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Time Management: “Productive Days”
Ndidi Unaka, MD Sue Poynter Wong, MD, MEd
Javier Gonzalez del Rey, MD, Med
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Tell us about you…
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Welcome!
• Why are you here today?
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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
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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
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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
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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
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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
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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
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“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 →
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“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
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“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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