The term ‘ALPEN method’ might bring to mind the European Alps or an insider’s tip from mountaineers. In this case, however, the word has a completely different meaning. ALPEN is an acronym and a useful time-management technique. This planning method helps you to structure the tasks in your daily routine more effectively and complete them more efficiently. The method was devised by the German author and economist Lothar J. Seiwert, who has also published numerous self-help books. This planning method is now very well known and takes a maximum of 15 minutes. The ALPEN method comprises the following five elements:
- Note down tasks, appointments and planned activities
- Estimate the duration
- Allow for buffer time
- Make decisions
- Follow-up
The A in ALPEN: Tasks
As we all know, every beginning is difficult, but the ALPEN method makes many things easier. Take a piece of paper and jot down all the tasks and activities on your agenda for the next day. Starting with checking emails, attending meetings and preparing a presentation, everything is noted down in a simple to-do list. Any unfinished tasks from the previous day are also added to the list. There’s no need to arrange them in any particular order. The best time to draw up a list is at the start or end of the day. Once you’ve finalised the overview, the second step in the planning process follows.
Estimating the duration of tasks
A quote from Ernst Ferstl fits the ALPEN method very well: ‘Time we take for ourselves is time that gives us something’. For this method, this means taking time to plan in order to achieve better work objectives. The first step is to estimate the time required for all tasks and activities. Each task takes a different amount of time; it is important to estimate this correctly and not to be too generous with your estimates. For example, you might write down: checking emails 15 minutes, meeting 30 minutes and preparing a presentation 2 hours. The estimated time and the time actually spent on each planned task are then entered on the to-do list. This is very helpful for gaining an overview of the estimated time and sticking to it accordingly. It allows you to review the planned time slot and keeps any time overruns within reasonable limits.
Allow for buffer times
As we all know, the unexpected happens without warning and frequently, and this is also true of time management. That is why step three involves taking into account possible disruptions and unplanned incidents in your daily routine. An important phone call, snow chaos on the motorway, a key assignment, discussions with colleagues – all of these can alter the planned schedule. According to the ALPEN method, only 60 per cent of time is firmly allocated to specific tasks and activities. The remaining 40 per cent is set aside and allocated as buffer time for unplanned events. This ensures that delays do not disrupt the work schedule or the daily routine.
Making decisions
Once the time framework has been established, the ‘E’ in ALPEN marks the most important step in time management: tasks and activities are sorted by priority. What is important, and what can be postponed or delegated? The Eisenhower Principle can help to determine priorities. This involves dividing pending tasks into four categories: important and unimportant, as well as urgent and non-urgent. The most important tasks are identified and dealt with first; unimportant ones can be set aside. Unfinished tasks can be postponed or dealt with during any remaining time buffer. It is rare for all planned tasks to be completed on the same day. The ALPEN method helps with decision-making in the workplace and helps to reduce the workload in day-to-day work.
Follow-up
Trust is good, but checking is better when it comes to any planning. In the final step, the plan is reviewed at the end of the day. Uncompleted tasks and activities must be identified and carried over to the following day. The follow-up review also serves to check the time allocated for the respective tasks and activities. It determines how much time was actually required per task. This is very insightful and improves future estimates and approaches. The plan is usually optimised after a two-week trial period.
Conclusion on the ALPEN method
The ALPEN method is a sound and useful approach to structuring the daily work process. Planning provides an overview, which helps to achieve objectives more effectively. What makes the ALPEN method special is the inclusion of time buffers. As is often the case in life, things do not always go exactly to plan. Unforeseen events are usually not factored into plans, but reserved time buffers provide a solution to this. In the event of unforeseen circumstances, there is then time that can be used flexibly as required. A realistic assessment and time allocation are very important in this method.
Alternative methods
Planning working time sensibly and using it efficiently is a top priority in self-management. There are many tools and planning methods available to help keep office work under control. In addition to the ALPEN method, there is also the SMART method, the Pareto principle, ABC and several other methods.
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