Time management… a critical business and life management skill. Yet, finding it in a school curriculum is unlikely. Most of us learn the concepts, strategies, and systems later in life. For some of us, it was a significant factor in our success. And perhaps our sanity.

There was no way I could have balanced everything I had on my plate, professionally and personally, without learning some gems about what we erroneously call time management. I was extremely fortunate to have a mentor who shared some basics, encouragement, and regular reminders. I learned the rest out of sheer desperation from a variety of sources. The Washington Metro Chapter of CAI first asked me to share a program on the subject way back in 2013. At the time, I had yet to learn that it would become my most frequently requested presentation topic. After two years as a manager’s luncheon program, it has been shared publicly at local chapter events from Atlanta to Cleveland and at private events for several management companies and law firms. You can even find a version of the program in CAI’s webinar library.

Why is the topic so popular? Because we are all works in progress. Because we tend to fall into non-productive habits. And because we all live in an increasingly chaotic world that emphasizes speed above all else. We all need tools to deal with modern life and work. We need to be reminded of what we already know to refocus our time and attention to deal with our current reality.

Fortunately, the fundamental time management principles and strategies developed over the past few decades still work. Applying them puts you in a position to succeed and find satisfaction in your work and life. First, though, it will help to debunk common myths to clear the mind and settle the heart so we can fully embrace the good stuff.

I am grateful for the opportunity to have shared this topic in those presentations and innumerable coaching sessions over the last decade. Feedback has been invaluable in identifying the most impactful lessons and fine-tuning how to present them. Plus, I need the reminders as much as anybody else! So here are some nuggets – five myths and ten practical principles.

The Myths

1. You can manage time. Time is a constant. Sixty seconds is always sixty seconds. You can’t manage that. I can’t help but wonder if we accidentally cause ourselves stress by using the term “time management” even though time itself is unmanageable. Let’s reframe the concept. What are we managing? Our attention, our intention, our actions, and our energy. What we call “time management” is the practice of adding value to our time.

2. You can’t manage “time.” Since we are stuck with the term “time management,” we’ll work with it. Those who believe they have no control over what takes up their time are doomed to victimhood. You can’t control everything, but you certainly have influence. Don’t give that away.

3. A professional keeps gobs of data in her head. This is the highway to burn-out. Get stuff out of your head and on paper or digital device. Albert Einstein had to look up his home phone number in the white pages. He didn’t see any value in keeping things in his mind that he could easily access by other means. There’s a lesson there.

4. You don’t have time. It is more accurate to say you choose to do something else with your time. Everyone has the same 24 hours.

5. You can multitask. Studies show that the mind can hold only one thought at a time. We may “hypertask,” but be careful. Fast doesn’t necessarily mean efficient. If you do something poorly, you create more work for yourself and others in the long run. Efficiency is only valuable when it is a function of effectiveness. Speed kills.

The Gold

1. Know the difference between a time investment and a time expense. Too many managers think they don’t have time for tasks that save time in the long run. If you don’t have time to do it right once, when will you have time to do it again? How many hours will you spend later because you didn’t take fifteen minutes to nip it in the bud up front and follow it all the way through?

2. Work from a prioritized task list. This is a cornerstone of time management. Brain dump everything you have to do, then prioritize. Plan the work, then work the plan. Of course, things will go differently than planned. That’s OK. You might not get everything done, but you will have a ghost of a chance to complete the most important things.

3. Important things are rarely urgent; urgencies are rarely important. Everything feels urgent these days. Most “urgencies” are menial. The most important things don’t call, text, email, or IM you. Urgencies can easily consume your time.

4. Know what’s important and what’s not. Differentiating between the two is one of the most important skills of a successful manager. Prioritization is vital. Time and experience are the best teachers. Sorry, kids – try to learn fast.

5. Outside forces can impact you, but they cannot control you. Only you can control you. Give that up, and you are the eternal, miserable victim. Not a great plan.

6. Reverse Engineer Everything. As the “Zone Coach” Jim Fannin teaches, we are trained to go from A to B, when in reality, it is far more effective to clearly visualize the end result, determine all factors that must be considered, and work backward to create the plan. You’ll be surprised to see how many little but necessary tasks you’ll identify. This puts you in a position to make a realistic timetable for completion and avoid the time-busting and stressful trap of self-imposed emergencies.

7. Attitude makes a big difference. Time management is as much a mindset as it is a skill set. Henry Ford said, “If you think you can or think you can’t, either way, you’re right.” Tasks are sometimes dynamic. Why does everything magically get done the day before you go on vacation? Attitude is the secret weapon of time management.

8. Apply the “single handling concept.” You can lose upwards of 50% efficiency by stopping and starting tasks. Whenever possible, block sufficient time to see larger projects all the way through. If you pick something up, see it through to completion instead of moving it from pile to pile.

9. Look for Little Efficiencies. We tend to think of activity in terms of isolated tasks. One of the values of setting a prioritized task list in advance is that you can see your time in context. Batching tasks can eliminate inefficiencies– you’ll start buying back little chunks of time that add up. Once you start thinking this way, your brain will be rewired for life. You’ll see inefficiencies everywhere! I’ll always remember feedback from one session participant who told me this principle was her favorite takeaway. She explained that she had always planned food shopping one day and a run to the dry cleaners on another. When I asked why that mattered, she exclaimed, “They are in the same shopping center! So now I do both on the same day. The shopping center is 20 minutes away. That means I get 40 more minutes every week with my daughter!”

10. You only have one life. Live it purposefully. Clearly, these principles can apply to your whole life, not just your work. Identify what’s important and create action plans to achieve goals that accomplish the most important things. Get it done one prioritized task at a time. Do that, and you’ll have a legitimate claim to peace of mind, probably the biggest idea of them all.

This stuff isn’t brain surgery, but you need persistence and discipline. You will fail and need to start again. It’s all part of the process. Do you prefer chaos or achievement? Frustration or joy? Regrets or satisfaction? It’s your choice.

Which of these is most impactful to you?