How to plan things according to the ALPEN method and keep up with everything

What is the ALPEN method

This is another way to plan things in such a way that you are guaranteed to keep up with everything and at the same time not go crazy with the load. It was invented by Time management based on the ALPEN method by Lothar J. Seiwert / Vienna University of Economics and Business German economics professor and time management expert Lothar Seivert.

The author of the method divided it into five components. The first letters in the name of the steps eventually formed the German word ALPEN (in Russian, "Alps"):

A — making a list of tasks (Aufgaben);
L — estimation of the required time (Länge schätzen);
P — buffer time planning (Pufferzeiten einplanen);
E — prioritization of tasks (Entscheidungen treffen);
N — summing up (Nachkontrolle).

The essence of the method is to understand which tasks are really worth spending time on, and which ones can be left for later. And besides, it is realistic to estimate the time that you will have to spend, and do not forget that working without breaks is the way to burnout.

In fact, the ALPEN method is a combination of block planning with the Eisenhower matrix from classical time management.

How to plan things using the ALPEN method

Make a list

Write down everything‑all the things you would like to do today. Just write it down: in a paper notebook, a note-taker or a planner on your phone.

The temptation to make a list in your mind is great, of course, but the resources of human "operational" memory are not unlimited. According to some sources D. Li, N. Cowan, J. S. Saults. Estimating working memory capacity for lists of nonverbal sounds / Attention, Perception, and Psychophysics , it can store up to four tasks or objects simultaneously.

Don't waste time prioritizing things at the beginning — just write down everything that comes to mind. The list is sure to be frighteningly impressive. It's okay, that's how it should be.

Estimate how much time is needed

Anyone who has ever tried to plan things has almost certainly stepped on the favorite rake of beginners in time management: he made a list of 15 tasks, but in the end did not do even half, because they, it turns out, physically do not fit into a working day. As a result, I got upset and abandoned all these newfangled time management techniques.

To prevent this from happening, you need to understand the time costs. Think about how many minutes or hours each case on your list will take. Be as realistic as possible. Rely on past experience and do not forget about your own characteristics if, for example, you get tired quickly or succumb to procrastination. You need to remember that you are doing all these things, not an imaginary superman.

When you finish the calculations, write down the estimated time near each point.

Schedule the buffer time

Another typical mistake is to plan things one by one. Such a strategy, firstly, does not take into account that a person needs to take breaks, and secondly, leads to the fact that all plans risk falling apart due to one small delay or force majeure.

The meeting lasted a little longer than the scheduled time, the contractor gave the order a little later, one of the colleagues was late, you got into a traffic jam, the child dressed for a long time in kindergarten ‑ and that's it, the following cases have to be postponed, or even canceled and reshaped all day. This is usually very angry and frustrating.

Therefore, it is important to add so-called buffer time to the plan after each task, that is, one that you do not occupy with anything.

If something goes wrong, these empty slots will help you deal with the rest of the cases. And if no force majeure happens, you use the buffer time to take a break: drink coffee, take a walk, read a book or just sit in silence. And finally, you can devote this time to additional tasks or personal projects.

The size of the buffer blocks must be determined independently. Ideally, according to the ALPEN method, they should make up to 40% of the working time.

Prioritize tasks

At this stage, it usually becomes clear that, taking into account the required time and buffer blocks, the to-do list that a person made at first is physically impossible to overcome in a day. Therefore, you need to set priorities and choose which tasks to keep and which to cancel or reschedule.

A classic tool is suitable for this — the Eisenhower matrix. According to it, all tasks from the list are conditionally divided into four categories:

1. Important and urgent. They need to be dealt with first.
2. Important, but not urgent. You can devote time to these after you have dealt with the first group.
3. Urgent, but unimportant. It is better to delegate them or make them the third priority after the important ones, so as not to devote the whole day to them and not fall into the trap of urgency.
4. Non-urgent and unimportant. These should be crossed out, transferred to someone or shelved.

This way your list will be significantly reduced and will become much closer to reality.

Sum up the results

At the end of the day, open your diary and ask yourself a few questions:

• What has been done and what has not been done?
• Did you have enough time for all the planned tasks?
• Did I estimate the required time correctly, or do I need to invest more next time?
• Was there enough buffer time in my plan to compensate for force majeure and have time to rest?
• Do I manage to do both important and urgent things so as not to break deadlines, but at the same time not get bogged down in routine?
• What can I do to make the plan more comfortable for me next time?

When you answer them, move the tasks that you didn't have time to do to the next day. And make a new plan taking into account the "error correction".