Timeboxing is no magic cure, but it can work wonders! We explain how the method works here.
What is timeboxing?
Are you still procrastinating or are you already working? Do you work best with the deadline behind you? Maybe you don't need any pressure at all, just timeboxing. This is a time management method that is used in agile project planning – and is also suitable for daily planning. This is what it looks like now:
With timeboxing, you define a goal for a task, set a specific time frame and plan it in your calendar.
Depending on the task, the time block can now be larger or smaller, it could look like this, for example:
- 9:00 a.m. to 9:40 a.m .: Arrange customer appointments -> Goal: Process all inquiries from the last evening
- 9.50 a.m. to 12.00 p.m .: Write invoices -> Goal: Write invoices from the last two days
- 12 p.m. to 1 p.m. lunch break
- 1 p.m. to 3 p.m.: —
- 3:00 p.m. to 3:45 p.m.: Prepare the presentation -> Goal: Visualize the lecture in a PowerPoint presentation
- 3.45 p.m. to 6.00 p.m.: —
This is what a day in the working week can look like. That doesn't mean that every minute of the day has to be scheduled and blocked. However, you can plan it for your entire week and the individual days, but it is questionable how practicable this really is in practice.
What can I use timeboxing for?
- for more complex endeavors like project management
- in daily planning, especially for routine work
- at meetings
You can find out what else to look out for in the Do's and Dont's.
Do's and don'ts when planning
What you should pay attention to and what you should rather leave:
DOS
- Plan for buffer time: As well as we plan, something always comes up. Whether a new task that has to be discussed immediately, phone calls, or whatever … Not everything is in our power – but it doesn't matter, because with a planned buffer time you are still on the safe side.
- Realistic guessn: We like to plan too little time because at that point in time we do not have all the aspects, including those that arise contrary to expectations, on the screen. Therefore, it is better to estimate the time frame more generously!
- Set a goal: Yes, certainly every task has a goal, that's clear. Keeping your goal in mind helps you focus on the right aspects right from the start. In the case of more complex tasks, it is also advantageous to define sub-goals and formulate them in concrete terms.
Dont
- Get upset quickly: At first it is probably unfamiliar to focus on just ONE thing. We are used to checking the messenger service immediately when a red notification flashes or a new email arrives – it could be something important (or just appropriately distracting from the boring activity …).
- Do not comply with the defined time blocksn: Even with sufficient time planning, it can happen that the time frame is not sufficient, of course that is not the end of the world. However, if you do not take the method seriously and constantly overrun the times, you should ask yourself whether you are planning too little time or whether it is due to something else. If you don't stick to your target and time limit, the deadline effect is quickly lost.
- Stick to the method: After a while you realize that it is not the right tool for you – then leave it. Time management has to suit you and your activities; especially for creative processes, the method may not be the right one.
Why does timeboxing work?
Counter question: do you know Parkinson's law? The Englishman C. N. Parkinson spent many years in Malaysia at the university and made amazing observations in the administration:
A task takes as long to complete as time is available.
First published a satirical article on the subject in "The Economist" in 1955 to criticize, among other things, the inefficiency of public administration and civil service – Parkison's law was born. With a revision, he wrote two books that appeared in 1957.
By the way, he noticed something else: not only does a task take longer to complete if many people are involved, the number of employees is also out of proportion to the work available. The number of employees increases even if the work becomes less. Why? Because every subordinate wants (but not competitors) and because the employees do more work for each other (e.g. three people want to check a document before it is sent and everyone adds their mustard, then it has to be changed again, and again , and again …). This phenomenon can certainly still be observed in some companies today …
Timeboxing and its advantages
- You work more concentrated, more efficient and more productive, because you focus on a task and time wasters are avoided.
- You have a overview about the upcoming tasks and the expected results.
- Procrastination is a thing of the past.
- In meetings, the time window prevents you from getting lost too much in unimportant details and yourself instead focused on content.
- Multitasking puts a lot of strain on us and is contained with timeboxing.
Disadvantages of timeboxing
- Flexibility may be limited, depending on how intensively the method is used. Something important can always come up, a certain amount of spontaneity should be maintained.
- While the method is optimal for meetings and routine work, for example, fixed times can be used Block creativity or be a hindrance with to-dos that require special care or quality.
More useful techniques for your everyday life
This method may not be exactly what fits your day-to-day job. A similar approach is the Pomodoro technique, in which fixed blocks of time alternate with small and large breaks and may be better embedded in your routine. A combination of different techniques is also useful in everyday life: with the Eisenhower principle you learn to prioritize better, braindump helps to de-stress and with the Pareto principle you have more time and success …
Would you like to exchange? In the BRIGITTE community you can exchange ideas with others about job topics.
sources
Brandeins.de
Süddeutsche.de