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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…
3
Please be “Honest”…
• Please document how you used your time this past Friday: – Personal Time – Time in the Hospital – “The other stuff”
4
Please be “Honest”…
• Most common barriers to be effective time managers… – At home – At work – Anywhere else
5
What works and does not work for you?
6
“If I only had more time…”
• We all have the same • Once gone it does not
come back • Anything we do
requires time!!
7
• Being successful doesn’t make you manage your time well
• Managing your time well makes you successful
8
How do you feel when you “waste your time”?
9
Step Two…
10
Symptoms Associated with “Stress”
• Initial Phase – Nervousness – Insecurity – Mental Fatigue – Insomnia – Neuralgias
• Acute Phase – Hypersensitivity – Anxiety – Depression – Apathy – Feeling of failure – Constant complaints
11
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
12
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
13
Suggestions for “Stress” Management
• Vacations • Sports • Long term view and goals • Avoid “negative” feelings • Manage your time
– Plan – Organize – Limit interruptions
14
Step Three…
15
• “Are you using your time wisely?”
17
Step Four…
18
“Please… Describe your working area”
19
¿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?
20
Can you really control…?
21
“Distractions”
22
“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…?
23
Step Five…
24
“Required Competencies for Efficiency”
• Communication • Oral • Written
• Negotiation • Conflict Resolution • Team Work • Productivity
25
Some Concepts… • “The Inventory” • “Priority Matrix” • “Personal Productivity” • “Planning & Controlling” • “Daily Routine”
26
“The Inventory” Description Priority Estimated Important Urgent Time Now
Schedule
Delegate /Organize
Do not care
27
“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 →
Seiw
ert, L
.J., S
u tie
mpo e
s dine
ro
Para
ninfo
1992
“Planning & Controlling” • Office and Working Space
– Desk – Material you use daily – Clock – Furniture and Files
• Block: – Some calls – Some visits – Distractions
36
“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…
37
Divide and Conquer!!
38
“Daily Routine” • Inbox • Outbox • Priorities • Pending • Planning – Preparing
– Agenda – Assignments
39
Recommended Readings
41
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
42
Welcome!
• Why are you here today?
43
Just Remember…
44
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