I’ve come to the conclusion, that for most of us, time management is not the problem. There is little doubt that each of us couldn’t get better in some aspect of time management. I’ve taught time management classes for more than 20 years. And while far from perfect, time management is not my biggest challenge either. So what is the biggest challenge to getting more done and creating more value where it matters most? I believe the answer is a lack of well thought out and clearly defined “strategic targets” which will have a significant impact on your future. Let me explain.

A “strategic target” represents an innovative, strategic idea or initiative you want to pursue. It describes where you want to be or what you want to accomplish at some point in the future. These targets could be personal or professional; they could be linked to your family life or relationships, your career or some aspect of your current job. A target could be as simple as “What are the expected outcomes of a meeting you’re facilitating this afternoon?”, or as complex as “What will the organization look like after the merger?”

Without specific targets to focus our limited time and energy, we spend a lot of time spinning our wheels on things of little strategic value, things that keep us running in frantic, meaningless circles. We’re very busy trying to do everything for everyone, and in the process, getting very little done that really matters or adds value to our lives or the lives of others. It is ironic that very few of us would get in our cars and drive frantically without a clear destination in mind. And yet, most of us have a tendency to go through our projects, jobs, careers and lives in just such a fashion… no clear destination or target in mind. No wonder we find ourselves so tired and so stressed out and yet no farther down our desired path.

Time management is not the problem… a lack of strategic targets is. What targets, if obtained, would make a difference in your life? Where are you going today? Do you know?

Each one of us gets the same 24 hours, 1,440 minutes, 86,400 seconds in a day. You can’t save up time from today to be used tomorrow or borrow from next week for today. Time is external to us – we have no control over it. It ticks away, a second at a time, and when it is past, can never be reclaimed.

How we choose to use that time, however, is very much within our control. Time is a precious resource and one we must use wisely. While we can’t manage time, we can manage ourselves in how we use our time. Time management is a misnomer – it is actually self management we seek.

Time Management Best Practices
There are many books and articles on the art of time management. However, those desperately seeking better time management skills usually don’t have the time to read them! The Cliff Notes version, the absolute best of best practices I know, are contained in just three deceptively simple steps:

1. Recognize the difference between urgent and important.
We often respond first to the people or tasks that make the most noise, those things that are urgent because they are most proximate (in our face). The phone rings – we answer it. Someone approaches our desk – we leave the task at hand to respond to their request, regardless of its importance.

I once saw a small sign posted next to the librarian’s desk at a university which said, “Lack of preparation on your part does not constitute an emergency on mine.” Don’t you wish your cube came with a sign like this?!!

Too often we allow urgent things to take such precedence that we have little time, if any, left to focus on truly important things. Things like coaching a high performing employee, spending time creating a strategic map of your career, or even ensuring all your files are in order so information is easily accessible.

Know the difference between urgent and important – and choose important whenever possible.

2. Recognize the difference between good and best.
Choosing between good and bad is easy. None of us have to think very long to decide to spend our day either a) robbing a bank or b) going to work. It’s choosing between good and best that is often difficult. Whether to get the project adequately out before the deadline or taking a little extra time in perfecting details to present a really great product.

“Don’t get caught up in the thick of thin things,” is solid advice from one time management expert.

3. Act accordingly.
Take the time to make deliberate choices as to how you will spend your time. Choose important over urgent and choose the best over the good. Once your choice is made, follow through and do what you’ve planned.

Make changes in your approach to work, if necessary. Turn off the tone that notifies you each time an email arrives; instead, plan to check email periodically during the day. Let the coworker who interrupts you to discuss the implications of the stock market know that you’d enjoy meeting over lunch.

Time management is not really about minutes and seconds. It is all about self management, the self discipline of choosing to distribute your time in ways that the most important, the best, receive your focus.

I am a mother of two children under the age of two. As such, I often feel like a pilot of an airplane. Not only do I need to care for my precious cargo, a husband and two little ones, but I am trying desperately to maintain a job, raise my children the best I can, and last, but not least, get to my final destination on time. With all of my responsibilities as pilot, time is a very precious commodity. I felt like I was doing a fair job of managing my time. But just the other day I received a wake-up call when my oldest daughter repeated three little words that escape my lips too often. No, unfortunately, they words were not “I love you,” but “just a minute.” Hearing her say that phrase told me there was definitely a problem that needed my immediate attention.

Time management is commonly defined as the management of time in order to make the most out of it. As the pilot of my life, I thought I had an effective flight plan established to manage my time. But I realized it was time to make adjustments and chart a new flight plan.

Three areas in which I found I could reconfigure my flight plan and reach my destination safely and happily were: giving in, prioritizing, and commitment.

• Giving In

Giving in to the reality of the situation was not something easily done. It seems simple enough; I just needed to admit I can’t do it all. What is it “they” say? Knowing is half the battle? Well, “they” have never been in my shoes. Just like a real pilot that balances the horizon, vertical and thrust, I, like many others, am delicately balancing work, family and other obligations. To me, giving in meant that I wasn’t balancing everything and I needed help. Every good pilot needs a co-pilot, navigator, or flight attendant. Fortunately, admitting this wasn’t as hard as I thought it would be. I found as I took a breath and admitted I was not superwoman, I was able to see my desired destination more clearly and understand how I could get there safely and happily.

• Prioritze

I once saw an image of a clock, which instead of numbers on the face, it was just the word “now”. David Allen observed: “You can’t manage time, it just is.” So, I needed to identify what was most important in my life and when it needed to be accomplished. From prioritizing my daily activities and deadlines, I felt a great sense of satisfaction. I could get my responsibilities crossed off my list, and as a pilot, even shave a few minutes off my estimated time of arrival. Daily prioritization is easy to do and provides many helpful benefits for those around you.

• Commitment

What good is a well thought out flight plan if it isn’t followed? Without a commitment to a flight plan, we will be aimlessly wandering in the sky, taking our cargo with us. While we may have to make adjustments to our flight plan, we must always re-commit to the new plan, each and every day. Doing so will help us stay on course, whether we come in ahead or behind schedule. Jack Bergman said, “There’s never enough time to do it right, but there’s always enough time to do it over”.

I know I will not be able to eliminate those three little words, “just a minute,” from my vocabulary; my goal is to continue focusing on those three areas so I can say them a little less often.