This document provides guidance on improving time management skills. It discusses analyzing current time usage, identifying time thieves, planning time using methods like ABCD and ALPEN, scheduling breaks, and creating a weekly time schedule. The document emphasizes gaining awareness of how time is spent, prioritizing important tasks, minimizing distractions, and planning time for work, breaks and personal activities.

1. Time management
How can i reach my
defined goals?

2. Time management
This chapter will demonstrate
useful methods which help you
to reach your goals successful.

3. Time management
Learning objectives
 To get to know methods which help you to structure your time.
 Reflect your present time management.
 Improve your weekly planning.

4. 4 Steps to improving time management
 Analyse the management of time
 Detect times thieves and combate them
 Planning the time
 Arrange breaks correctly
 Structure telephone calls
 Gain Time

5. 4 Steps to improving time management
 Analyse the management of time  First develope awareness of your own
time.
 Detect time thieves and combat
them
 Planning the time With what do you
 Arrange breaks correctly spend your time?
 Structure telephone calls
Have you ever
thought about it?
 Gain time

6. 4 Steps to improving time management
Practice: Develop awareness for
time
 You will find further instructions on
the attached work sheet.

7. 4 Steps to improving time management
 Analyse the management of time  With the overview of your time you
can identify time thieves which you
can change actively.
 Detect time thieves and combat
them
 Mark the major time thieves on your
mind-map!
 Planning the time
 Arrange breaks correctly
 Structure telephone calls
 Gain time

8. 4 Steps to improving time management
 Analyse the management of time
What disturbs you
at work the
 Detect time thieves and combat most ?
them
 Write three major times thieves in a
 Planning the time table and take your time to find
 Arrange breaks correctly some realistic solustions.
 Structure telephone calls
 On the next page and on the
 Gain time
attached work sheet you will find an
example of such a table.

9. 4 Steps to improving time management
 Analyse the management of time
Time thieves Solutions
 Detect time thieves and combat Telephone calls During
them telephone calls i
concentrate on
the essential.
 Planning the time Conversation on I out of my
 Arrange breaks correctly the corridor colleagues .
 Structure telephone calls
... ...
 Gain time
Try to realise your
solutions the next days.
Think about a concrete
situation.

10. 4 Steps to improving time management
 Analyse the management of time The Paretoprinciple indicates that
with 20% effort you will achieve 80%
output.
 Detect time thieves and combat
them
 Around 20 % of your action can solve
80 % of the problems.
 Planning the time
 Arrange breaks correctly Effort Benefit
 Structure telephone calls
20%
 Gain time 80%
80%
20%

11. 4 Steps to improving time management
 Analyse the management of time Examples:
 During meetings in 20% of the time
there are 80% of decisions.
 Detect time thieves and combat
them
 With 20 % of time on the working
 Planning the time desk you will accomblish 80% of your
 Arrange breaks correctly workload.
 Structure telephone calls
 Gain time

12. 4 Steps to improving time management
 Analyse the management of time  In the business sector it has been
found ...
 Detect time thieves and combat
...that 20% of production defects are
them
responsable for 80% of the reject at
the production of goods .
 Planning the time ...that 2 of 10 salesmen make 80%
 Arrange breaks correctly of the turnover in sales
 Structure telephone calls ...that in the publishing industry with
only 20% of books 80% of the turnover
is made, 20% of the costumer make
 Gain time
80% of the turnover.

13. 4 Steps to improving time management
 Analyse the management of time How can the Paretoprinciple help
you?
 Detect time thieves and combat
 Try to set priorities adhere to the
them
Paretoprinciple.
 Planning the time  To order your tasks according to
 Arrange breaks correctly priority you will learn two methods
 Structure telephone calls and practice them in an exercise.
 Gain time

14. 4 Steps to improving time management
 Analyse the management of time  Now you will get to know two
methods which help you to
 Detect time thieves and combat arrange your time with regard to
your work tasks:
them
 Planning the time 3.ABCD-Method
 Arrange breaks correctly
 Structure telephone calls
6.ALPEN-Method
 Gain time

15. 4 Steps to improving time management
 Analyse the management of time 1. The ABCD-Methode arranges
work tasks in order of
 Detect time thieves and combat importance and acuteness.
them
 Planning the time
 Arrange breaks correctly
 Structure telephone calls
 Gain time

16. 4 Steps to improving time management
 A-Tasks are work tasks which
contribute the most to reach your
B-Task A-Task goals.
 They are urgent, important and
should be completed right away.
 Which of your working tasks belong
to A-Tasks?
D-Task C-Task
 Meetings, urgent telephone calls?
low high
Urgency

17. 4 Steps to improving time management
 B-Tasks are important but not but
not urgent to be dealed with.
B-Task A-Task  They can be put aside or delegated
by you.
 Which working taks do you include to
B-Tasks?
 A project report which has to be
D-Task C-Task
finished in four weeks?
low high
Urgency

18. 4 Steps to improving time management
 C-Tasks are important to reach your
goals of your working tasks and
B-Task A-Task deadlines but urgent.
 They should play a minor role in your
schedule.
 For example C-Tasks are unhasty
telephone calls, emails or typing?
D-Task C-Task
low high
Urgency

19. 4 Steps to improving time management
 D-Tasks are neither urgent nor
important.
B-Task A-Task
 You my defer or dismiss those tasks.
D-Task C-Task
low high
Urgency

20. 4 Steps to improving time management
... again summarized below ...
B-Task A-Task
Arrange a Complete
fixed time immediately
D-Task C-Task
Delegate/Co
mplete later
on
low high
Urgency

21. 4 Steps to improving time management
 Analyse the management of time 2. The Alpen-Method is an effective
method which helps you to plan
your day and was invented in
 Detect time thieves and combat Germany.
them
 Planning the time
 Arrange breaks correctly
 Structure telephone calls
 Gain time

22. 4 Steps to improving time management
 Analyse the management of time 1. The Alpen-Method
 Detect time thieves and combat During this methode you will
prepare a to-do-list.
them
 Three advantages of a
to-do-list:
 Planning the time  You keep written word better.
 Arrange breaks correctly  You have the list permanently and
 Structure telephone calls can look at it if you need it.
 You can make quick connections
between different ideas.
 Gain time
 At first you will get to know the
method.

23. 4 Steps to improving time management
A L P S
Plan Surveillance of action
Assignment Length buffer time and decisions
 The „A“ means the working tasks.
 Which goals do you have in relation to your working tasks?
 Which tasks are new which ones are undone?
 Which appointments are frequent which ones are singular?

24. 4 Steps to improving time management
A L P S
Plan Surveillance of action
Assignment Length buffer time and decisions
 Das „L“ means the lenght of activities.
 Estimate the time of your tasks and appoinments realistically.

25. 4 Steps to improving time management
A L P S
Plan Surveillance of action
Assignment Length buffer time and decisions
 Plan buffer times and breaks for
spontaneous tasks.

26. 4 Steps to improving time management
A L P S
Plan Set decisions and
Assignment Length buffer time surveillance of action
 The surveillance of your action is very
important.
 Check your to-do-list at the beginning of next week.
 Assign undone tasks and mark them if necessary.

27. 4 Steps to improving time management
A L P S
Plan Surveillance of action
Assignment Length buffer time and decisions
 Look at your to-do-list.
 Did you arrange your tasks and appoinments according
Do you
to importance and accuteness?
remember the
 Did you set your priorities correctly? ABCD-Method?
 Make decisions!

28. 4 Steps to improving time management
Exercise: Apply the ALPEN-Method
 You will find furhter instructions on
the attached work sheet.

29. 4 Steps to improving time management
 Analyse the management of time  You have learned two major methods
which help you to structure your
time.
 Detect time thieves and combat  The next step is to put theory into
them practice.
 Planning the time  But first of all you should take a
 Arrange breaks correctly short break.
 Structure telephone calls
 If you continue on...
 Gain time ...you will find some advices how to
take a break optimal.
...you will find a movement exercise
for your break.

30. 4 Steps to improving time management
 Analyse the management of time 5 Advices:
 Detect time thieves and combat  After an hour you should take a five
minute break!
them
 Try to move during your break!
 A longer break after hours of work or
 Planning the time an exhausting meeting is also
 Arrange breaks correctly important!
 Structure telephone calls  Create your break to your own
requirement!
 Gain time  Be creative and create your breaks
deversified!

31. 4 Steps to improving time management
 Analyse the management of time Relaxing exercise:
 Detect time thieves and combat First take a deep breath.
them Keep your shoulders down and bend
your head to the left and after that
to your right.Take your time.
 Planning the time Take a dreep breath.
 Arrange breaks correctly
Roll your shoulders backward and
 Structure telephone calls forward. Take your time.
Take a deep breath.
 Gain time Close your eyes for about one or two
minutes and think about something
nice while you are aware of your
breathing.
Try to repeat this exercise every day.
Take your time to relax!

32. 4 Steps to improving time management
 Analyse the management of time
 Detect time thieves and combat
them
Through a correct
scheduling of your break
 Planning the time
you can work more
 Arrange breaks correctly efficient during the day.
 Structure telephone calls Try it today!
 Gain time

33. 4 Steps to improving time management
... now take a rest ...

34. 4 Steps to improving time management
 Analyse the management of time  Now put your complete to-do-list
in a structured time schedule.
 Detect time thieves and combat  It is important to keep track of
them your working taks and plan your
valuable time correctly!
 Planning the time
 Arrange breaks correctly  You should not only plan your
 Structure telephone calls tasks and meetings, also plan
your private activities.
 Gain time

35. 4 Steps to improving time management
Exercise: Create a time schedule for
next week
 On the attached work sheet you will
find a pre-assambled schedule.
 Steps on the next pages will help you
to create your personal time
schedule.

36. 4 Steps to improving time management
 Analyse the management of time  First you should get an overview
of next week.
 Detect time thieves and combat
them
 Planning the time
Mo Tu We Th Fr Sa So
 Arrange breaks correctly
 Structure telephone calls
 Gain time

37. 4 Steps to improving time management
 Analyse the management of time  When do you have meetings?
 Detect time thieves and combat
them
 Planning the time
Mo Tu We Th Fr Sa So
 Arrange breaks correctly
 Structure telephone calls 08:00-
09:00 08:00-
11:30
 Gain time 09:00-
13:00
11:30-
14:00
12:00-
17:00

38. 4 Steps to improving time management
 Analyse the management of time  When do you have time for your
working tasks?
 Detect time thieves and combat
them
 Planning the time
Mo Tu We Th Fr Sa So
 Arrange breaks correctly
 Structure telephone calls
09:00-
11:30
 Gain time 11:30-
15:00
14:00- 14:00-
14:00- 16:00 16:00
18:00 14:00-
18:00

39. 4 Steps to improving time management
 Analyse the management of time  When do you have time for
breaks?
 Detect time thieves and combat Remember the
them advices for an
optimal break!
 Planning the time
Mo Tu We Th Fr Sa So
 Arrange breaks correctly
 Structure telephone calls
 Gain time 13:30
11:30
12:00
14:00
15:00
15:30

40. 4 Steps to improving time management
 Analyse the management of time  When do you have time for sports
and other activities?
 Detect time thieves and combat
them
 Planning the time
Mo Tu We Th Fr Sa So
 Arrange breaks correctly
 Structure telephone calls
 Gain time 11:30-
14:00
18:00 18:00

41. 4 Steps to improving time management
 Analyse the management of time  When do you spend time with
friends and family?
 Detect time thieves and combat
them
 Planning the time
Mo Tu We Th Fr Sa So
 Arrange breaks correctly
 Structure telephone calls :
 Gain time
16:00- 16:00-
18:00 … 18:00 …

42. 4 Steps to improving time management
 Analyse the management of time  Now you have your time schedule
for next week.
 Detect time thieves and combat  It is important that your schedule
them ist realizable!
 Planning the time Is your schedule
 Arrange breaks correctly realizable or did you
 Structure telephone calls taken on just too
much?
 Gain time
 Look at your schedule again and
correct it if necessary!

43. 4 Steps to improving time management
 Analyse the management of time  You probably know this situation:
You call a colleague because you
have some questions about a project.
 Detect time thieves and combat The conversation does not result in
them clarifying the questions but you talk
about other topics.
 Planning the time
 Arrange breaks correctly  In the following steps you are going
 Structure telephone calls to learn how to handle this situation.
 Gain time

44. 4 Steps to improving time management
Exercise: Planning a telephone call
 It is important to plan your
telephone calls.
 You will find further instruction
of this exercise on the attached
work sheet.

45. 4 Steps to improving time management
 Analyse the management of time  You have learned many different
options how to structur your working
life to gain some time.
 Detect time thieves and combat
them
 On the next page you find a summary
with advices how to gain time for
 Planning the time yourself.
 Arrange breaks correctly
 Structure telephone calls
 Gain time

46. 4 Steps to improving time management
 Analyse the management of time  Plan your time realistically with the
help of a time schedule and to-do-
 Detect time thieves and combat lists.
them
 Set priorities with the ABCD-method
 Planning the time and the ALPEN-method.
 Arrange breaks correctly
 Structure telephone calls  No longer put of your work
unnecessary.
 Gain time
 Use idle time like rail travel
efficient.
 Treat yourself with a break and take
a deep breath!

47. Time management
Learning objectives
To get to know methods which help you to structure your time.
 ABCD-Method
 ALPEN-Method
Reflect your present time management.
 Mind map
 To-do-list
Improve your weekly planning.
 Creation of a time schedule
 Structruring telephone calls
 Advices for breaks

48. Time management
Now you should be
able to reach your
goals more easy!
Figur, die durch das
Training führt.