You have more time than you think Time

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You have more time than you think: Time management and goal setting Alison Volpe

You have more time than you think: Time management and goal setting Alison Volpe Holmes, MD, MPH Vineeta Mittal, MD, MBA Mary Ottolini, MD, M. Ed

Start with a quiz https: //www. mindtools. com/pages/article/new. HTE_88. htm

Start with a quiz https: //www. mindtools. com/pages/article/new. HTE_88. htm

How did you do? ¡Raise hands: ¡ 15 -30: ¡ 31 -45 ¡ 46

How did you do? ¡Raise hands: ¡ 15 -30: ¡ 31 -45 ¡ 46 -75

Objectives 1. To apply basic time management principles to both workdays and personal lives

Objectives 1. To apply basic time management principles to both workdays and personal lives 2. To use time management techniques including time diaries and goal setting worksheets as they apply to one’s professional and personal lives 3. To explore specific areas prime for better time management, the best use of agendas/calendars/task managers, and taming the email beast

Time management and hospital medicine ¡ Ward picture

Time management and hospital medicine ¡ Ward picture

Systole and diastole Patient care AND other Other important activities (what is critical) (long

Systole and diastole Patient care AND other Other important activities (what is critical) (long term goals and creativity) ¡ Morning computer ¡ Analyze data ¡ Call residents/staff ¡ Write papers/grants ¡ Round/teach ¡ Meet with students/mentees ¡ Teach/feedback/evaluate ¡ Classroom teaching ¡ Chart/Bill ¡ Committee work ¡ Examine and counsel ¡ National organizations

Time management basics The best of them all

Time management basics The best of them all

Different frameworks ¡ Covey ¡ Adair ¡ Allen ¡ Tracy

Different frameworks ¡ Covey ¡ Adair ¡ Allen ¡ Tracy

Covey: 7 Habits--philosophical 1. Be proactive 2. Begin with the end in mind 3.

Covey: 7 Habits--philosophical 1. Be proactive 2. Begin with the end in mind 3. Put first things first 4. Think win-win 5. Seek first to understand. . . 6. Synergize 7. Sharpen the saw Covey, S. R. (2004). The 7 habits of highly effective people: Restoring the character ethic. New York: Free Press.

Adair: 10 principles--practical 1. Develop a personal sense of time 6. Organize office work

Adair: 10 principles--practical 1. Develop a personal sense of time 6. Organize office work 7. Manage meetings 2. Identify long term goals 8. Delegate effectively 3. Make medium term plans 9. 4. Plan the day Make use of your committed time 5. Make best use of your best time 10. Manage your health John Adair and Melanie Allen. (1999) Time management and personal development. Thoroughgood.

Allen: Getting things done-advanced 1. Start: Set up time, space and goals 2. Capturing:

Allen: Getting things done-advanced 1. Start: Set up time, space and goals 2. Capturing: Corralling your “stuff” 3. Clarifying: getting “in” to empty 4. Organizing: set up the right buckets 5. Reflecting: Keeping it all fresh and functional 6. Engaging: Making the best action 7. Getting projects under control Paul Allen (2015). Getting Things Done: The Art of Stress-free Productivity. Penguin: New York.

Eat that frog!—for procrastinators 1. Plan your day 2. To do list on calendar

Eat that frog!—for procrastinators 1. Plan your day 2. To do list on calendar with time blocks 3. Do 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

If you want to lose weight, keep a food diary. . . ¡ Time

If you want to lose weight, keep a food diary. . . ¡ Time diaries ¡ 15 minutes chunks ¡ Paper, electronic, whatever works so you can see where you are ¡ What is my best time of day? ¡ Things you have control over: When do I best write? Review/read? Have a meeting?

Samples Clinical day Non-clinical day

Samples Clinical day Non-clinical day

The four quadrants: Covey I M P O R T A N C E

The four quadrants: Covey I M P O R T A N C E I. Firefighting II Quality time III. Distractions IV. Time wasters URGENCY Covey, S. R. (2004). The 7 habits of highly effective people: Restoring the character ethic. New York: Free Press.

The four quadrants: Covey I M P O R T A N C E

The four quadrants: Covey I M P O R T A N C E I. Firefighting: --Urgent clinical --Kids to bus II Quality time --write manuscript --exercise III. Distractions --email --interruption IV. Time wasters --waiting --meetings URGENCY Covey, S. R. (2004). The 7 habits of highly effective people: Restoring the character ethic. New York: Free Press.

Worksheet 1: Time diary ¡ Think back to your last workday—hard to do by

Worksheet 1: Time diary ¡ Think back to your last workday—hard to do by memory– do in live time once home ¡ Take out your calendar if you need its help ¡ Try 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 activities ¡ How 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

Worksheet 2: 4 quadrants ¡ Pink ¡ Now break it down into 4 quadrants

Worksheet 2: 4 quadrants ¡ Pink ¡ Now break it down into 4 quadrants ¡ Place each activity into one of the 4 quadrants ¡ 2 minutes ¡ Share with a neighbor: 4 minutes ¡ Then we will call on you at random ¡ What can you do to shift away from 1 and 3 and into quadrant 2? And eliminate quadrant 4?

Goal setting

Goal setting

Goal setting: Adair ¡ Long range takes time and reflection ¡ How many have

Goal setting: Adair ¡ Long range takes time and reflection ¡ How many have this? ¡ Evaluate strengths and weaknesses ¡ Professional 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.

Goal setting: Example ¡ Long-term: Develop career in hospital administration/quality and safety (5 -10

Goal setting: Example ¡ Long-term: Develop career in hospital administration/quality and safety (5 -10 years) ¡ Require: Training, experience, mentorship ¡ Complete 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.

Worksheet 3 ¡ Green Now: What system will you Use to systematically breakdown, review

Worksheet 3 ¡ Green Now: What system will you Use to systematically breakdown, review and update goals? Demo ¡ Write down three long-term goals: one clinical, one other professional, one personal ¡ Turn sheet over: Pick one of three, break into smaller steps ¡ 5 minutes ¡ Share with a different neighbor: 2 minutes ¡ Now– 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!

Calendars and task lists

Calendars and task lists

Tracy: Put it on your calendar and get it all done • • Lay

Tracy: Put it on your calendar and get it all done • • Lay out small term goals as blocks of time on your calendar Don’t let anyone else fill that space No emergencies/urgencies No appointments Upside: Keeps you more in quadrant 2 Downside: We all have to make space for urgencies Can get into a cycle where you never finish or put things off to next day and have no space there Good for procrastinators Brian Tracy. (2007) Eat That Frog! 21 Great Ways to Stop Procrastinating and Get More Done in Less

Allen: Have a management system • Leave space in each day for things to

Allen: Have a management system • Leave space in each day for things to occur • Keep tasks with due dates in a filing system • Let your highest piority tasks come to the top • Can match tasks to urgency, or mood, or energy level, or time of day • Can 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.

Calendar system

Calendar system

Task list system

Task list system

Taming your email ¡Turn off auto alert feature ¡Touch most of it once—delete, respond

Taming 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

Sample inbox/files I was on the bus, so this was really a realistic snapshot

Sample inbox/files I was on the bus, so this was really a realistic snapshot

Final notes: other topics ¡ Petra Lewis youtube videos on task managers and inbox

Final 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

Thanks! Questions? Comments? Ideas? Come up front after

Thanks! Questions? Comments? Ideas? Come up front after