Productivity guru Mark Forster points out in his excellent Do it Tomorrow that falling behind on work stems from three, and only three, possible problems:

1. Having too much work
2. Having too little time
3. Doing work inefficiently

This is, of course, blindingly obvious, yet also something I tend to forget.

Most time management seems to focus on that third category – efficient working – yet there’s an upper limit to how much improved efficiency can help squeeze into a day. Sure, you can reduce the amount of time you spend replying to the average email from, say, three minutes to thirty seconds. But if, like me, you receive about 300 emails a day which warrant some kind of response, that thirty-second average still adds up to a full two-and-a-half hours of email time, with little chance of further whittling down.

The next cause of trouble, then, is simply having too much work. Time management systems try to skirt this through prioritization, but, as Forster points out, the idea of priorities is a bit of a red herring. If you’re going to get something done today, it doesn’t really matter if it gets done first or last. The order only starts to matter once you’ve tacitly agreed not to complete all of your work. At that point, order becomes crucial, because it’s the latter items that don’t get completed at all. The ‘C’ task today is usually still a ‘C’ tomorrow, and the day after, and the day after that, and therefore never gets done. So, in short, the right place to prioritize isn’t at the level of tasks, but at the level of commitments. You already fill 24 hours each day with something, so fitting in new obligations requires getting rid of an equal amount of time’s worth of old.

But it’s the third area – not enough time – that really gets short shrift in my own approach to managing time. I look at an open stretch of days on my calendar and think of them as ’empty’. But, of course, they aren’t. The’re full of all the work I have to do. Usually, that’s fine; even with a few meetings and calls wedged in, I still have time to pack in the rest of my tasks. But, on weeks like this one, when my calendar spirals far out of control, and I’m left with only odd fifteen-minute chunks unbooked for days at a time, I find myself falling further and further behind on life, and feeling more and more stressed out as a result.

So, to combat that problem, a new policy, inspired by the trusty Roadie’s Rule (no heavy drinking two nights in a row): no full days of meetings back to back. Or, in the simplest implementation of that I could figure out: no meetings, none, on Tuesdays and Thursdays. That way, no matter how bad my Monday, Wednesday, or Friday become, I’ll always have at least one day in between to get back on top of life.