You’ve heard it before. The playing field is level. We each have 24-hours in a day. That’s a big number, isn’t it? In addition, we have 365 rounds each year. That’s 8,760 hours per year to make our own concoction of work, fun, and relaxation. With all this time, why do we feel unproductive, overwhelmed, stressed-out, and time poor? Here are common time challenges and some strategies for overcoming them.

1. Overscheduling – Life is not dull. There are so many meetings, extracurricular activities, and social events in addition to the regular responsibilities that you feel perpetually frazzled and busy. There is never any relaxation time, other than when you sleep.

Tip: This might be the time to introduce “no” into your vocabulary. What can be removed from the schedule to give you some downtime?

2. Ambitious List Making – Massive doesn’t even begin to describe the length of your lists. You are overwhelmed by your ideas, projects and to-dos. How and when will you accomplish everything?

Tip:  Adjust your expectations. As items are checked off, new ones will appear. Don’t let that de-motivate you. Instead of focusing on completing the entire list, shift your perspective. Work your list by selecting the two or three items that you will get done that day. Reframe what completion looks like.

3. Lack of Planning – You prefer to just “go with the flow” and not plan your time. This isn’t working for you. The day ends and you haven’t accomplished what you wanted to. Consider the good enough method of planning.

Tip: Don’t plan every minute. Instead, create large time blocks in your schedule that are devoted to certain types of activities like returning phone calls and emails, doing errands, spending time with family, and “me time.” Yes…block out time for just you! Review the loose plan before the end of each day. Adjust as needed.

4. Not Focusing – Distractions . . . Let me count the ways. There are children, pets, phone calls, TV, email, texting, Internet searches, Facebook, Twitter, and YouTube. Don’t get me started about Pinterest (my personal new favorite social media addiction, oops I mean site!) The supply of distractions is endless.

Tip: Two words: Establish boundaries. Whether the distractions are digital or human, it’s essential to set parameters. Remember those time blocks I mentioned above? Incorporate into those time blocks some “tech-less time” or whichever distraction needs the boundary. Experiment with effectively using parameters to maintain your focus.

5. Under Appreciating – You’re doing a lot. You’re moving through the days at lightning speed. You’re done and on to the next thing before pausing to acknowledge what you’ve accomplished. This exacerbates your frenzied feelings.

Tip:  Gratitude is powerful. It shifts our thoughts to a positive place. Allow yourself to slow down long enough to reflect and appreciate. That can include acknowledging our accomplishments, being grateful for our loved ones, or enjoying the sweet scent of spring.

What is your biggest time challenge? Is it one of these or something entirely different? I’d love to hear from you. Come join the conversation.

Before me, sparkles of light reflect on the Hudson River. Sounds of birds conversing and the hum of cars passing in the distance and an occasional train whistle punctuate the quiet. The sun is hot, but there's enough of a breeze to act as a natural fan. The day has been filled with a mixture of writing, coaching preparation, radio interviewing, bill paying and phone calling.

When it came time for a lunch break, I opted to combine eating and writing with enjoying this gorgeous summer day. The day has been my own because I set aside the time. So often, we have to plan our to dos around all our other responsibilities. I like having days when my time is more intentional and I don't have to negotiate with other obligations and appointments.

How do we view our time? I like to build in stopgaps where we carve out time to focus on specific things. This prevents us running from appointment to appointment, putting out fires, feeling overwhelmed and never getting to do what we most enjoy.

Slowing down a little and being intentional, gives us the time to breathe, think and plan. It affords us the time to implement the plans without the panic. Then we can enjoy the process and our time even more. Carving out a "desk" or "personal" day every so often, helps keep us focused and better balanced.

Ironically, I did have a moment of panic today. I was about to prepare for an upcoming mentoring session, which involved reviewing and updating a computer document. To my horror, not only was the document missing, but also was the entire electronic file folder containing one hundred documents. After searching my computer, I realized that I must have accidentally deleted the folder when I was cleaning up my computer's desktop the night before.

Fortunately, the potential catastrophe was avoided. I regularly back-up my files using Carbonite and Time Machine. I immediately contacted Carbonite to see if my files could be retrieved. Within fifteen minutes, the files were found and restored onto my desktop. Can you hear my big sigh of relief?

Having a back-up system in place is very much like building stopgaps into your schedule. It helps keep panic to a minimum. Emergencies and the unexpected will happen. When you are reviewing your calendar, consider reserving time just for you to stop, regroup and refresh.  

How do you create time to rejuvenate and refocus?

Summer is here. Its arrival brings longer days and hopefully more time for relaxation and fun. Summer is the season for graduations, weddings, vacations, camp and special projects. For many of us, it’s a much-anticipated season because it signals a break from our more intense schedule.

I feel encouraged to enjoy the gorgeous, warm days even more. There are many opportunities to embrace summer’s energy. Here is a list of things that make me appreciate this wonderful season:

• Wiggling my toes in the grass

• Walking along the river

• Cooking outdoors with family & friends

• Reading in the hammock

• Slurping down a slice of watermelon

• Smelling the scent of the freshly cut lawn

• Taking a day trip

• Drinking an iced tea with lemon and extra ice

• Wearing less clothes

• Visiting the ocean

• Indulging in a lazy feeling that a hot day brings

• Going to Boscobel for a picnic and Shakespeare play

• Watching fireflies light up the evening

We often feel like there is never enough time to enjoy our lives and accomplish our goals. The key is finding a balance between doing, being and appreciating. Summer is a great time to do some shifting and experimenting to find your right balance.

What lets you know that summer has arrived?

With all the things that make it seem like there’s never enough time, it’s amazing any of us get things done. So how is it that between carpooling kids, working with clients, keeping in touch with our friends, eating, sleeping and relaxing are we able to manage this dance of life? When we add extra projects or responsibilities, the dance becomes even more frenetic.

My spring business goal was to redesign my Oh, So Organized! logo and website. I began my organizing company almost 20 years ago when our daughters were babies. I’ve had the same logo since 1993 and website since 2001. It was definitely time for a change.

Working on this redesign has been exciting and at times frustrating. Mostly, though, it was an opportunity to step back, take a fresh look and work on this long-term goal. I assembled a wonderful design team. My heartfelt gratitude goes to logo designer Ron Romain of Ron and Joe and web designer Betsy Cohen of Positive Element. They brainstormed, discussed, worked and reworked until we got the right look and feel. I am grateful for their enthusiasm, creativity, expertise and humor. I couldn’t have accomplished this without them.

What struck me, though, was that during the project, all of us were juggling our time. We each have our own businesses, children, spouses, friends, daily responsibilities, monkey wrenches that throw us off track and an unending host of interruptions, emergencies and serendipities. So how did we do it? There were some common threads we all used to manage the project and our time.

• Parameters – We defined the scope, timeframe, budget and expectations. When things strayed off course, we brought things back on track through reminders about the parameters.

• Focus – We each had many other responsibilities and distractions, but when we put on our “project hats” we focused only on that. We gave each other the gift of 100% attention.

• Flexibility – This was key for all of us. Between working in different time zones, client meetings and juggling kids, flexibility was essential. That translated into some unusual working hours and negotiations for times to check in with one another.

• Communication – Thank goodness for email. While some work was done on the actual telephone, the bulk of our communication happened through email. It allowed for clear and direct communication of images and ideas. It also helped each of us better manage our time by being able to respond and work around our other responsibilities.

• Patience – We allowed each other enough time and patience to let Linda “experiment” with just one more color, font or layout. I slowed myself down enough to realize that the waiting and developing was well worth the outcome. While you always want things done yesterday, the snags or delays that happen during any project are part of the process.

• Reason – Knowing when to get some sleep. Knowing when to say no. Knowing when to stop for the night. While we all worked hard, we also knew when enough was enough.

I’d love to hear from you. What is essential for your time management juggle?