Time planning: How to gain more time during the day

Time is a scarce resource. Even though every day has 24 hours, the time in the minds of many people hardly enough, the necessary things to do. A realistic time schedule is therefore important. It helps to structurally structure the day or longer periods of time and to keep track of upcoming tasks. In the end, this not only prevents stress but minimizes the risk of procrastination. What you should know ...

Why is time planning required?
Many underestimate the complexity of their tasks, the influence of disruptions and overestimate their own speed. The result: stress. Because deadlines for the delivery of chores, for the end of the project or the appearance of technical articles can usually not be postponed.

Difficulties in creating presentations or learning material - whether for undergraduate students or retraining professionals - are mostly due to poor scheduling. There are various difficulties that people face.

The most common ones include:


drive
First of all, it is the biggest hurdle for many people. There are innumerable excuses why a task is postponed indefinitely. For urgent works, of course, only to a certain extent.

randomness
In the endeavor to finally start something - no matter what, start MAINSTANCE - indiscriminately resorting to a task. The right task at the wrong time can be just as stressful as the wrong task.

organization
Several tasks are processed at the same time, in between maybe a few mails answered - the chaos is perfect. This procedure is incredibly time consuming, good scheduling prevents you from getting bogged down.

exhaustion
If the handing in of the term paper or the date of the presentation is nearer, work is carried out to the stop in order to make up for the previously wasted time. Most of the breaks remain on the track during such actions.

sources of interference
Although you only have some influence on whether your boss is bursting into the office with a request. Other sources of interference can be reduced.


Time management is self-management
Most of the issues listed above are problems that are resolved within you . Therefore, on closer inspection, it is nonsensical to talk about time management , since ultimately it is about self-management . This means: critically reflecting one's own way of working, identifying obstructive behavior and then changing it accordingly.

It is not about pushing the self-optimization to the extreme, but ultimately to a more relaxed daily routine and more free time to come.

Time planning plays an important role in this. However, a misconception has to be cleared up right at the beginning: scheduling does not mean that the day (or which time unit you have in mind) is clocked through to the smallest detail. That would do exactly the opposite if something unforeseen happens.

Examples of scheduling
How can you plan your time? First, you should define the unit that you want to envisage. Is it about creating a plan for the next two weeks? Or do you want to structure a day?

In both cases, this requires that you take your time to reflect on what you want to do. The most important thing in scheduling: make a plan before it is used immediately.

weekly planning
There are two options here, depending on how you personally tick. Either, you take about half an hour at the end of the work week - for most it will be Friday - and finish the plan for the coming week. To do this, enter all tasks scheduled in the next seven days into the planner or calendar.

You can use the analog paper version or software such as Outlook. The advantage of an electronic appointment and task management is that you usually have a reminder function . It is also unnecessary to drag thick notebooks, as the software is usually linked to the smartphone.

If you are already tired after a long work week and have difficulty concentrating, Friday may be unsuitable for weekly planning. The other option is that on Sundays, when you are rested from the weekend , take your time and plan the coming week.

However, part of your free time is spent on the work - and you're already at work in your thoughts, even though you're still in the weekend. Which variant you choose is ultimately a question of type.

Here you can read more about it:

Create a learning plan: Learn more relaxed
daily planning
Time planning is much finer, if you structure a day . One method that has proven itself, because it is very simple and can be well integrated into the daily work routine, is the $ 25,000 method .

You should do this planning the day before . To do this, proceed as follows:

Identify the tasks.
All you need is a pen and a piece of paper, then write down six tasks that you want to complete the next day.

Bring them in the right order.
Assign priorities to the tasks . The most important task gets the number 1, the second most important number 2 and so on.

Start with the task.
The next day, the piece of paper with the most important tasks numbered one to six in front of you, you can start right away, because you have already decided the day before which task is urgent.

Check the order.
When you have completed the first task, pause for a moment and make sure that the order is still correct. Sometimes the boss brings in new work, in other cases you may have been able to delegate work to a colleague with idle, so something has shifted. Please sort the order anew.

Work off one after the other.
You may not be able to complete all the tasks on your list - you do not always have to slavishly stick to "six tasks" - this number has been proven only in the past. In the concrete case, it can always be that something comes in between. It is important that you do not let this irritate you, but work in updated order.

Do this again.
There will be a routine for you if you plan this every day. This helps you to get faster. At the same time, the decision-making process will be easier and easier in the beginning.

Here you can read more about it:

Day plan: How to organize your time
Planning a day: tips & templates for a quick end to work
interval planning
The most detailed scheduling here is now the design of the individual sections of the day. Proven here is the Pomodoro technique . It is named after the kitchen clock in the tomato design by Francesco Cirillo, who developed this method.

The Pomodoro technique is expected in 25-minute intervals, that is, they work 25 minutes, then pause for five minutes and then continue again. These units, 25 plus 5, are called Pomodori. It's best to combine the $ 25,000 method with this, because the first step is to estimate how long each one of your tasks will take.

Not all tasks will be done in 25 minutes - but assuming you need an hour for a task, that would be two pomodori intervals. All four pomodori intervals will give you a break of 30 minutes.

Here you can read more about it:

Pomodoro technology: more productive in intervals
3 tips for scheduling
All tips on scheduling have in common that you need to take a certain time window to bring order and structure into your appointments and tasks. Equally indispensable is the prioritization . Without knowing the deadlines, no meaningful decisions can be made.

You can also do this to support your scheduling:

Work with trick 17
Often, the biggest hurdle is perfectionism - for fear of overlooking something important, decisions are avoided. The result is that things are not tackled at all. To minimize this initial drive weakness, a trick is the 2-minute rule : do anything you can do in two minutes instead of putting it off. This prevents a seemingly insurmountable mountain from accumulating tasks.

Schedule time buffer
Another self-management tip is the 20-20-60 rule . It states: Plan only 60 percent of your available time (for the six tasks listed above), and the remaining 40 percent will be used in half for unexpected disruptions or half time for social activities.

Minimize distractions
Completely avoid disturbances can never. But the happy-go-lucky colleague is more easily put in place when you close the door to your office. Reducing distractions also means operating your own smartphone only in flight mode and / or keeping it out of reach. Also mails, which are answered immediately (although an answer would have time), belong to the Zeitfressern . Set up fixed times instead.

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