Christina M. Surawicz, MDProfessor of Medicine

Assistant Dean for Faculty DevelopmentJuly 16, 2009

e-mail: surawicz@u.washington.edu

Steven Covey – 7 habits of highly effective people

David Allen – Getting things doneSusan Johnson – Associate Provost, U. of IowaTime management resources:

http://depts.washington.edu/facdevFrom Susan Johnson:

http://depts.washington.edu/facdev/pdfs/presentationsusanJohnson2009.pdf

Stop and take a deep breathSlow down

FocusComplete a random task

You’ll feel better

Then begin a planning processNo single method works for all

Susan Johnson

1. Do it now - 80%

2. Work from a clean space

3. Keep track of All your work commitments

4. Use a single master calendar

5. Plan weekly

50,000 ft: What is my lifelong purpose for being?

40,000 ft: What are my goals for the next few years?

30,000 ft: What are my objectives for the next year?

20,000 ft: What are my current areas of responsibility?

10,000 ft: What are my current projects?Runway: What are my current tasks

(actions)?

Phone calls

E-mails

Lab follow ups

Errands

Clean kitchen

Research projects

Presentations

Teaching

Clean basement

Commitments – research project?

Strategic Planning

Personal HealthFamilyRecreation

Write K award

Learn clinical skills

Become master teacher

Career

Academic / Professional goals

Financial

Life goals

Your Primary Purpose

Urgent Not Urgent

Important

I.CrisisDeadlines

II.PlanningPreventionRelationshipsRecreation

Not

Important

III.InterruptionsSome MeetingsSome mailSome calls

IV.Busy workSome mailSome callsTime wastersPleasant activities

Stephen Covey

Family Personal Health Friends Work Free time

May not simplify

We may be overwhelmed because of our values!

Critical for meaning and direction but doesn’t simplify or make it easier

David Allen, GTD

Need to start somewhere…

Start from bottom up

Clears the psychic decks

Collect

Process

Organize

Projects

Next action categories

Collect

Getting Things Done2001, Viking

Organize processout

(List &Store)

Weekly review DO

Collect –Get everything into your in basket

Big, littleProbably hundreds of itemsFrees up your mind

ProcessClarifies your commitmentDeciding what to do

Each collected item Out

Is this “actionable” NO Someday, Maybe Reference files

What is the next action?1. 2 minutes? Do it!2. Longer?

Delegate waiting forDefer to

Is this (part of) a project? ● Calendar ● Next action list

Define the outcome, Put it in your project system

No next action

· Delete

· Someday/maybe

· Reference

· New action

Alphabetical rather than subject

American College of GastroenterologyFaculty Council on University RelationsManuscriptsPatientsSoftware manuals

Color coding usually not worth it

2 Minute rule - Do it now

LongerDelegate

Waiting forDefer

- Calendar ..- Next action list

1. It’s your job…2. You promised _ . _ . _ . _ . _ . _ . _ . _ . _ . _ . _ . _ . _ . _ . _

3. Related to a long term goal4. Interesting

Projects

Tickle file

Reference

Someday/maybe

Everything you are committed toAccomplish now*

* In the next few days, weeks or months

Task lists

Excel

Remember the milk (online tool)

Other ideas?Leave yourself voice messages

Time management talk Sell suburban – Fix door lock first IBD patient checklist Weed garden Plan DC trip Finish knitting hat

Read GTD book Review Susan Johnson, materials Collate notes Make up new slides Where is talk? Ask for white board Get slides in on time Review and practice Give talk Make notes of suggestions to modify or improve Put note in “Augmented CV” folder

Tickle FileBillsTheater ticketsReal estate taxesManuscript deadlinesTravel info for trips

Learn Spanish

Get slides → DVDs

Plan trip to Asia

Clean basement

Discipline yourself to make front end decisions about all the “inputs” so you have a next action plan

Regular reminders

Regular reviews

Time specific actions

Date specific actions

Date specific information

Not a to do list

Susan schedules meetings with Dr. Lincoln, Clinton, etc.

Need block time

Advantage of keeping your own calendar

Finish today All other “incoming” -1. Collect only2.3.4.5.____________________________Only after the above are finished:*>>>>>*Include only urgent items that must be done today

Review and update:- Project list- Next Action List- Calendar next 3 weeks- Waiting for

Identify for the week

Occasionally review:-Someday Maybe List

SummaryCollect

Organize processout

(List &Store)

Weekly review DO

1. A work space

2. Calendar (one preferable)

3. To do list paper or electronic

My love/hate relationship Composing Controlling/filing Taming the Monster Pitfalls

Easy to use Any time/any place Less dependent on

◦ Paper◦ Fax◦ Pager and voice mail

Other?

Any time/any place Like Kudzu – invasive

◦ Never planned for it or to have so much◦ I never learned to budget time for it◦ It’s always increasing◦ Strangers insert themselves into my life and

work (patients, Drs., free advice)

◦ Junk and spam◦ The more I send, the more I get◦ Can’t easily control input form friends

Jokes, etc◦ It’s permanent◦ It can be embarrassing◦ Important messages can be lost in filters or

other

Other?

1. Why am I writing – would phone or face be better?

2. Use subject line – make informative3. Keep message brief – active voice:

facts, meetings4. Read for tone, spell check –

automatic5. Copy only to who really needs to see

it

Create an auto-signature◦ Full name◦ Phone and fax numbers◦ E-mail address◦ Other: Your title

Mailing address “Motivational” message?

◦ Privacy warning – a good idea for patient e-mail

Not for personal information or emotional messages

It’s permanent - what would this look like on a billboard?

Like a postcard in pencilEasily seenEasily alteredEasily forwarded

Avoid multipliers Subject line:

Specify: no need to reply DRIB – don’t read if busy EOM – end of message Stop jokes

◦ Stop sending jokes

Like Spring cleaning – clutter

1. Do I need to reply2. Do I need to follow up?3. Do I need to keep it?

Could I get this information again?

Pending

Projects

References

E-mails you sent and need a reply

Copy yourself or get it from sent mail right away and file it

@ waiting for

Projects Personal Try to limit Outlook alphabetizes automatically Reference – Can mass file b/c

“find” feature is usually pretty good

1. Don’t look at E-mail first thing in dayDo some other important task

first

2. Turn off the sound alert for new incoming messages

3. Decide when/where you’ll answer it – try to block time for it? Let colleagues know to page you if something is urgent

4. Limit the time you’ll spendKitchen timerAvoids never ending sessions

5. Use a system◦ Oldest or most recent◦ Try not to skip –deal with it◦ Do most important first if possible or file

for later◦ 5 Options:

DeleteRespondFile (Archive)Defer – flag

Avoid if possibleForward

6. Getting Space Back• Empty sent and deleted

folders frequently• Sent: Click on first one,

select all, then delete• If limited space

- Empty Folders/attachments- Find largest files to delete (enormous, huge, etc.)

7. How I got from 1500 75- Divided into most recent (1 week)- Started with oldest- Sorted by sender

Often related and duplicate copies

- Or by date or by topic- Budgeted time daily

(end of day and weekend afternoons on the patio)

- Once I started, it went quickly- Goal: 1 Screen inbox

Clean out folders

Catch up after time away

Get from 100 empty

Out of office message I use it even if I can check e-mail sporadically

Check junk mail folder weekly to catch important messages

“Emailstorming”

Writing and sending when emotionalWrite and delete or saveCount to tenRead it or send to a friend

(less wise since can be forwarded)

E-mail has no emotional cues – no facial expression or tone of voice

Easily misread

All caps - “Case sensitive”

Reply-arrheaE-mail incontinenceUnable to stop hitting “reply to

all”

No cc-umsPesky e-mails that hit everyone and have nothing to do with

assignments, updates or announcements

Double check before sending (auto-complete can put in wrong name and address) and check distribution lists

Automatic spell check – be carefulCarlos = Carols

Separate address book for addresses you send sensitive information to

Over use of “Urgent” Crying wolf?

Viruses in attachments

Know University Rules

Have a personal account

UW e-mail must not be forwarded automatically to a non-UW account

HIPAAKeep PHI out of subject line

Reinforce lack of privacy (privacy statement)

Cannot bill for it

Have patient e-mail you first

Remind yourself that when you die, your “In Basket” won’t be empty.

From Carlson:

“Don’t sweat the small stuff … and it’s all small stuff”

If I only get one thing done today,

it will be ______________________

Time is finite

We won’t have more

We can’t really “save” it

Thank you!