Mastering Time Management in the Tech Industry: Strategies for Success

In the fast-paced world of technology, effective time management is crucial for success. This article delves into the common challenges faced by tech professionals and offers practical solutions to overcome them. Austrian MVP Michael Seidl will discuss strategies including avoiding multitasking to utilizing tools like the Eisenhower Matrix. The insights shared here are designed to help you stay organized and productive. Whether you're managing multiple projects or trying to maintain focus amidst distractions, these strategies will empower you to make the most of your time and achieve your goals.

MVP Michael Seidl

What are some common time management challenges you face, and how do you overcome them?

The most important and challenging aspect is following some basic rules during daily business or stressful times. One rule is to avoid multitasking; it often doesn't work, and in stressful times, attempting it can make things worse. Focusing on one task at a time is more effective.

Another key is to maintain focus and avoid distractions. I use time blocks where I dedicate myself to a single task. After each block, I check Teams for new messages or take a short break before starting the next time slot.

It's also crucial to keep your Outlook/Inbox away from your work and check for new mail only at specific, planned times. Don't store information in your Outlook, as your inbox can be distracting. I prefer using the new Teams calendar view, which allows me to see my calendar without opening Outlook, reducing potential distractions. In IT, unplanned tasks often arise, but having a single source for all your to-dos and a planned day helps you know what you missed and allows for replanning. Keeping a good overview of your tasks is challenging but essential for success.

Can you describe your typical daily routine and how you allocate time for different tasks?

I always try to plan my day, though I sometimes fail to stick to the plan. New ideas should go to my list and be planned from that point onwards. Planning my time is critical. I roughly plan my month ahead, go into more detail the week before, and finalize the day before or in the morning. Seeing the available time ahead makes it easier to prioritize tasks. When you have an open to-do list, everything might seem important, but when you see your limited time, priorities become clearer. A well-filled calendar is mandatory for successful planning. Everything you need to do should be entered into your calendar, not on a separate to-do list. Your day has only 24 hours, so plan wisely.

How do you prioritize tasks when you have multiple projects or deadlines, and what criteria do you use to determine the importance and urgency of tasks? 

I keep it simple by using the Eisenhower Matrix, which categorizes priorities into four areas. Sticking to the rules of this matrix makes it easy to manage all your tasks. Sometimes, you might make the wrong decision, thinking some projects are more critical, but that's part of learning for the next time.

The Eisenhower Matrix has 4 Areas to prioritize Tasks.

“Important and Urgent” These things must be done immediately or planned immediately according to the deadline.

“Important but not Urgent” this Things can be planned for later, after the Urgent ones, and might be rescheduled when something more urgent comes in.

“Not Important but Urgent” is the Task you should delegate to someone else.

“Not Urgent and Not Important”: why is this thing on your list? Remove it or maybe move it to a “Later” or “Sometimes” list.

Recently, I had two tasks to plan: a “LinkedIn Live” series about my business and a customer project due by the end of January. The customer project was “important and urgent,” so I prioritized it first. Realizing I didn’t have enough time in January for the “LinkedIn Live” series, I scheduled it for February. Without this method, I might have planned both for January and felt stressed from trying to complete both

MVP Michael Seidl speaking at an event

What tools or apps do you recommend for managing time and staying organized?

It’s hard to recommend specific tools because it’s a personal choice. Find a tool to store all your to-dos, regardless of their source. This way, your email inbox won’t become your to-do list. Personally, I use Notion, and Microsoft Loop might also be a good tool, though I haven’t tried it yet.

In conclusion, mastering time management is essential for thriving in the tech industry. By implementing the strategies discussed in this article, such as using time blocks, you can enhance your productivity and maintain focus amidst the demands of your work. Remember, effective time management is not just about getting things done but also about prioritizing tasks and making informed decisions. Embrace these techniques to navigate your daily challenges and achieve your professional goals with confidence.

MVP Michael Seidl