Title: Outlook for Productivity
1Outlook for Productivity
2- 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
3Process 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?
4The Integrated Management System
- Collecting System
- The Reference System
- The Action System
- This system can save
- you 50 minutes a day!
5The ControlPanel
6Setting up controlpanel
- Click calendar
- Make sure vertical Navigation panel is marked on
- The click View and select task pad
7How do you collect information?
- Counter in kitchen?
- Phone (s)
- Email
- Sticky notes
- Notebook pads
- In box
- In your head
8Collection 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
9Collection point portability
- PDA
- Laptop
- Cell phone
- Briefcase filing system
- Inbox
- Receipts
- Notes from meeting, lectures, sticky pads
- Outbox
10Homework
- Establish 5-8 collection points
- Outlook email
- Outlook task list
- ______________________
- ______________________
- ______________________
- ______________________
- ______________________
- ______________________
11Homework- 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
12Categorize- meaningful objectives
- Military specific
- Heat-related
- Health and spiritual
- Home and family
- Family Medicine
- Are your meaningful objectives in balance?
13Categories
- Click the folder list button in outlook
14Setting 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
15Meaningful 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
16Create categories
17Create categories
18Create categories
19Supporting projects Lecture
20Optimizing your task list
21Supporting project- books
22Books
23Agendas
2411 Lists
25Planning vs. action
- Planning categories
- Meaningful objectives
- Supporting projects
- 11 meetings
- Agendas
- Action categories (strategic next actions)
- SNA call list
- SNA desk work
- SNA patients
26SNAs
- Just do it
- 30 of items on task list take less than 2
minutes to complete - Delegate it
- Defer it
27SNA Errands
28Homework
- 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
29The Integrated Management System
- Collecting System
- Task list
- Inbox
- The Reference System
- The Action System
30Creating 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
31Type of information
- Planning info
- Action info
- Reference info
- People spend about an hour a day finding and
filing information - How much do you spend?
32Reference 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
33Reference 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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35Email 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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37Email Reference System
38How to create archive or personal email folders
39What 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!
40Homework
- Where do you keep reference information?
- Try to limit down to six places
- ____________________
- ____________________
- Outlook email folders
- My documents
- ____________________
- My contacts
41My contacts
42Keeping up with your kids.
43Getting your husband to keep up with the kids.
44Maintain hierarchy
45Link important dates
46The ControlPanel
47Email
- 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
48PASS 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?
49Email actions
- Communicate what action is needed to recipient
- Action requested
- Response requested
- Read
- FYI only
50Sort into calendar
51Sort into calendar
- Double click on existing calendar appointment
- Insert-gt Item
- Look In-gt Inbox
- Select the message you want to insert
52Sort into task list
53Insert into a task
- Open the task you want to put the email in
- Insert? Item
- Look In ?Inbox
- Highlight desired email
- OK
54Process 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
55Reduce 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
56Prioritizing 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
57Daily Prioritizing
- Spend time each morning to review calendar
- What are your three highest priorities today?
- Visualize that you have completed them
successfully
58Replanning 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
59Your 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!
60Scuba 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?
61Time 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
62Remember.
- 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!
63Recommended 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