Effective Time Management 🕓: Two simple and
proven Methods for
a productive Working Day

Why good Time Management is particularly important in Asynchronous Companies

What was unthinkable a few years ago is now possible thanks to digitalization and technology platforms: working according to your own wishes and preferences - completely flexible in terms of time and place.

This can significantly improve work-life balance and productivity. However, without a well thought-out approach, the high flexibility provided by asynchronous working can also lead to problems. This is where effective time management is key. It helps you and your employees in these aspects in particular:

1. Communication and coordination: in companies that do not cling to nine-to-five schedules, clear and structured communication is worth its weight in gold. Your employees need to know how and when to share information and coordinate. Smart time management ensures that tasks are completed on time.

2. Prioritization: without set working hours, it can be easy to lose track of upcoming tasks. Effective time management helps you and your employees to decide which tasks are really important and then concentrate on them.

3. Increased efficiency: if you are not tied to fixed working hours and can organize your daily routine individually, you may be more easily distracted. After all, personal matters or commitments are more present during the working day. Skilful time management helps your employees to keep their focus.

4. Self-organization: Asynchronous work requires a great deal of self-responsibility. Your employees must be able to organize their day independently and ensure that they use their working time intelligently. Time management methods such as the Pomodoro technique and the Eisenhower matrix can be game changers here.

Two popular Time Management Methods

The Pomodoro Method 🍅: clever Time Management according to Francesco Cirillo

Do you always associate the terms “tomatoes” and “Italy” directly with sunshine, pizza, pasta and vacations? The popular pomodoro technique convinces with the Italian charm of simplicity. Because it works without a complicated procedure and without complex technology. All you need is a simple kitchen timer - or a digital timer, for example on your cell phone.

The simple principle of the Pomodoro technique: phases of concentrated, distraction-free work (about 25 minutes) alternate with regular breaks (about 5 minutes). These “work sprints” are also called “pomodori”. Once you have completed four pomodori, you should take an additional break of 15 to 30 minutes. Then the whole thing starts all over again.

The Eisenhower Matrix: sorting Tasks by Urgency and Importance

In 1954, US President Eisenhower quoted a university president in a speech as follows: “I have two kinds of problems, the urgent and the important. The urgent are not important, and the important are never urgent.” This quote was the basis for the Eisenhower Matrix, another popular time management method.

It distinguishes between urgent and important tasks. But how do the two types of task differ from each other?

Urgent Tasks

If something is urgent, you should always do it straight away. The longer you put off these tasks, the more stress they will cause you - procrastination is clearly out of place here.

Examples of urgent Tasks:

• Finish a to-do within the deadline
• Process an inquiry from potential new customers
• Fix a leaky faucet in the apartment

Important Tasks

Important tasks may not need to be completed immediately, but they are still important to help you achieve your long-term goals. Plan these tasks carefully to make efficient use of your resources.

Examples of important Tasks:

• Plan and organize a long-term ERP project
• Networking to build a customer base
• Participate in professional development to expand your skills

The four Quadrants of the Eisenhower Matrix

The Eisenhower Matrix consists of four quadrants, which you can use to categorize your tasks. Based on your categorization, it is then easier for you to decide which tasks you should complete and when, which tasks can be passed on to someone else and which tasks can be postponed for the time being.

• Important, but not urgent: Plan and schedule 📅

  You should take care of anything that ends up in this category yourself, but it doesn’t have to be immediately. Set a time when you will deal with the task.

• Urgent and important: Do it now ✅

  These tasks have the highest priority - it’s best to do them yourself immediately

• Neither important nor urgent: Ignore for now 🗑️

  In this category, you can store all tasks that don’t need to be dealt with for the time being.

• Not important, but urgent: Delegate ➡️

  You should pass these tasks on to competent colleagues who can also do them well.

Effective Time Management in an Asynchronous Working Environment

You are welcome to try out the time management methods. Of course, not every method is suitable for every person, nor is it useful for every task.

However, good time management is essential when it comes to increasing productivity, reducing stress, improving communication and promoting work-life balance - all of which are crucial to succeeding in a modern, flexible and asynchronous working environment.

The Pomodoro technique is one way you can achieve a good workflow and maintain or increase your productivity throughout the working day. The Eisenhower Matrix can help you to filter out important tasks and focus on them.

The right time management is not only essential in an asynchronous working environment, but also for the timely and efficient completion of projects in general. With well thought-out planning, discipline and the right tools, tasks can be completed on time, easily and flexibly. Regular self-reflection can also help to recognize inefficient habits and improve them. Your work productivity can only benefit from this too! 😊