Time management methods: strategies for efficient work

The modern working world presents us with new challenges every day: emails pile up, meetings follow one another and at the same time employees are expected to switch flexibly between the office and home office in hybrid working models without jeopardizing productivity. 

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

What is time management?

Time management refers to the conscious planning, control and optimization of available time in order to achieve personal and professional goals more efficiently. It's not about creating more time, but about using the time we have more consciously and purposefully.

Time management is becoming increasingly important, especially in today's working world with its flexible structures. While in the past, clear office hours and fixed workstations provided the framework, today employees often have to decide for themselves when and where they can best complete their tasks. Hybrid working requires a completely new approach to time planning, as the boundaries between work and private time blur (work-life blending).

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

What time management methods are there?

The overview of time management methods shows: There is no one perfect solution for everyone. Different time management methods 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 truly relevant activities without losing track. Especially in an open space office or with 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. After four such cycles, a longer break of 15 to 30 minutes follows. This method is particularly effective if you work from home and want to keep an eye on health in the home office, as it incorporates regular breaks.

ALPEN Method

The ALPEN time management method stands for…

• List tasks: What to-dos are there today?
• Estimate length: How long do you expect each task to take?
• Plan buffer times: How long can you realistically work on the tasks and how many breaks do you need? Allow sufficient time for unforeseen additional tasks.
• Make decisions: Sort tasks by priority.
• Conduct a follow-up check: How well did the ALPEN method work recently and what improvements could you make?

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 are less important. This simple prioritization helps you focus on essential activities and delegate or eliminate unimportant tasks.

Eat the Frog

This method may have an unusual name (derived from a quote by Mark Twain), but it is very useful for many people: It states that you should do the most difficult or unpleasant task of the day first - then you have it out of the way! This will help you create a sense of achievement at the start of your workday and avoid putting off important tasks. Especially when it comes to mobile working, this sense of personal responsibility can make the difference between productive and less successful days.

What are the benefits of good time management?

Effective time management brings measurable benefits to both your employees and your company. These extend far beyond mere time savings and influence the overall quality of work and employee satisfaction.

The most obvious benefit is the increase in productivity. Those who consciously plan and structure their time not only get more tasks done, but also the right tasks at the right time. This leads to better results while reducing stress.

Good time management contributes significantly to burnout prevention. By consciously planning breaks and clearly demarcating work and leisure time, your teams can use their energy more sustainably. 

From a business perspective, well-organized employees can help reduce costs. Fewer overtime hours, 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 stronger identification with the employer and thus to lower employee turnover.

How do you implement time management successfully?

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 a suitable 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 every person. Try different approaches and give each one at least two weeks before making an assessment. Time management exercises can help establish new habits.
3. Keep in mind that perfect time management is not always possible. Unforeseen events and changing priorities are part of everyday work. Here, change management can help to respond flexibly to new situations without losing the basic structure.
4. Take advantage of hybrid working models for your time management. For example, plan concentrated individual work for the home office days and collaborative activities for the office days. Make your commute to work more efficient by using this time for planning, reflection, or further education.

How desk sharing supports time management

Flexible workplace concepts like Desk Sharing can have surprisingly positive effects on personal time management. While some initially fear that the dematerialization of the fixed workplace will lead 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 in achieving this?" becomes a natural part of the morning routine.

The Flexoffice 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 employees report that a Clean Desk Policy and the associated daily "reset" routine at the end of the workday help them switch off more consciously.

Flexopus: Your partner for successful time management with desk sharing

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

But booking workstations is not the only advantage of desk sharing software. The Smart Analytics feature helps your company optimize the desk sharing quota and thus reduce costs in the long term.

Start today with intelligent time management through 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 indispensable in the modern working world. The combination of proven time management methods and flexible working concepts such as desk sharing opens up new possibilities for efficient work. It is important that you find the methods that are right for you and apply them consistently. With the right strategy and the right tools, you can not only increase productivity but also create a healthy work-life balance.