“I love deadlines. I love the whooshing noise they make as they go by.” 
Douglas Adams, The Salmon of Doubt (author of the Hitchhiker’s Guide to the Galaxy)

I have plenty of time each day to accomplish all of my work and all the personal activities I have planned and I go to bed with complete peace of mind every night . . . said no one ever! How often have you struggled to meet all of your priorities and deadlines just to come up at a loss at the end of the day? Despite all of our hard work and efforts some of us still come up short on time and long on work at the close of business. Often times, we then resign ourselves to, once again, put in the extra hours necessary on evenings and weekends to get the job done. Sound familiar? It’s moments like these that can make time feel as fleeting as a self-destructing Banksy painting and as elusive as the artist (him or herself)!

Much has been written about time management, and to be sure, there are plenty of methods for taking control of how to effectively and efficiently spend our precious time at work. What’s most important is to explore and experiment with various ideas to find what fits for you and the circumstances of your work. Here is a tried-and-true model I’ve used and have shared with others over the years. It’s affectionately called PEACE.

1.    Prioritize. This seems ultra-basic, but it’s worth mentioning. Prioritizing work daily and making this a routine is important. How many times have you felt overwhelmed in the moment without a clear understanding of what needs to be done and when? It can make us feel stressed, anxious, and out of control, which is no way to feel when you’re in the middle of a busy day. Make the time for this each and every day as part of your routine when you get to the office, or at the end of the day. This way, you are prepared for new demands as they come in and you can reprioritize as needed throughout the day (more on this below).  

2.    Estimate. As you prioritize your work, assign estimates for how long the work will take that day. The more you practice this, the more accurate you will get it over time. And, while you’re estimating, add buffer time. Add in a bit more time than you think the project will take. It may lead to extra time for you for other tasks during the day—or for a much-deserved break!

3. Anticipate. When planning your daily projects and estimating time, figure in a set amount of time each day for the unexpected. This is especially important if you are working on a team or in an ever-changing or deadline-driven position or environment. If you need the time, it’s there and it will cut down on evening work hours.

4.     Communicate. Seems like a no-brainer, but, hey, we’re busy with work over here. If someone drops a “higher priority” assignment on your desk that takes precedence over everything else, be sure to communicate to stakeholders if it will mean that you are not making a promised deadline on another project. And, if you still have to meet both those deadlines, reach out to others for support. In most cases, we’re not in this alone when it comes to our work and asking for help is simply a matter of allocating resources. As simple as these things seem, not doing them timely may damage your reputation—even for circumstances outside your control. Stay ahead with timely communication.

5.     Enter Everything. This is a big one and you may balk at the idea, but it’s very helpful in order to stay on track with your work and manage your time. After you have a plan for your day, create a calendar entry for everything. Calendar not only your meetings, but time for lunch, and for checking email. Calendar time to move the ball on projects. Group smaller tasks together and calendar the cumulative as a larger block of time. Pay attention to buffer times and time for unexpected circumstances—make sure these are both on your calendar every day. Depending on your personality and the nature of your work, you may love this idea or reject it instantly. If you have reservations, just give it a try. See how it feels, tweak the process so it works, and make it yours.

To be sure, no one time management method is going to guarantee complete peace of mind every night as your head hits the pillow, but empowering yourself to find one that works best for you will keep you moving in the right direction.