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Christina M. Surawicz, MDProfessor of Medicine
Assistant Dean for Faculty DevelopmentJuly 16, 2009
e-mail: [email protected]
Steven Covey – 7 habits of highly effective people
David Allen – Getting things doneSusan Johnson – Associate Provost, U. of IowaTime management resources:
http://depts.washington.edu/facdevFrom Susan Johnson:
http://depts.washington.edu/facdev/pdfs/presentationsusanJohnson2009.pdf
Stop and take a deep breathSlow down
FocusComplete a random task
You’ll feel better
Then begin a planning processNo single method works for all
Susan Johnson
1. Do it now - 80%
2. Work from a clean space
3. Keep track of All your work commitments
4. Use a single master calendar
5. Plan weekly
50,000 ft: What is my lifelong purpose for being?
40,000 ft: What are my goals for the next few years?
30,000 ft: What are my objectives for the next year?
20,000 ft: What are my current areas of responsibility?
10,000 ft: What are my current projects?Runway: What are my current tasks
(actions)?
Phone calls
E-mails
Lab follow ups
Errands
Clean kitchen
Research projects
Presentations
Teaching
Clean basement
Commitments – research project?
Strategic Planning
Personal HealthFamilyRecreation
Write K award
Learn clinical skills
Become master teacher
Career
Academic / Professional goals
Financial
Life goals
Your Primary Purpose
Urgent Not Urgent
Important
I.CrisisDeadlines
II.PlanningPreventionRelationshipsRecreation
Not
Important
III.InterruptionsSome MeetingsSome mailSome calls
IV.Busy workSome mailSome callsTime wastersPleasant activities
Stephen Covey
Family Personal Health Friends Work Free time
May not simplify
We may be overwhelmed because of our values!
Critical for meaning and direction but doesn’t simplify or make it easier
David Allen, GTD
Need to start somewhere…
Start from bottom up
Clears the psychic decks
Collect
Process
Organize
Projects
Next action categories
Collect
Getting Things Done2001, Viking
Organize processout
(List &Store)
Weekly review DO
Collect –Get everything into your in basket
Big, littleProbably hundreds of itemsFrees up your mind
ProcessClarifies your commitmentDeciding what to do
Each collected item Out
Is this “actionable” NO Someday, Maybe Reference files
What is the next action?1. 2 minutes? Do it!2. Longer?
Delegate waiting forDefer to
Is this (part of) a project? ● Calendar ● Next action list
Define the outcome, Put it in your project system
No next action
· Delete
· Someday/maybe
· Reference
· New action
Alphabetical rather than subject
American College of GastroenterologyFaculty Council on University RelationsManuscriptsPatientsSoftware manuals
Color coding usually not worth it
2 Minute rule - Do it now
LongerDelegate
Waiting forDefer
- Calendar ..- Next action list
1. It’s your job…2. You promised _ . _ . _ . _ . _ . _ . _ . _ . _ . _ . _ . _ . _ . _ . _
3. Related to a long term goal4. Interesting
Projects
Tickle file
Reference
Someday/maybe
Everything you are committed toAccomplish now*
* In the next few days, weeks or months
Task lists
Excel
Remember the milk (online tool)
Other ideas?Leave yourself voice messages
Time management talk Sell suburban – Fix door lock first IBD patient checklist Weed garden Plan DC trip Finish knitting hat
Read GTD book Review Susan Johnson, materials Collate notes Make up new slides Where is talk? Ask for white board Get slides in on time Review and practice Give talk Make notes of suggestions to modify or improve Put note in “Augmented CV” folder
Tickle FileBillsTheater ticketsReal estate taxesManuscript deadlinesTravel info for trips
Learn Spanish
Get slides → DVDs
Plan trip to Asia
Clean basement
Discipline yourself to make front end decisions about all the “inputs” so you have a next action plan
Regular reminders
Regular reviews
Time specific actions
Date specific actions
Date specific information
Not a to do list
Susan schedules meetings with Dr. Lincoln, Clinton, etc.
Need block time
Advantage of keeping your own calendar
Finish today All other “incoming” -1. Collect only2.3.4.5.____________________________Only after the above are finished:*>>>>>*Include only urgent items that must be done today
Review and update:- Project list- Next Action List- Calendar next 3 weeks- Waiting for
Identify for the week
Occasionally review:-Someday Maybe List
SummaryCollect
Organize processout
(List &Store)
Weekly review DO
1. A work space
2. Calendar (one preferable)
3. To do list paper or electronic
My love/hate relationship Composing Controlling/filing Taming the Monster Pitfalls
Easy to use Any time/any place Less dependent on
◦ Paper◦ Fax◦ Pager and voice mail
Other?
Any time/any place Like Kudzu – invasive
◦ Never planned for it or to have so much◦ I never learned to budget time for it◦ It’s always increasing◦ Strangers insert themselves into my life and
work (patients, Drs., free advice)
◦ Junk and spam◦ The more I send, the more I get◦ Can’t easily control input form friends
Jokes, etc◦ It’s permanent◦ It can be embarrassing◦ Important messages can be lost in filters or
other
Other?
1. Why am I writing – would phone or face be better?
2. Use subject line – make informative3. Keep message brief – active voice:
facts, meetings4. Read for tone, spell check –
automatic5. Copy only to who really needs to see
it
Create an auto-signature◦ Full name◦ Phone and fax numbers◦ E-mail address◦ Other: Your title
Mailing address “Motivational” message?
◦ Privacy warning – a good idea for patient e-mail
Not for personal information or emotional messages
It’s permanent - what would this look like on a billboard?
Like a postcard in pencilEasily seenEasily alteredEasily forwarded
Avoid multipliers Subject line:
Specify: no need to reply DRIB – don’t read if busy EOM – end of message Stop jokes
◦ Stop sending jokes
Like Spring cleaning – clutter
1. Do I need to reply2. Do I need to follow up?3. Do I need to keep it?
Could I get this information again?
Pending
Projects
References
E-mails you sent and need a reply
Copy yourself or get it from sent mail right away and file it
@ waiting for
Projects Personal Try to limit Outlook alphabetizes automatically Reference – Can mass file b/c
“find” feature is usually pretty good
1. Don’t look at E-mail first thing in dayDo some other important task
first
2. Turn off the sound alert for new incoming messages
3. Decide when/where you’ll answer it – try to block time for it? Let colleagues know to page you if something is urgent
4. Limit the time you’ll spendKitchen timerAvoids never ending sessions
5. Use a system◦ Oldest or most recent◦ Try not to skip –deal with it◦ Do most important first if possible or file
for later◦ 5 Options:
DeleteRespondFile (Archive)Defer – flag
Avoid if possibleForward
6. Getting Space Back• Empty sent and deleted
folders frequently• Sent: Click on first one,
select all, then delete• If limited space
- Empty Folders/attachments- Find largest files to delete (enormous, huge, etc.)
7. How I got from 1500 75- Divided into most recent (1 week)- Started with oldest- Sorted by sender
Often related and duplicate copies
- Or by date or by topic- Budgeted time daily
(end of day and weekend afternoons on the patio)
- Once I started, it went quickly- Goal: 1 Screen inbox
Clean out folders
Catch up after time away
Get from 100 empty
Out of office message I use it even if I can check e-mail sporadically
Check junk mail folder weekly to catch important messages
“Emailstorming”
Writing and sending when emotionalWrite and delete or saveCount to tenRead it or send to a friend
(less wise since can be forwarded)
E-mail has no emotional cues – no facial expression or tone of voice
Easily misread
All caps - “Case sensitive”
Reply-arrheaE-mail incontinenceUnable to stop hitting “reply to
all”
No cc-umsPesky e-mails that hit everyone and have nothing to do with
assignments, updates or announcements
Double check before sending (auto-complete can put in wrong name and address) and check distribution lists
Automatic spell check – be carefulCarlos = Carols
Separate address book for addresses you send sensitive information to
Over use of “Urgent” Crying wolf?
Viruses in attachments
Know University Rules
Have a personal account
UW e-mail must not be forwarded automatically to a non-UW account
HIPAAKeep PHI out of subject line
Reinforce lack of privacy (privacy statement)
Cannot bill for it
Have patient e-mail you first
Remind yourself that when you die, your “In Basket” won’t be empty.
From Carlson:
“Don’t sweat the small stuff … and it’s all small stuff”
If I only get one thing done today,
it will be ______________________
Time is finite
We won’t have more
We can’t really “save” it
Thank you!