Alison Volpe Holmes MD MPH Vineeta Mittal MD MBA Mary Ottolini MD MEd Start with a quiz https wwwmindtoolscom pagesarticlenewHTE88htm How did you do Raise hands 15 ID: 759676
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Slide1
You have more time than you think: Time management and goal setting
Alison Volpe Holmes, MD, MPHVineeta Mittal, MD, MBAMary Ottolini, MD, M.Ed
Slide2Start with a quiz
https://
www.mindtools.com/pages/article/newHTE_88.htm
Slide3How did you do?
Raise hands:
15-
30:
31-45
46-75
Slide4Objectives
To apply basic time management principles to both
workdays
and personal lives
To use time management techniques including time diaries and goal setting worksheets as they apply to one’s professional and personal lives
To explore specific areas prime for better time management, the best use of agendas/calendars/task managers, and taming the email beast
Slide5Time management and hospital medicine
Ward picture
Slide6Systole and diastole
Patient care AND other activities (what is critical)
Morning computerCall residents/staffRound/teachTeach/feedback/evaluateChart/BillExamine and counsel
Other important (long term goals and creativity)
Analyze data
Write papers/grants
Meet with students/mentees
Classroom teaching
Committee work
National organizations
Slide7Time management basics
The best of them all
Slide8Different frameworks
Adair
Tracy
Covey
Allen
Slide9Covey: 7 Habits--philosophical
Be proactiveBegin with the end in mindPut first things firstThink win-winSeek first to understand . . .SynergizeSharpen the saw
Covey, S. R. (2004). The 7 habits of highly effective people:
Restoring
the character ethic. New York: Free Press.
Slide10Adair: 10 principles--practical
Develop a personal sense of timeIdentify long term goalsMake medium term plansPlan the dayMake best use of your best time
John Adair and Melanie Allen. (1999) Time management
and personal development. Thoroughgood.
Organize office work
Manage meetings
Delegate effectively
Make use of your committed time
Manage your health
Slide11Allen: Getting things done--advanced
Start: Set up time, space and goalsCapturing: Corralling your “stuff”Clarifying: getting “in” to emptyOrganizing: set up the right bucketsReflecting: Keeping it all fresh and functionalEngaging: Making the best actionGetting projects under control
Paul Allen (2015). Getting Things Done: The Art of Stress-free Productivity.
Penguin: New York.
Slide12Eat that frog!—for procrastinators
Plan your dayTo do list on calendar with time blocksDo the most important thing that you least want to do first in the day
Brian Tracy. (2007) Eat That Frog!
21 Great Ways to Stop Procrastinating
and
Get More Done in Less Time
Berrett
-Koehler Publishers
Slide13If you want to lose weight, keep a food diary . . .
Time diaries15 minutes chunksPaper, electronic, whatever works so you can see where you areWhat is my best time of day?Things you have control over: When do I best write? Review/read? Have a meeting?
Slide14Samples
Clinical day
Non-clinical day
Slide15The four quadrants: Covey
URGENCY
I
M
PORTANCE
Covey, S. R. (2004). The 7 habits of highly effective people:
Restoring
the character ethic. New York: Free Press.
Slide16The four quadrants: Covey
URGENCY
I
M
PORTANCE
Covey, S. R. (2004). The 7 habits of highly effective people:
Restoring
the character ethic. New York: Free Press.
Slide17Worksheet 1: Time diary
Think back to your last workday—hard to do by memory– do in live time once homeTake out your calendar if you need its helpTry to remember all the silly things you did (could check your “sent folder”)Try to fill in at least 4, if not up to 10 activitiesHow many clinical day? Break into chart review, rounds, billing, waiting, writing notes—any other non-clinical activities (meetings, teaching, commuting)How many other day? Break into reading, writing, meetings, data analysis, administrative tasks (commuting, cooking, shopping)6 minutes
Slide18Worksheet 2: 4 quadrants
PinkNow break it down into 4 quadrantsPlace each activity into one of the 4 quadrants2 minutesShare with a neighbor: 4 minutesThen we will call on you at randomWhat can you do to shift away from 1 and 3 and into quadrant 2? And eliminate quadrant 4?
Slide19Goal setting
Slide20Goal setting: Adair
Long range takes time and reflectionHow many have this? Evaluate strengths and weaknessesProfessional goals (mentor), personal goals (partner)What do you want to accomplish in 5, 10 years, before you retire? Break these down to medium and short term
John Adair and Melanie Allen. (1999) Time management
and personal development.
Thoroughgood
.
Slide21Goal setting: Example
Long-term: Develop career in hospital administration/quality and safety (5-10 years) Require: Training, experience, mentorshipComplete APA Quality Scholars program (3 year)Launch project for program (1 year)Write proposal/application (5 months)Get IRB approval (2 months)Complete lit review (1 month)Lit search (1 week)Read 2 articles (today)
John Adair and Melanie Allen. (1999) Time management
and personal development.
Thoroughgood
.
Slide22Worksheet 3
GreenWrite down three long-term goals: one clinical, one other professional, one personalTurn sheet over: Pick one of three, break into smaller steps 5 minutesShare with a different neighbor: 2 minutesNow– can you put some time in your calendar next week for some of these? Or build it into your task list? Remember: If you don’t have goals, some one else would be happy to lend you theirs!
Now: What system will you
Use to systematically
breakdown, review and
update goals? Demo
Slide23Calendars and task lists
Slide24Tracy: Put it on your calendar and get it all done
Lay out small term goals as blocks of time on your calendarDon’t let anyone else fill that spaceNo emergencies/urgenciesNo appointmentsUpside: Keeps you more in quadrant 2Downside: We all have to make space for urgenciesCan get into a cycle where you never finish or put things off to next day and have no space thereGood for procrastinators
Brian Tracy. (2007) Eat That Frog!
21 Great Ways to
Stop
Procrastinating
and
Get More Done in
Less
Time
Berrett
-Koehler Publishers
Slide25Allen: Have a management system
Leave space in each day for things to occurKeep tasks with due dates in a filing systemLet your highest piority tasks come to the topCan match tasks to urgency, or mood, or energy level, or time of dayCan be paper, can be a checklist, can be a task manager “Todoist”Frees your brain
Paul Allen (2015). Getting Things Done: The Art of Stress-free
Productivity. Penguin: New York.
Slide26Calendar system
Slide27Task list system
Slide28Taming your email
Turn off auto alert feature
Touch most of it once—delete, respond if takes less than 2 minutes, file (reading or projects), or on to to do list/calendar/management system
Don’t make email a priority
Depending on your responsibilities, find between 2 and 4 discrete times a day to check your email
Slide29Sample inbox/files
I was on the bus, so this was really a realistic snapshot
Slide30Final notes: other topics
Petra Lewis
youtube
videos on task managers and inbox zero
The four books we featured– start with one will work for you
Figure out best time of day to schedule things
Workshop 201 topics: How to organize your workspace and files (paper and electronic), how to run and how to attend an effective and efficient meeting, how to end procrastination, how to delegate
Slide31Thanks!
Questions? Comments? Ideas?Come up front after