Time management methods: strategies for efficient work

Improve your time management with Flexopus — the smart solution for desk sharing!

The modern working world presents us with new challenges every day: E-mails are piling up, meetings follow one after the other and at the same time, employees should be in hybrid working models flexible between office and Home Office change without jeopardizing productivity.

Especially in times of Work 4.0 efficient time management is becoming a key skill. If you consciously plan and structure your time, you can not only increase efficiency, but also prevent burn out and create a healthy work-life balance. The good news: There are proven time management methods that help you make everyday work more successful.

What is time management?

Time management is the conscious planning, control and optimization of available time in order to achieve personal and professional goals more efficiently. The aim is not to create more time, but to use the available time more consciously and purposefully.

Especially in today's working world with its flexible structures, time management is becoming increasingly important. While in the past, clear office hours and fixed workplaces provided the framework, employees now often have to decide for themselves when and where they best perform their tasks. Hybrid work requires a completely new approach to time planning, as the lines between work and private time are blurred (Work-life blending).

Good time management helps you set priorities, minimize distractions, and successfully balance both professional and personal obligations. It creates structure in an increasingly unstructured working environment and gives your teams back control of their everyday lives.

What time management methods are there?

The overview of time management methods shows that there is no one perfect solution for everyone. Different methods of time management are suitable for different personality types and work situations. Here we present the most proven approaches so that you can find the right strategy for you:

Eisenhower Principle

The Eisenhower Principle divides all tasks into four categories:

• important and urgent
• important but not urgent
• not important but urgent
• Neither important nor urgent

This matrix helps you set priorities and focus on the really relevant activities without losing track of things. Especially in a Open Space Office or at Activity-Based Working This method can help you stay focused despite many distractions.

Pomodoro technique

With the Pomodoro Technique, you work in 25-minute blocks followed by five-minute breaks. Four such cycles are followed by a longer break of 15 to 30 minutes. This method is particularly effective if you work from home and the Health in the home office want to keep an eye on, as she includes regular rest breaks.

ALPEN method

The ALPEN time management method stands for:

• List tasks: What to-dos are there today?
• Estimate length: How long are the respective tasks expected to take?
• Plan buffer times: How long can you realistically work on tasks and how many breaks do you need? Plan enough time for unforeseen additional tasks.
• Make decisions: Sort tasks by priority.
• Carry out a follow-up check: How well did the ALPEN method work recently and what optimizations could you carry out?

This structured approach is particularly suitable for daily planning and helps to develop realistic time estimates.

ABC method

The ABC method also categorizes tasks according to their importance: A tasks are very important, B tasks are important and C tasks less important. This simple prioritization helps you focus on essential tasks and delegate or eliminate unimportant tasks.

Eat the Frog

Although this method has an unusual name (derived from a quote from Mark Twain), it is very useful for many people: It says that you should complete the most difficult or unpleasant task of the day first — then you're done with it! This creates a sense of achievement at the start of the working day and avoid putting off important activities. Especially with mobile work This personal responsibility can make the difference between productive and less successful days.

What are the benefits of good time management?

Effective time management has measurable benefits for both your employees and your company. These go far beyond just saving time and influence overall work quality and employee satisfaction.

The most obvious advantage is the increase in productivity. If you consciously plan and structure your time, you not only complete more tasks, but also the right tasks at the right time. This leads to better results while reducing the level of stress.

Good time management contributes significantly to Burnout prevention at. By consciously planning breaks and making a clear distinction between work and free time, your teams can use their energy more sustainably.

From a company perspective, well-organized employees can help to reduce costs. Less overtime, more efficient processes and a lower error rate due to less stress have a direct impact on operating costs. In addition, higher satisfaction leads to greater identification with the employer and thus to lower employee turnover.

How do you successfully implement time management?

Implementing effective time management methods requires more than just theoretical knowledge. Here are proven time management tips to help you put theory into practice:

1. Use digital tools and apps that suit your work style. From simple to-do lists to complex project management systems, there is the right solution for every need. It is important not to use too many different tools at the same time, as this creates confusion rather than clarity.
2. Be prepared for trial and error. Not every method works equally well for everyone. Try out different approaches and give them at least two weeks before making an assessment. Time management exercises can help establish new habits.
3. Keep in mind that perfect time management isn't always possible. Unforeseen events and changing priorities are part of everyday work. This is where change management can help you react flexibly to new situations without losing the basic structure.
4. Take advantage of hybrid work models for time management. For example, plan concentrated individual work for home office days and collaborative activities for office days. Design that Commuting to work more efficiently by using this time for planning, reflection, or continuing education.

How desk sharing supports time management

Flexible workplace concepts such as Desk sharing can have surprisingly positive effects on personal time management. While some initially fear that the Dematerialization If a fixed workplace leads to chaos, practice often shows the opposite.

When employees have to consciously decide where they want to work, this automatically leads to more conscious daily planning. The question “What do I want to achieve today and which workplace best supports me?” becomes a natural part of the morning routine.

that Flexo Office The concept makes it possible to adapt the workplace to the respective tasks — because concentrated work requires different conditions than creative brainstorming sessions or intensive teamwork. Many workers report that they are supported by a Clean Desk Policy and be able to more consciously switch off the associated daily “reset” routine at the end of the working day.

Flexopus: Your partner for successful time management in desk sharing

Flexopus helps you take full advantage of the time management benefits of desk sharing. The intelligent booking platform relieves your employees of the time-consuming search for the right workplace and enables them to plan their working week in advance.

But the Booking of workplaces That is not the only advantage of desk sharing software. Die Smart Analytics Feature helps your company optimize Desk sharing quota and thus reduces costs in the long term.

Start today with intelligent time management for desk sharing — Flexopus makes it possible. Schedule a free demo and discover how flexible workspaces can revolutionize your time management.

Conclusion on time management

Successful time management has become essential in the modern world of work. The combination of proven time management methods and flexible work concepts such as desk sharing opens up new opportunities for efficient work. It is important that you find the methods that are right for you and use them consistently. With the right strategy and tools, you can not only increase productivity, but also create a healthy balance between work and private life.