Using the ALPEN Method to Manage Your Time

Prioritizing tasks is one facet of effective time management, but transferring these tasks into a daily schedule is another matter. A successful and popular approach to this is the ALPEN method. Let's go through the method in more detail.

What is the ALPEN method?

The approach used to prioritize tasks was originally developed by the economist and time management expert professor Lothar J. Seiwert and has been further developed in numerous publications.

The method focuses on pragmatic daily planning and consistent priority setting. And, it requires only about five minutes of planning per day! Together with the Eisenhower Matrix and the SMART method, Seiwert's method is one of the most popular hacks in time management today.

ALPEN stands for: tasks, length, buffer time, decisions, and follow-up. So let's get the productivity ball rolling.

Step 1: Record tasks

Ideally, the tasks for the next day are recorded in the evening before, in an unordered to-do list. This way, you can easily include tasks left over from the previous day and get a collection of all tasks to be completed.

Step 2: Estimate the length of the tasks

In this step, all tasks that were previously recorded are assessed according to their processing time. Of course, it is important that the time required for individual tasks is realistically estimated. So if you know that a certain task often takes longer than you initially estimated in the past, then you should take this into account. When planning appointments and meetings, you should also be realistic and take into account that these tasks often take a little more time than originally planned in the schedule.

Step 3: Planning buffer times

The most important thing about realistic planning is to take into account the fact that you will never be free of distractions. If this is not taken into account, even the best plan will never be followed.

According to the ALPEN method, you should therefore proceed in such a way that you only allocate about 60 percent of the available time to tasks and leave 40 percent unplanned as buffer. This will help you to minimize the risk of not sticking to your own plan. Of course, it can still happen that you don't manage something because unexpected things do happen. Experiment a little to find the right percentage distribution for your circumstances and this will happen less and less often.

Step 4: Decide what is important

Take a close look at the tasks that you can freely move and prioritize them accordingly. At this point, you should also check if you have really given enough time for the important tasks. Have the most important tasks been allocated enough time? Is only 60 percent of the day still filled with tasks? If not, unimportant tasks should possibly be postponed to later. The Eisenhower principle can help you divide tasks into important and unimportant.

Step 5: Follow-up check

You'll only be able to see the benefits of this method in time. Buffer times also can fluctuate between certain occupational groups and employment sectors. But with a little follow-up control and refinement, everyone is sure to find their optimal method.