Outlook for Productivity

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Outlook for Productivity

• Karen K OBrien

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• People spend ¾ of each day doing things that are
  essentially unnecessary
• 70 of people believe that the maximum number of
  hours worked each day by a doctor should be less
  than 10
• National Sleep Foundation Survey

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Process and Organize your information

• What is an integrated management system?
• How do you collect information?
• How do you process and organize that information?
• How do you prioritize and plan?

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The Integrated Management System

• Collecting System
• The Reference System
• The Action System
• This system can save
• you 50 minutes a day!

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The ControlPanel
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Setting up controlpanel

• Click calendar
• Make sure vertical Navigation panel is marked on
• The click View and select task pad

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How do you collect information?

• Counter in kitchen?
• Phone (s)
• Email
• Sticky notes
• Notebook pads
• In box
• In your head

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Collection points

• Most people have 25-30
• Try to consolidate to 5-10
• Ex forward home calls to cell voice message,
  leave your self reminders/messages on cell phone
• Only enter to dos onto the task list on your
  PDA or PC

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Collection point portability

• PDA
• Laptop
• Cell phone
• Briefcase filing system
• Inbox
• Receipts
• Notes from meeting, lectures, sticky pads
• Outbox

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Homework

• Establish 5-8 collection points
• Outlook email
• Outlook task list
• ______________________
• ______________________
• ______________________
• ______________________
• ______________________
• ______________________

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Homework- brain drain

• Sit down with your task list
• Think of every single worry, to do, errand,
  birthday present, library books, etc..
• Add them to your task list
• Try to come up with at least 30 additions

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Categorize- meaningful objectives

• Military specific
• Heat-related
• Health and spiritual
• Home and family
• Family Medicine
• Are your meaningful objectives in balance?

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Categories

• Click the folder list button in outlook

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Setting up categories

• Click the folder list button in outlook
• Click on tasks folder or icon
• Rt click the gray column heading-subject
• Select customize current view
• Select group by
• Select categories
• OK
• OK

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Meaningful objective Heat

• Outcomes
• Decrease morbidity and mortality from heat stroke
• Supporting projects
• Write heat injury chapter for textbook
• Develop microclimate cooling for IBA
• Heat injury lecture at USU
• Metrics
• Annual deaths, stroke exhaustion ratio
• Number of long-term complications

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Create categories
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Create categories
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Create categories
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Supporting projects Lecture

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Optimizing your task list
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Supporting project- books
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Books
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Agendas
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11 Lists
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Planning vs. action

• Planning categories
• Meaningful objectives
• Supporting projects
• 11 meetings
• Agendas
• Action categories (strategic next actions)
• SNA call list
• SNA desk work
• SNA patients

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SNAs

• Just do it
• 30 of items on task list take less than 2
  minutes to complete
• Delegate it
• Defer it

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SNA Errands
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Homework

• Add your brain drain list to your task list
• Do any quick tasks
• Delegate tasks
• Defer tasks
• Categorize each item
• Repeat daily
• Schedule uninterrupted time to empty and organize
  your collection points

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The Integrated Management System

• Collecting System
• Task list
• Inbox
• The Reference System
• The Action System

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Creating the IMS

• Collecting
• Define and consolidate your collecting points
• Process and organize
• Create and assign categories
• Do, delegate or defer
• Set up your reference system
• Prioritize and plan

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Type of information

• Planning info
• Action info
• Reference info
• People spend about an hour a day finding and
  filing information
• How much do you spend?

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Reference systems

• Filing cabinet
• On top of your desk
• Email folders (not your inbox!)
• Desktop or my documents
• Keep them linked to your meaningful objectives
  (same hierarchy)
• Color code

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Reference systems- LAN

• Always store SOPs, clinic forms, policy letters
  on the LAN- so that everyone can read and use
  them- even after you leave

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Email references vs my documents

• Consider saving important email attachments in my
  documents instead of email reference folders
• Less storage memory space
• Search tool is much better in my documents

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Email Reference System
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How to create archive or personal email folders
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What to store as reference

• Does it relate to a meaningful objective?
• Can you get it somewhere else?
• Are you likely to use it in the next 6 months?
• Do you have to keep it for legal, research, or HR
  reasons?
• If not delete or shred
• The more you save- the more you have to sift
  through- and move!

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Homework

• Where do you keep reference information?
• Try to limit down to six places
• ____________________
• ____________________
• Outlook email folders
• My documents
• ____________________
• My contacts

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My contacts
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Keeping up with your kids.
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Getting your husband to keep up with the kids.
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Maintain hierarchy
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Link important dates
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The ControlPanel
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Email

• Not on your control panel
• You need to control it dont let it control you
• Effectively written emails prevent multiple
  messages
• Only sort email in 15 min TIMED blocks
• The rest of your time should be devoted to
  actionable items

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PASS model

• P- Whats the PURPOSE? Do it relate to a
  meaningful objective?
• A- What ACTION is involved? Due date?
• S- What SUPPORTING documentation is needed
• S- SUBJECT LINE- Have you effectively summarized
  your communication in the Subject line?

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Email actions

• Communicate what action is needed to recipient
• Action requested
• Response requested
• Read
• FYI only

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Sort into calendar
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Sort into calendar

• Double click on existing calendar appointment
• Insert-gt Item
• Look In-gt Inbox
• Select the message you want to insert

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Sort into task list
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Insert into a task

• Open the task you want to put the email in
• Insert? Item
• Look In ?Inbox
• Highlight desired email
• OK

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Process your email daily

• Goal is empty inbox
• Disposition each new item
• Delete
• Do in less than two minutes
• Delegate
• Defer to task list
• SCHEDULE email processing time

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Reduce email volume

• Write clear emails
• Be clear who the message is to and cc only those
  who need to know
• Teach your colleagues email techniques
• Establish email guidelines

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Prioritizing and Planning

• Your calendar should reflect the accomplishment
  of your meaningful objectives
• When you put tasks on your calendar you are 75
  more likely to do them
• If you dont book your daily activities into your
  calendar you will do them during time that should
  be balance time

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Daily Prioritizing

• Spend time each morning to review calendar
• What are your three highest priorities today?
• Visualize that you have completed them
  successfully

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Replanning time

• Do during the part of day when you feel you are
  losing control of your time
• Take 10 deep breaths
• Review your priorities
• Review your schedule
• Heal thy self-neglect
• Drink a glass of water
• Stretch
• Go for a short walk

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Your calendar

• Schedule time each week to plan and review
• Set limits with your time
• Schedule transition time
• By scheduling tasks on your calendar- you are
  breaking them down into manageable chunks
• You own it- it doesnt own you!

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Scuba diving

• Do you set limits as to how long you stay
  underwater?
• Do you just let the dive run its course and hope
  you dont run out of air and pass out?

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Time Traps

• The Control Trap (the micromanager)
• Are you really the only person smart enough to do
  all of your tasks?
• The Identity Trap
• Does work shape your identity?
• The Organization Trap
• Is your task list full of busy work that is not
  tied to meaningful objectives?
• The Technology Trap

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Remember.

• This isnt your retirement or your kids college
  education- the is your LIFE
• Make the initial investment up front to gain
  control and maximize your intangible wealth!

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Recommended reading

• Take Back Your Life! Sally McGhee 2005
• Time Traps Todd Duncan, 2004
• Its Hard to Make a Difference When you Cant
  Find Your Keys Marilyn Paul, 2003