Steven A. De Jong, M.D.Professor of Surgery

Vice Chair for Clinical AffairsDepartment of Surgery

Loyola University Medical Center

Time management or Task management Essential for a productive and balanced life

◦ New health care environment with more responsibilities

Lots of intervening factors◦ Stress◦ Interruptions◦ Life outside the hospital◦ Multiple handoffs◦ Planning and re-planning◦ Personalities – good and bad

Balanced with◦ Random nature of our work◦ Other people and their personalities◦ Your own behaviors and attitudes

Is multitasking the solution or even possible? Work faster or develop better habits?

◦ OR dictation as an example Ignore patterns or analyze/plan the process?

◦ EPIC documentation example◦ Keep a time log to look for typical time stealers◦ Stop doing things that you can stop doing

Am I living from one deadline to another? How can I adjust to “too much to do” each

day?

Procrastination Indecision Lack of planning Unfocused activity Unpunctuality Too easy to access Undependable Unclear objectives Missed deadlines

Easily distracted Fear of failure Perfectionism Poor attitude Cynicism/negativity Forgetfulness Poor communication Disorganized Low work standards

Why we do it◦ We are uncertain about the task◦ We don’t know where to begin so we don’t◦ We worry that the product won’t be good enough

How we fix it◦ Ask for help and collaborate◦ Just start and split large tasks into smaller pieces◦ Try out a concept called time-boxing◦ Reset your expectations

perfection not always required Certain amount of self awareness helps us focus

Work on your communication skills and articulate clearly what you are doing

Delegation – job description too big for one!◦ Takes time up front but long term benefits

Start your planned task on time◦ Once you fall behind schedule you are in trouble◦ EPIC new patient dictation example

Finish on time at the expense of perfection◦ Doing your best will be good enough if it’s on time

Saying “No” when you can = healthy boundaries◦ Powerful effect to limit interruptions◦ Encourage others to think instead of dumping on you

Insecurity or “fear of being replaced”

Perfectionism or “I want it done just right”

False pride or “I don’t need anyone else”

Lack of trust

Ask yourselfHow importantor urgent is it?

Better focus

The ABC technique

Time Management Matrix technique

Natural Laws technique

Time management model

Covey’s Time Management Matrix Technique

Channel efforts

into category

2

The "Jar" of Life

Balancing personal and professional goals Once set – stick to them with self-discipline

◦ Easy to get sidetracked with “multitasking”◦ E-mail distraction avoided by “reading it once”

Make lists but avoid long lists◦ You’re overwhelmed before you start◦ Producing reasonable daily TTD lists

Identify clear criteria to help you choose Be flexible as priorities can/must change Reserve task time and protect it ferociously

◦ Balance an open door policy with a closed one Make fewer commitments and deliver on time

◦ Avoid the trap of overloading your schedule

Energy and focus separate 90% of managers from the top 10% who are more purposeful and employ useful habits

Bottom 90%◦ Highly motivated & energetic but switch between

tasks without much sense of purpose – poor leaders◦ Procrastinators – they feel their efforts will not make a

difference and are not good motivators◦ The “disengaged” – focused but unexcited by work

with little time for reflection or creative thinking

Know your best time of the day and do the most demanding or difficult tasks then or first and get a sense of relief/accomplishment & morale boost

Don’t be too busy to take a break – rested leaders work, think and react better

Self-imposed deadlines are useful

Eliminate/limit time-wasters that drain efficiency

◦ Email, ineffective meetings, interruptions, negativity

Start each day with a plan and “do todays work today”

Have a life outside of work and don’t sell out on your own needs!

IS WHAT I AM DOING RIGHT NOW

MOVING ME TOWARD MY GOALS?