Finding time management tips and strategies that you can apply to your work day is crucial to maximizing your time and productivity. There are numerous strategies and methodologies that you can use based on your specific needs. I’ve shared with you the Eisenhower Method, and today this Professional Organizer in NYC is sharing two different time management strategies with you – the Pareto Analysis and the Pomodoro Technique.
Pareto Analysis. Founded by Vilfredo Pareto, this strategy may be one you already use in other aspects of your life. It’s also commonly referred to as the 80/20 rule. The Pareto Analysis is a statistical technique for decision-making used to identify those limited number of tasks that produce the most significant overall effect. Pareto found that when he plotted the frequency of an activity, 20% of the activities resulted in 80% of the cumulative results. This strategy can be applied in numerous ways: 80 percent of results come from 20 percent of efforts; 80 percent of activity will require 20 percent of resources; 80 percent of output is produced by 20 percent of input, etc.
When applying the Pareto Analysis to time management in the office, you can see that 20% of your time produces 80% of the results, and likewise, 80% of your time produces 20% of the results. This method allows you to identify and prioritize the tasks that bring 80% of your results. Managing your tasks in this manner will help you stay efficient and utilize your time for maximum results.
Pomodoro Technique. This method was founded by Francesco Cirillo in the 1980s and is relatively simple to follow. The idea is that long hours spent working does not result in equivalent levels of productivity, and you have probably already noticed that your productivity tends to fluctuate between tasks. That’s where the Pomodoro Technique comes in. This technique has you schedule your work in 25 minute sessions, each separated by a short break of 5 minutes. After you have completed four of those 25 minute sessions, take an even longer break to recharge.
It might seem that you’d get less done taking so many breaks during your work day, but actually the opposite is true. Breaks can enhance your focus and help to increase your energy. This time management method works by maintaining your energy so that you aren’t wasting time on tasks when your concentration levels are low. To use the Pomodoro Technique, identify your important tasks for the day. Pick the one task you’ll start with and set a timer for 25 minutes. During that time, focus solely on that one task. Ignore incoming emails, put your cell phone away, and minimize distractions so that you can stay focused. Once the timer goes off, take a short break.
Both of these time management strategies can be used in your work day to increase your efficiency and boost your productivity. When you are maximizing your time at work, you will be freeing up more time for other important tasks! For more time management tips and hands on strategies and support, reach out to this Professional Organizer in NYC.