Time Management: “Productive Days”

Ndidi Unaka, MD Sue Poynter Wong, MD, MEd

Javier Gonzalez del Rey, MD, Med

Tell us about you…

1

Welcome!

• Why are you here today?

2

Step One…

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Please be “Honest”…

• Please document how you used your time this past Friday: – Personal Time – Time in the Hospital – “The other stuff”

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Please be “Honest”…

• Most common barriers to be effective time managers… – At home – At work – Anywhere else

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What works and does not work for you?

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“If I only had more time…”

• We all have the same • Once gone it does not

come back • Anything we do

requires time!!

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• Being successful doesn’t make you manage your time well

• Managing your time well makes you successful

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How do you feel when you “waste your time”?

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Step Two…

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Symptoms Associated with “Stress”

• Initial Phase – Nervousness – Insecurity – Mental Fatigue – Insomnia – Neuralgias

• Acute Phase – Hypersensitivity – Anxiety – Depression – Apathy – Feeling of failure – Constant complaints

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Common Causes of “Stress”

• Unachievable Goals – Trying to do too much – Perfectionism – Lack of planning or

personal organization – No delegation – No facilitation

• “Work Environment” – Interruptions – Excessive meetings – Inefficient meetings – Lack of communication – Cannot say “NO”

• Sedentary Life

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Common Causes of “Stress”

• Unachievable Goals – Trying to do too much – Perfectionism – Lack of planning or

personal organization – No delegation – No facilitation

• “Work Environment” – Interruptions – Excessive meetings – Inefficient meetings – Lack of communication – Cannot say “NO”

• Sedentary Life

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Suggestions for “Stress” Management

• Vacations • Sports • Long term view and goals • Avoid “negative” feelings • Manage your time

– Plan – Organize – Limit interruptions

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Step Three…

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• “Are you using your time wisely?”

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Step Four…

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“Please… Describe your working area”

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¿So …What can we control? • “Activities” which take time in our day • Options:

– More activities – Activities with more satisfaction – Activities which allow us to meet:

• Short term objectives • Mid term objectives • Long term objectives

– Cancel activities?

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Can you really control…?

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“Distractions”

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“Distractions”

• In general they are the same “tools” which are supposed to make your job easier: – Laptop – Social Media – Phones (landline – mobile) – Space / Neighbors – Others…?

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Step Five…

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“Required Competencies for Efficiency”

• Communication • Oral • Written

• Negotiation • Conflict Resolution • Team Work • Productivity

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Some Concepts… • “The Inventory” • “Priority Matrix” • “Personal Productivity” • “Planning & Controlling” • “Daily Routine”

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“The Inventory” Description Priority Estimated Important Urgent Time Now

Schedule

Delegate /Organize

Do not care

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“Priority Matrix” (Eisenhower Method – Seven Habits)

• Do not plan more than 6 activities/day, normal ≤ 3, but ≥ 1

Prioritize your Tasks! Urgent Not Urgent

Impo

rtan

t

I Important and Urgent

II Important , but Not Urgent

Not

Im

port

ant III

Urgent, but Not Important

IV Not Urgent and Not Important

Prioritize your Tasks! Urgent Not Urgent

Impo

rtan

t

I Important and Urgent

II Important, but Not Urgent

Not

Im

port

ant III

Urgent, but Not Important

IV Not Urgent and Not Important

Prioritize your Tasks! Urgent Not Urgent

Impo

rtan

t

I Important and Urgent

II Important, but Not Urgent

Not

Im

port

ant III

Urgent, but Not Important

IV Not Urgent and Not Important

Prioritize your Tasks! Urgent Not Urgent

Impo

rtan

t

I Important and Urgent

II Important, but Not Urgent

Not

Im

port

ant III

Urgent, but Not Important

IV Not Urgent and Not Important

Prioritize your Tasks! Urgent Not Urgent

Impo

rtan

t

I Important and Urgent

II Important, but Not Urgent

Not

Im

port

ant III

Urgent, but Not Important

IV Not Urgent and Not Important

“Personal Productivity” • Time of day when you are more productive:

– Use for most difficult, complex and important tasks • Time of day when you are less productive:

– Mail – Phone calls – Interviews – Interruptions – Miscellaneous

34 Time of Day →

“Personal Productivity” • Time of day when you are more productive:

– Use for most difficult, complex and important tasks • Time of day when you are less productive:

– Mail – Phone calls – Interviews – Interruptions – Miscellaneous

35 6 8 10 12 2 4 6 8 10 12 2 4

100%

-50%

+50%

←

Prod

uctiv

ity→

Time of Day →

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1992

“Planning & Controlling” • Office and Working Space

– Desk – Material you use daily – Clock – Furniture and Files

• Block: – Some calls – Some visits – Distractions

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“Planning…” • Prepare the list of what I should do today… • What can I delegate? • How much time do I have? • How am I going to organize the available time? • Prepare the list of what is pending…

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Divide and Conquer!!

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“Daily Routine” • Inbox • Outbox • Priorities • Pending • Planning – Preparing

– Agenda – Assignments

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Recommended Readings

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The Seven Habits 1. BE PROACTIVE 2. BEGIN WITH THE END IN MIND 3. PUT FIRST THINGS FIRST 4. THINK WIN/WIN 5. SEEK FIRST OT BE UNDERSTANDING, THEN TO

BE UNDERSTOOD 6. SYNERGIZE 7. SHARPEN THE SAW

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Welcome!

• Why are you here today?

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Just Remember…

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