12 time management tricks: Organize and delegate properly

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There are many tips on time management: most people are concerned about the fact that it is only a matter of reorganizing existing tasks. Those who really want to save time and work more effectively must reduce their workload. We show how to do it. 12 time management tricks: properly organize and delegate time management work organization

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Simone Janson Simone JansonSimone Janson is publisher, German Top20 blogger and Consultant for HR communication.


Analyze your work


It is a widespread mistake to believe that time management replaces the previous day's schedule with a rigid framework of guidelines, which one has to keep from now on slavish. The opposite is the case: although time management gives the day-to-day work a structure that will gradually replace the existing life habits.

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But the real goal is to analyze your own way of working exactly and to find out how to optimize it as well as to eliminate or eliminate superfluous tasks. If you stick to it, you will end up gaining more freerooms rather than constantly running after your schedule.

From studying to professional life


It all starts with studying: choosing the right courses, compiling a curriculum that can be mastered, lecturing and reworking lectures and seminars, signing up for exams, learning to write scientific texts - and all that is available Time. In addition, many have to finance their studies with part-time jobs and should also prepare for work with internships.

In everyday working life, the hardly manageable amount of work then continues: documents and contracts, meetings and telephone conferences, writing reports, conducting negotiations, discussing with colleagues, developing and pitching projects - the list of possible tasks could be continued indefinitely.

More than you can create


In fact, one of the biggest problems with time management is for many to be burdened with more work than they can manage. What helps here is friendly but definitely "no" to say or, in turn, to seek someone to help them with their work.

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Another problem is the frequent interruptions and distractions that are so exposed in everyday office life. The chat in the coffee kitchen that takes a bit longer - after all, you have to stay up-to-date. The chat over lunch followed by Schnitzelkoma. And in the evening, the networking event.

Distinguish important from unnecessary


Those who do not consistently separate important tasks from unnecessary pastimes can quickly lose sight of their goals. The prerequisite for this, of course, is that you realize what tasks are really important.

Because only this puts you in the position to set the necessary priorities to manage his time meaningful. However, it is important to always include buffers and recovery breaks.

Keep distractions from the body


Sometimes you have to keep such distractions deliberately. For example, if you are disturbed and interrupted during work by unpleasant interlocutors.

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What helps: Meet in the office of the interlocutor. If you want to stop the conversation, just say, "I see you have a lot to do. It is better if I go now ". If the conversation takes place in your office, go to the Opening address to the guest too. Stay for the entire conversation. It is unlikely that your counterpart will sit down if you do not.

10 tricks for better time management


Overall, good time management is to first analyze your habits and then optimize your own schedule. We'll show you how.

  1. Goal setting: Make yourself clear: what is important to you? And what do you have to do? You need to challenge your goals, but also be realistic and flexible at the same time.
  2. The Timeline: Analyze each day over several weeks, which helps you spend your time around. Write down where, when and how long you work efficiently - and when, how often and how long you are interrupted.
  3. Measure efficiency: Also check whether you are working efficiently enough: Is the time required for a task appropriate? Does the desired result come out at the end? Or are there too many breaks and interruptions?
  4. Analyze biorhythm: Your personal biorhythm is also important - and it is a little different for everyone. When do you work particularly well and when does not work?
  5. Set priorities: Which of your tasks are important, which ones are urgent? And which are neither important nor urgent? You will find that some unimportant tasks can be just as good.
  6. Schedule: Plan exactly when you want to accomplish which tasks and how much time you need for it. Write it down exactly: first the important and urgent, then everyone else.
  7. Endpoint Planning: Especially for longer-term projects such as: Define a final state and then consider which steps are necessary to achieve this.
  8. Taking breaks: It will bring little if you work till the fall. Therefore, plan phases for regeneration. Plan the breaks according to your biorhythm.
  9. Schedule unforeseen: Oftentimes things happen that you could not even anticipate. If you only plan 60 percent of your time, then you still have air for sponate events.
  10. Monitoring of results: Did the result come out at the end? Could you increase your efficiency? Do you have less stress? If not, you need to better adjust your time management to reality.
  11. Turn off troublemakers: Avoid unnecessary distractions; Ask yourself whether the chat with colleagues or the network meeting in the evening really bring so much.
  12. Practice creates masters: Do not worry if the time management does not work out right away. In the course of time, you will be able to realistically assess the tasks you are able to accomplish and plan your time optimally.

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  9. Karina

    I can not quite agree with that. I myself am the best example that people with time problems (I used to be overorganized in the past) are able to change with the help of to-do tools. I have been using Kanban Tool for 12 months. Through Kanban Tool I can visualize all my tasks, projects and appointments and thus I can organize my goals and tasks perfectly. Significant about this great thing is that I can easily export all the tasks in Calendar and it works great especially on mobile devices with touchscreens.

    • Simone Janson

      Thanks for the hint!

  10. Roland Kopp-Wichman

    The problem with books and tools on "time management" is yet: the people without time problems simply apply the tools. The people with time problems know the tools - but do not use them!
    Why is that?
    About the psychological background, I wrote a blog post:

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