Planning and organization for some are the norm and even a necessary condition for effective work, for others - a nightmare that they avoid by working under time pressure when a deadline is on the horizon. Not every method of managing time at work will work for everyone, and finding your favorite work model can take a while, depending on the type of occupation and personal preferences. Surely the attempt to organize sooner or later will prove to be effective — that is, even if we fail to implement a perfect plan, as every September on the day of the start of the school year, we will check which of the elements of time management serve us and which we can safely treat as unnecessary. One thing is for sure — we won't know until we check. The trial and error method is the only one that will give us a practical, not a theoretical answer.
Prioritization
The tool used to organize tasks in terms of their value and importance is the Eisenhower Matrix, named after the originator of the method, the thirty-fourth president of the United States, General Dwight D. Eisenhower.
The matrix consists of two rows and two columns, forming four quarters:
- Important and urgent — tasks that we perform, although constant work under stress leads to fatigue and burnout.
- Important and non-urgent The most important quarter. Proper planning here avoids the stress of urgency and gives satisfaction.
- Unimportant and urgent — tasks that we often mistakenly perceive as important. In fact, their implementation leads to a sense of waste of time.
- Unimportant and non-urgent — an “escape” area, often containing time eaters. Staying in it for too long can reduce productivity and self-esteem.
The advantage of this method is a clear form — by making a graphic list of important and unimportant, urgent and non-urgent things, we can more easily see our own segregation and make possible modifications. This establishes an order of needs and deadlines, helps to control chaos and create a hierarchy of tasks to be performed. However, in order to use this tool well, it is necessary to correctly define what we consider important, urgent, etc. Eisenhower himself stated: “What is important is rarely urgent, and what is urgent is rarely important” - this shows us that we ourselves must have a good understanding of the importance of our tasks and responsibilities. Therefore, one of the disadvantages of this method may be the difficulty of assigning tasks to the appropriate category, which consequently does not allow prioritization.
However, the disadvantages listed above do not outweigh the advantages of the tool. The Eisenhower Matrix supports productivity by allowing you to focus on tasks that are both urgent and important. Its value lies in the clear definition of priorities, thanks to which we focus on the most important activities. This allows you to avoid distractions on less important tasks that could consume time and energy without real effects.
Pareto Principle
This time management tool sounds pleasant and, if we apply it well, it actually simplifies a lot and we gain extra time. The idea is that with less resources and effort, much greater benefits or effects can be achieved. Another name is the 80/20 rule, and the idea is that by focusing on the key activities that bring the most results, we can achieve significant benefits with less time and energy.
The ratios of 20 and 80 should not be taken as the only rule — it is just a common relationship that may well have a different ratio. The key to this principle is to say that 100% effort never produces 100% results. In practice, it is about identifying the activities that give the greatest results and omitting those of lesser value, which allows the optimization of work. The Pareto Principle was developed by the Italian economist Vilfredo Pareto in 1897, analyzing the distribution of income and wealth in society. He noted that most of the wealth is concentrated in the hands of a minority of the population, and this inequality is repetitive and predictable. Although Pareto himself did not accurately describe this relationship, in 1951 Joseph Juran extended its application in Quality Control Handbook, introducing the concept of “key few and trifling numerous”.
This strategy is used in many areas, such as marketing, project management, sales or negotiations. This method allows you to work faster and more efficiently while conserving most of the energy.
ABC method
This way consists of dividing the tasks into the appropriate groups:
- Group A: 15% These are the most important tasks, accounting for about 15% of all tasks, but having about 65% of the value. These are tasks that you have to complete.
- Group B: 20% Tasks of average value, constituting 20% of the total and also worth 20%. These are the tasks you should/should be doing.
- Group C: 65% Less important tasks, accounting for about 65% of the total number of tasks, but their value is only 15%. These are tasks that you can perform.
When using this tool, keep in mind that our so-called “to-do list” is often too long, so it is worth considering which tasks are actually important at a given moment. However, it can be a trap to postpone tasks that are supposedly not important, but can contribute to a better effect of the whole of our work or provide satisfaction. It is also an important part that ultimately affects our well-being.
summary
Effective time management requires choosing the right tools adapted to our needs and the specifics of our work. Whichever method you choose — be it the Eisenhower Matrix, the Pareto Principle, or the ABC Method — the key to success is persistent testing and adaptation. A practical approach allows not only to increase productivity, but also to achieve greater satisfaction with the tasks performed.
