasks effectively. Each method has its strengths and applications, from the Pomodoro Technique, which focuses on short, concentrated work intervals, to the Eisenhower Matrix, which helps prioritize tasks.

Atlassian Jira and Marketplace apps supporting time management methods: Time management methods are useful and important tools. Even if they are already successfully applied in daily work and project planning, they can be further optimized, especially when using Atlassian Jira. Jira inherently supports effective project and time planning and can contribute to even better time management and work organization through the use of Marketplace apps that support various time management methods.

1. The Pomodoro technique

Developed by Francesco Cirillo, the Pomodoro Technique helps increase concentration and divide work into manageable intervals. It combines focus, rest, and reflection, based on the principle of working in short, concentrated intervals (usually 25 minutes), followed by a short break. This cycle is called a "Pomodoro." After four Pomodoros, you take a longer break.

The longer break after these work intervals provides an opportunity for rest and regeneration. During these breaks, you can gather your thoughts, relax, or jot down creative ideas, maintaining mental freshness and productivity.

The Pomodoro Technique also encourages self-reflection. You can evaluate your performance in each cycle and consider how to become more efficient, continuously optimizing your time management.

Our App Recommendation: The app Pomodoro Time Tracking+ for Jira by Apps+ integrates a seamless Pomodoro timer into Jira, equipped with a countdown, focus and break modes, time tracking, and task overview.

2. The Eisenhower Matrix

Named after former US President Dwight D. Eisenhower, the Eisenhower Matrix is a method for prioritizing tasks. It divides tasks into four categories: important and urgent / important but not urgent / urgent but not Important / neither important nor urgent.

• Important and urgent: these tasks require immediate attention and have the highest priority, such as acute work deadlines, emergencies, or urgent customer requests. The Eisenhower Matrix advises tackling these tasks immediately to avoid negative consequences.
• Important but not urgent: this category includes tasks that are significant but not time-pressured, such as strategic planning, further education, or maintaining important relationships. The method suggests reserving time for these activities, as they are crucial in the long run.
• Urgent but not important: often, we are overwhelmed by tasks that seem urgent but lose importance upon closer inspection, like interruptive calls or unimportant meetings. The Eisenhower Matrix recommends delegating or minimizing these tasks to free up time for essential activities.
• Neither important nor urgent: these tasks have the least priority, often representing distracting activities or unproductive habits. The method suggests eliminating these tasks to create time for more meaningful activities.

By assessing and categorizing your tasks, you can focus on those with the greatest benefit or importance and reduce unimportant tasks.

Our app recommendation: The e Matrix app by Doitb allows sorting tasks by importance and urgency and searching within the matrix.

Eficode (formerly Jodocus) time management tip: The practice of "Time Tracking" is a valuable time management technique. It involves documenting all tasks we perform and the time spent on them, enabling us to keep track of our time and reflect on our work habits afterward.
Find more information on the importance of time tracking and a time tracking tool.

3. The Time Blocking method

The Time Blocking method divides the day into clearly defined time blocks reserved for specific tasks or activities, creating structure and focus. During a particular time block, you fully concentrate on a single task, minimizing distractions and increasing productivity.

This method is especially useful for maintaining a balance between professional obligations and personal life, allowing you to schedule time for family, leisure, and self-care, promoting a better work-life balance.

The Time Blocking method is versatile and adaptable, enabling you to organize your day according to individual needs. While it initially requires discipline, this method pays off in the long run with increased efficiency and better use of your time.

Our app recommendation: The Planner by Tempo simplifies planning tasks and capacities. With the app, projects in Jira can be assigned their own times and compared with the actual time spent to advance process planning.

4. The Getting Things Done (GTD) method

Developed by David Allen, the GTD method focuses on structured task capture, organization, and completion. The core idea is to bring thoughts and tasks into a clear, structured system, freeing the mind from unnecessary clutter. Getting things done centers on several key elements:

• Collection: capture all tasks, thoughts, and ideas in a suitable system, freeing you from constantly reminding yourself of unfinished tasks.
• Processing: review and clarify each task, deciding whether to act, plan, delegate, postpone, or discard.
• Organization: store tasks in lists like to-do lists and project directories to maintain an overview.
• Review and reflection: periodically review tasks and projects to focus on priorities and make necessary adjustments.

Our app recommendation: The app Didit by Seibert Media generates checklists for task management in Confluence, helping sharpen focus, providing an overview of all tasks, and enhancing motivation through task completion.

5. The ALPEN method

The ALPEN method is a simple yet effective time management technique for navigating the day with less stress. The acronym "ALPEN" stands for "Aufgaben, Länge, Puffer, Einplanen, Nachkontrolle" (German for "Tasks, Length, Buffer, Plan, Follow-Up"). The method emphasizes realistic time estimation, scheduling buffer times, and regularly reviewing progress:

• Tasks: list all tasks you want to complete, whether professional projects, personal obligations, or daily chores.
• Length: estimate the time needed for each task realistically.
• Buffer: reserve additional time as a buffer for unexpected interruptions or delays.
• Plan: prioritize and schedule tasks in your day, starting with the most important and urgent ones.
• Follow-up: review at the end of the day to see if all planned tasks were completed. If not, analyze why and adjust your plan as needed.

Our app recommendation: Worklog Plus for Jira by EyZee offers a sortable list view of all tasks, capturing and tracking estimated time efforts, and easily integrating break times.

Conclusion

How we use our time can make the difference between stress and relaxation, success and failure. Time management is an essential skill for navigating the day effectively in both professional and personal life. To learn and develop this skill, we have various time management methods at our disposal, offering proven approaches to optimize our time use.

The choice of a suitable time management method depends on personal preferences, work style, and goals. However, all methods aim not just at completing as many tasks as possible but also at creating time for rest, interaction, reflection, and personal interests. This way, productivity can be increased, and life can be navigated more calmly.