Time Management for BMC Administrators PowerPoint Presentation

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Time Management for BMC Administrators Craig Gordon, MD MS Steven C. Borkan, MD Department of Medicine Boston Medical Center May 19, 2015

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“Fortunately for authors of articles, as with doctors in general, we are not rigidly forced to practice what we preach!” Why Us?

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“I therefore make no claim to have emulated all of these pointers although many are being learned the hard way or from others…” Why Us? CAJ McLauchlan, Time Management, 1997

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Why Manage Time?

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“Busy” is the answer to “So, how are you doing?” In addition to career, your current life includes: Family Friends Hobbies Administrative responsibilities Meetings are your most common daily activity Inbox too full to send (or receive) emails You Need Time Management (TM) if > 1 of the Following are True

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Productivity Career success Promotion Recognition in/out of BMC Job satisfaction Stress Personal life Poor TM Skills: Negative Impact Promotes Burnout !

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Visualize someone whose career success you admire… CEO? Senior Administrator? Your Boss? How are they so successful? Devote more time to work? Greater talent? More infrastructure? Magic? That Remarkable Someone…

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Tomorrow’s Ultimate TM Device

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Although Several Explanations are Convenient… Effective individuals uniformly optimize TM skills… …independent of work load

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My Single Greatest Misconception… TM Requires No Time and… Even Less Planning

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My Second Misconception… Effective TM is a Mendelian Trait that cannot be learned…

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TM Skill Building is Lifelong Relapses expected!

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Set short and long-term goals Establish priorities among competing responsibilities Plan and organize activities Identify & minimize “time wasters” Time Management Seminar Goals

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2. Set Your Priorities Among Competing Responsibilities

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Acknowledge Endless Requests and Expectations Identify these? Goal awareness promotes realistic decision-making Everyone firmly believes their request essential Plan personal time 2. Establish Priorities Among Competing Responsibilities

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Covey’s Time Management Matrix Technique (TMMT)* *Adapted to reflect difficulty labeling any tasks as non-urgent or non-important Covey S, The 7 Habits of Effective People, 1990

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Exercise #2– Place Your Activities Into TMMT Covey S, The 7 Habits of Effective People, 1990

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Organizing Exercise #2 Event Order Organize my goals in TMMT (3 min) Review with small group (n=3 x 3 min) Report group findings (5 min) - Create “Master” TMMT

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Which quadrant(s) contain activities promoting my short- or long-term goals? Am I devoting enough time to key activities? Are other quadrant activities impeding my goal-directed activities? Does my Supervisor validate important goals? Exercise 2 – follow up

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3. Plan and Organize Activities

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Finding time for activities that promote short- and long-term goals? How much time is required? Identify un-avoidable commitments! Meetings, etc. When am I most effective? Time of day, day of the week Where am I most effective? 3. Plan and Organize Activities

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Take activities entered into TMMT quadrants and insert into column 3 of the table from all 4 quadrants Consider optimal length of time for activity Examples provided… Exercise 3 – What Size Time Block is Required?

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Fill in your fixed responsibilities into blank weekly, monthly calendar Quadrant II activities cannot be done here Identify weekly (or monthly) time periods to schedule quadrant II projects Ideally during most efficient time periods Commit “block out time” for these projects Exercise 4 – Find Missing Time to Advance Career

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4. Minimize “Time Wasters”

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“Favorite” Top 10 Time Wasters

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Email Mail Phone calls, texts and pages Physical interruption – “I was just stopping by…” Disorganization Procrastination Repetitive activities Waiting for meetings/conferences to begin Commuting Infamous “Time Wasters”

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Limit check and/or reply How many times have you checked email this morning? Disable auto-alert beeps, flashes, vibrations Handle messages only once* Immediately discard unimportant email (Automatically for some messages/senders) File important but non-urgent messages for later review Immediately respond to time-sensitive messages only Reinforces rationale for infrequently checking email Email *Use same approach for “snail” mail

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Force folks to knock Close door when concentration required Barriers make a difference Open door when collaboration beneficial Doors Talk: Consider message being sent Respect colleagues’ closed door and they may respect yours Physical Interruption – AKA Dreaded Knock on My Door…

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Acknowledge Disorganization

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Identify and address reasons for procrastination Beyond today’s scope Is professional assistance required? Complete small aliquots of work celebrate, no matter how small Avoid Procrastination “Don’t let perfect get in the way of good!”

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Copy/paste frequently used phrases Use quick-text functions Can do this for email and microsoft word Identify repetitive tasks & automate Up front time cost affords long-lasting benefits Standardize Repetitive Activities

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Carry work appropriate for short wait times Email via smart phone Paperwork Update calendar OK to interact with others! Conscious choice Meeting & Conference Wait Time

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Public Transport Write Paperwork Read professional books/articles Reflect Breathe/Relax Driving Plan the day Professional books on tape Learn foreign language Reflect on goals Relax, enjoy yourself and wait until you’re here Capture Commute Time

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Set short and long-term goals in TMMT Establish priorities for competing responsibilities Plan and Organize activities Minimize “Time Wasters” 5. Identify (1 or 2) areas of TM inefficiency and strive to improve 6. After initial success, tackle new challenges 7. Celebrate victories! TM Summary

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Time Management for BMC Administrators Craig Gordon, MD MS Steven C. Borkan, MD Department of Medicine Boston Medical Center Revised 5/16/2015

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1. Set Short and Long-Term Goals

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Successful professionals frequently re-set goals Short term often yield long-range goals Short-term goals = intermediary steps to larger ones Honest reality testing = are goals achievable? Key Annual Review Queries Do I actually want to do this? Are my goals still realistic? Am I on track? Are goals consistent across time? How to Set Short and Long-Term Goals

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I want to run a Marathon… Imagine a Long Term Goal…

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Imagine Preparing…

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My Long-term goal: “I will run 26.2 miles” “Already ran a 5K race a few years ago…” But how will I run a full marathon? Short-Term Goals Build Longer Ones Academic medicine career goals = Marathon

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Marathon Try running 5K If successful, increase distance Decline invitation for distracting triathlon training Promotion Finish manuscript If published, then work on grant… or develop lecture based on same work Decline invitation for more committee time Marathon vs. Academic Promotion

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Identify >2 long-term career goals Research? Education? Clinical? Administrative? Identify > 4 short-term goals Research? Education? Clinical? Administrative? Exercise #1 – Setting Goals

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Organizing Exercise #1 Event Order Select my goals (3 min) Review goals with small group (n=3 x 3 min) Report group findings (5 min)

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- What do I really want to do? - Is passion involved? - Are goals realistic? - Am I on schedule? - Does short-term goal success promote long-term success? Key Queries for Setting Goals

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Search terms “time management” + “physician”, + “academic physician” + “burnout” + “career development” Yields ~ 5600 titles/abstracts Only 15 studies suggested TM techniques (disciplines below): Family Medicine Radiology Emergency Medicine Psychiatry Absence of Medical Literature on Time Management (TM) is Shocking

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Thanks To You All!