The tried-and-true time-management techniques certainly can help to get us better organized. Yet why do they so often fall short of providing the time we need to handle the unexpected tasks that come our way?

What is needed is a system for handling the unexpected -- a system that is flexible enough to accommodate those last-minute emergencies without overwhelming our day. The key to that sort of system is juggling -- the art and practice of remaining focused, flexible and fixed on our timing.

Focused on What's Important
There is a difference between something that is urgent and something that is important. Email often feels important, but how many of those emails -- or phone calls -- truly need to be responded to immediately? And how many of those email messages actually add value to our organization or assist with our professional development? Similarly, how many unexpected projects are merely urgent, not truly important?

By setting clear priorities based on what is important -- rather than what is urgent -- life becomes easier to manage and our activity works to advance our goals. By establishing clear priorities, we become focused and productive, not just active and busy.

Take a look at each item on your to-do list and ask yourself:

• Is this urgent or important?
• Who is making the request?
• Does it add value to my organization?
• Does it enhance my professional development?
• Should this be delegated?

By reviewing each item according to its level of importance, the rank of the person making the request, and the task's potential impact, you have a process in place for prioritizing things. This process will also help you to cultivate the habit of distinguishing between urgent and important tasks.

Flexible Enough to Handle the Unexpected
Okay, so you have your three priorities clearly in place, and now your boss, client or spouse hands you something "important" that needs to be done. You include it on your list, and now you have four priorities. Along comes something else, and now you have five priorities -- and your focus is gone.

The key to setting priorities is to keep the number small. The fewer priorities you have to focus on, the more productive you will be. The trick to accomplishing that is to remain flexible. Eagle's Flight, a provider of training programs, recommends building time into each day to review and reorganize your priorities. Rather than constantly adding to your priorities so they grow from A, B and C to A++, A+ and A all the way down the list, take the time to reorganize things back into a focused A, B and C, based on what is truly important. Just be sure to do the reordering at the completion of a task rather than in the middle of something really important.

One strategy that works well is to leave an unscheduled hour free each morning. That way, if something comes up at the end of the day, you have time the next morning to address it. If nothing comes up, you can get a jump on your priority items.

Fixed on Your Timing
We're not all morning people, and no one is a top performer every hour of the day. Maybe you're one of those people who experience a lull after lunch. If that's the case, use that time to answer your email versus working on that new business proposal. By knowing what hours you're at your peak and scheduling your higher-level tasks for those times, you increase performance and things get done more quickly -- and more efficiently.

If you're not aware of your best hours, take some time to observe yourself. And keep in mind that while procrastinating and jumping back into your old routine may feel easy, if you just go ahead and start that challenging project, you'll end up saving yourself a lot of time and energy.

Most people tend to spend their money based on what is most important to them and what will bring the greatest reward. Take the same approach to how you allot your time, and you may find some breathing space in your day.