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Outlook for Productivity

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70% of people believe that the maximum number of hours worked each day by a ... Sally McGhee 2005 'Time Traps' Todd Duncan, 2004 ' ... – PowerPoint PPT presentation

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Title: Outlook for Productivity


1
Outlook for Productivity
  • Karen K OBrien

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

3
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?

4
The Integrated Management System
  • Collecting System
  • The Reference System
  • The Action System
  • This system can save
  • you 50 minutes a day!

5
The ControlPanel
6
Setting up controlpanel
  • Click calendar
  • Make sure vertical Navigation panel is marked on
  • The click View and select task pad

7
How do you collect information?
  • Counter in kitchen?
  • Phone (s)
  • Email
  • Sticky notes
  • Notebook pads
  • In box
  • In your head

8
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

9
Collection point portability
  • PDA
  • Laptop
  • Cell phone
  • Briefcase filing system
  • Inbox
  • Receipts
  • Notes from meeting, lectures, sticky pads
  • Outbox

10
Homework
  • Establish 5-8 collection points
  • Outlook email
  • Outlook task list
  • ______________________
  • ______________________
  • ______________________
  • ______________________
  • ______________________
  • ______________________

11
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

12
Categorize- meaningful objectives
  • Military specific
  • Heat-related
  • Health and spiritual
  • Home and family
  • Family Medicine
  • Are your meaningful objectives in balance?

13
Categories
  • Click the folder list button in outlook

14
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

15
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

16
Create categories
17
Create categories
18
Create categories
19
Supporting projects Lecture

20
Optimizing your task list
21
Supporting project- books
22
Books
23
Agendas
24
11 Lists
25
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

26
SNAs
  • Just do it
  • 30 of items on task list take less than 2
    minutes to complete
  • Delegate it
  • Defer it

27
SNA Errands
28
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

29
The Integrated Management System
  • Collecting System
  • Task list
  • Inbox
  • The Reference System
  • The Action System

30
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

31
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?

32
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

33
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

34
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35
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

36
(No Transcript)
37
Email Reference System
38
How to create archive or personal email folders
39
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!

40
Homework
  • Where do you keep reference information?
  • Try to limit down to six places
  • ____________________
  • ____________________
  • Outlook email folders
  • My documents
  • ____________________
  • My contacts

41
My contacts
42
Keeping up with your kids.
43
Getting your husband to keep up with the kids.
44
Maintain hierarchy
45
Link important dates
46
The ControlPanel
47
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

48
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?

49
Email actions
  • Communicate what action is needed to recipient
  • Action requested
  • Response requested
  • Read
  • FYI only

50
Sort into calendar
51
Sort into calendar
  • Double click on existing calendar appointment
  • Insert-gt Item
  • Look In-gt Inbox
  • Select the message you want to insert

52
Sort into task list
53
Insert into a task
  • Open the task you want to put the email in
  • Insert? Item
  • Look In ?Inbox
  • Highlight desired email
  • OK

54
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

55
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

56
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

57
Daily Prioritizing
  • Spend time each morning to review calendar
  • What are your three highest priorities today?
  • Visualize that you have completed them
    successfully

58
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

59
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!

60
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?

61
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

62
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!

63
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
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