Time Management

(How much can you cram into your life and how much more can you handle?)

Jennifer Peel, PhD Director of Education, Graduate Medical Education

First things first

You cant manage time!

Time Self

Management

Purpose of Time (Self) Management

Stress=Managing time well can prevent

much of the stress we are subject to. Balance=Good time habits can enable us to achieve a more balanced life, with adequate time and energy for work, home, family, self.

Mackenzie, 1997

Purpose of Time (Self) Management

Productivity=If you can become more

effective with your time, you automatically increase your productivity. Goals=To make progress toward achieving your personal and professional goals, you need available time. Nothing can be done when youre out of time.

Mackenzie, 1997

Misconceptions about Time Management

Time management is nothing but

common sense. I work best under pressure. I use an appointment calendar and a todo list. Isnt that good enough? Im a spontaneous person. Time management will take all of the fun out of life. I dont have time to learn how to do all of this.

Building Blocks of Time Management

Goals Task List Time Management

Tool Scheduled Planning Session

Planning Puts You in Control

1. Set long-range goals and objectives

linked to them.

SMART Effective Goals

Specific Measurable Achievable Realistic Timed

Planning Puts You in Control

1. Set long-range goals and objectives

linked to them. 2. Establish priorities among those goals and objectives based on their long-range importance and short-range urgency.

Priorities
Five Priority-Setting Traps 1. Whatever hits first 2. Path of least resistance 3. Squeaky wheel 4. Default 5. Inspiration
Vaccaro, 2001

Priorities
Priority Matrix
Importance

Low
Urgency

High

Low

High

Mackenzie, 1997

The 80/20 Rule (Pareto Principle)

Theory of predictable imbalance

The relationship between input and output

is rarely, if ever, balanced. 20% of your efforts produce 80% of the results.

Vaccaro, 2000

The 80/20 Rule Where are you?

Youre in your 80% if youre: Working on tasks other people want you to, but have no investment in them Frequently working on tasks labeled urgent Spending time on tasks youre not good at Complaining all of the time

The 80/20 Rule Where are you?

Youre in your 20% if youre: Engaged in activities that advance your overall purpose in life Doing things you have always wanted to do or that make you feel good about yourself Working on tasks you dont like, but youre doing them know they related to the bigger picture Smiling

Implementing the 80/20 Rule

Read less. Identify the 20% of the

journals you get that are most valuable. Keep current. Make yourself aware of new technological innovations. Remember the basics. Let your ethics and values guide your decision making, and youre bound to end up focusing on your 20%.

Planning Puts You in Control

1. Set long-range goals and objectives

linked to them. 2. Establish priorities among those goals and objectives based on their long-range importance and short-range urgency. 3. Learn your personal energy cycle and sketch out an ideal day based on your best working times.

The Ideal Day

A Template for Your Daily Plan
5:30-6:00 am 6:00-6:30 am 6:30-8:30 am 8:30-11:30 am Commute Review Patient Charts Rounds

11:30-noon
Noon-

Lunch

Mackenzie, 1997

Planning Puts You in Control

1. Set long-range goals and objectives

linked to them. 2. Establish priorities among those goals and objectives based on their long-range importance and short-range urgency. 3. Learn your personal energy cycle and sketch out an ideal day based on your best working times. 4. Use the above three to create a plan for the day and write it down!

Putting it All Together

1. Start with long-range goals and objectives.

2. Relate the days activities to those goals.

3. Assign priorities to the days tasks according to their contribution to your overall goals. 4. Schedule tasks according to priority and to the degree of concentration required. 5. Stay on track, using the plan to guide you through crises and interruptions.
Mackenzie, 1997

Time Wasters
Leaving tasks Poor

unfinished Inadequate staff Socializing Confused responsibility or authority

communication Inadequate controls and progress reports Incomplete information Travel

Time Wasters
Management by Personal

crisis Telephone interruptions Inadequate planning Drop-in visitors Ineffective delegation

disorganization Lack of selfdiscipline Inability to say no Procrastination Meetings Paperwork

Just say no
Why is it so hard? Most of us have been taught that no is disrespectful and even insulting. We tend to value other peoples time more highly than our own. We have a need to cooperate and a desire to be liked. There are often unconscious concerns of being thought of as lazy or selfish.

Just say no
How do you say it? I cant do it right now, but I can fit it in later. I am not the best qualified person for that job, how about asking I just dont have any room in my schedule for the next few weeks. I cant focus on that right now.

Just say no
How do you say it? I have made a commitment to complete my current project/task ahead of any other. Normally I would say yes, but Ive had a few things come up unexpectedly and I have to deal with those first. I would rather say no than end up doing a second rate job for you.

Procrastination
Theres a recognizable pattern to procrastination. There are ways to stop:

1. 2. 3. 4. Set meaningful goals. Dont believe in magic. Make good choices. Deal with the unpleasant.

Do it. Dont do it yet. Ditch it. Delegate it.

Vacarro, 1999

Categories of Time Wasters

The Crisis Manager

The Undisciplined Procrastinator

The Easily Distracted

The Perfectionist Resitern

The Systematically Inefficient The Non-Communicator The Impulsive Wanderer

Getting Started
1. Begin each week by using your time management device to examine your task list/schedule and plan the coming week. Prioritize your tasks!

2. Carry your planning device with you and start each day by checking your task list and your schedule for the next 3 days.
3. Mark recurrent dates in your planner for the entire year.

Getting Started
4. Use retrograde planning to assure that you dont forget special projects or deadlines. Projects should be broken into components and retrograde planning should be done from the due date. 5. What is the best use of my time right now? 6. Take advantage of small bites of time. 7. Plan activities according to your physiology. 8. Build in time for exercise.