There is a difference between being productive and being busy. One can be busy and not be productive. To manage time well is to work in a manner that accomplishes what is needed in the proper priority level when you are not harried, agitated, or stressed.

We all have lived through times when at the end of the day we are tired because of the pressures we experienced. The meetings we attended.  The last-minute items to complete. The constant interruptions.  In all that activity we then wonder what we really accomplished.

So how do you replace the hectic events of the day with a more constructive approach? Consider the following:

Plan up front

Aristotle proclaimed, “Nature abhors a vacuum.” The same applies to your time. Not organizing your day before it begins inevitably leads to open times being filled with immediate and spontaneous things.

Replace busyness with productivity by scheduling your calendar at least two weeks out. Give yourself a blueprint to what is important to you and let that help set a foundation for your efforts. Adjust that scheme each day by making the adjustments to current events. Do this before each new workday begins.

Do not overschedule

A common challenge to planning is to plan too much. As mentioned above, your calendar should be arranged two weeks out. However, it should not be totally firm, more like wet cement. Instead of filling every hour with defined and determined elements, intentionally build in flex time. This helps you anticipate the coming disturbances or intrusions, which will make you busy but may not be time efficient.

Prioritize

In both the daily and weekly planning, you should rank your activities by the level of importance. If your day is populated with a variety of tasks, determine which ones must be done and which ones can be delayed. Place emphasis on the important points. Decide what must be done and be ready to sacrifice less essential work.

Protect Yourself

You have planned right, your schedule is tight – but not too tight, and you are ready to concentrate on the right things. Then, the day gets away from you. However, you have built into your calendar a block of secure and shielded time.

Depending on your work environment, protected time may need to be negotiated during the planning phase. It will need to be emphasized and communicated up-front and as a reminder. Let those around you know the why and when.

Defer

Even the best preparation and execution can’t stop the last-minute demands. When that happens, seek a deferral. Negotiate other options. Decide if the interruption is high enough on the priority list that you will stop what you are doing to address the immediate need. If you are unable to postpone, then stop right there and reprioritize your requirements.

Busy is not better. Busyness does not lead to more business. A hectic mindset does not mean you completed a lot of matters. The time management of busyness is reflected in your ability to plan up front with flexible time so that you do not over schedule yourself. The time management of busyness shows you have prepared and ranked what is important, protected what is important, and are ready to defer away what is not important.

David Buck is the Chief Time Keeper of Kairos Management Solutions.

Learn about your time management opportunities by taking and getting a free Time Management Analysis (TMA) summary report. Schedule an appointment with Dave Buck to discuss a full-time management improvement program for individuals, teams, and companies.