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TIME MANAGEMENT: A Key Survival Skill for Busy Faculty TOM E. NORRIS, MD Vice Dean for Academic Affairs Professor of Family Medicine Adjunct Professor Medicine, Medical Education, and Health Services University of Washington School of Medicine Tom E. Norris, MD 3/07 1 BASIC GOAL: VALUE BASED MANAGEMENT Tom E. Norris, MD 3/07 2 The moving hand has writ, and having writ moved on. . . The Rubiyat of Omar Khayam Browning Tom E. Norris, MD 3/07 3 The shadow by my finger cast Divides the future from the past. Behind its unreturning line, The vanished hour, no longer thine. Before it lies the unknown hour, In darkness and beyond thine power. One hour alone is in thine hands, The one on which the shadow stands. Poem inscribed on a sundial at Wellesley College Tom E. Norris, MD 3/07 4 WHAT IS TIME??? Tom E. Norris, MD 3/07 5 A FEW DEFINITIONS: • Newton: Time is absolute--it occurs whether the universe is here or not. • Leibnitz: Time is merely the order of events, not an entity itself. • Einstein: Time has no independent existence, apart from the order of events by which we measure it. • Webster’s Dictionary: Time is a continuum in which events succeed one another from past through present to future Tom E. Norris, MD 3/07 6 “Dost thou love life? Then do not squander time, for that’s the stuff life is made of” Benjamin Franklin If time is a series of events, then controlling (or managing) your life (i.e. living your values) means controlling your time, and controlling your time means controlling the events in your life. Tom E. Norris, MD 3/07 7 BASIC APPROACH TO TIME MANAGEMENT Decide you will CONTROL your time IDENTIFY, UNDERSTAND, & DEFEAT your TIME ROBBERS PLAN: Goals; Priorities; Ideal Day START where you are—CREATE an Action Plan Tom E. Norris, MD 3/07 8 BASIC PRINCIPLE: You control your life by controlling your time. Tom E. Norris, MD 3/07 9 DO YOU HAVE CONTROL OF THE EVENTS IN YOUR LIFE?? NO CONTROL TOTAL CONTROL Tom E. Norris, MD 3/07 10 EVENT(rate 1-5--5=total control, 1= no control): • Time I get out of bed _______ • What I eat _______ • What I wear _______ • Length of my commute to work _______ • Meeting with a resident _______ • Lunchtime & with whom _______ • Traffic on the way home _______ • What I do this evening _______ Tom E. Norris, MD 3/07 11 CONTROL • There are events we can control • There are events we can’t control • There are events we can’t control, but believe we can (mostly other people) • There are events we can control, but believe we can’t---------this is often dependent on our NEED to control them Tom E. Norris, MD 3/07 12 Branden’s Productivity Tri-Quation EVENT CONTROL PRODUCTIVITY SELF-ESTEEM Branden, Nathaniel L.:The Psychology of Self-Esteem Tom E. Norris, MD 3/07 13 In other words. . . •As you control the events in your life, you feel better about yourself •As you feel better about yourself, you are more productive •The increased productivity gives you more control— Tom E. Norris, MD 3/07 14 Two time fallacies: • We’re going to have more time at some unspecified future date than we do now--- ‖I’ll do it next week‖, etc • We can somehow save time---in reality you have all that you are going to get Tom E. Norris, MD 3/07 15 The Twenty Biggest “Time Robbers” • Management by Crisis • Paperwork • Telephone Interruptions • Leaving Tasks Unfinished • Inadequate Planning • Inadequate Staff • Attempting Too Much • Socializing • Drop-in Visitors • Confused Responsibility • Ineffective Delegation or Authority • Personal Disorganization • Poor Communication • Lack of Self-Discipline • Inadequate Controls and • Inability to Say NO Progress Reports • Procrastination • Incomplete Information • Meetings • Travel Tom E. Norris, MD 3/07 16 A.Mackenzie: The Time Trap FIVE of the MOST POPULAR “TIME ROBBERS” (with cures) • Management by Crisis • Inadequate Planning • Attempting Too Much • Drop-In Visitors • Procrastination Tom E. Norris, MD 3/07 17 Management by Crisis • ―Crisis of the week‖ • Need for organizational or institutional or group goals and planning. • Need for consistency • Not always avoidable, but there is always a cost Tom E. Norris, MD 3/07 18 Inadequate Planning • Create: – Long-Term Goals – Objectives – Project Plans – Monthly Plans – Daily Plans • Use ―Planner‖ • ―If you fail to plan, you plan to fail’ Tom E. Norris, MD 3/07 19 Attempting Too Much • Causes: • Cures: – Need to Achieve – Learn to Delegate – Insecurity – Learn to say NO to – Failure to Delegate your boss – Unrealistic time – Learn to estimate time estimates requirements of tasks – Not knowing how to better (conservatively) say NO – Stop attempting more – Lack of organization than you can do – Perfectionism Tom E. Norris, MD 3/07 20 Drop-In Visitors (Interruptions) • Types: – Unnecessary Interruptions – Necessary Interruptions – Untimely Interruptions • Pointed Question: ―What can I do for you today?‖ • Schedule one-to-one meetings with those who frequently interrupt you Tom E. Norris, MD 3/07 21 Procrastination • Types: – Conscious procrastination--we are aware of our actions – Unconscious procrastination--we are unaware • Strategies: – Set a deadline – Do the most unpleasant part first – Make a game of it – Build in rewards – Pace yourself • Other contributors: Over-commitment, Unclear Goals, Fear of Failure, Poor Timing, General Disorganization, Apathy Tom E. Norris, MD 3/07 22 PLANNING Your PLANS should come from your VALUES Tom E. Norris, MD 3/07 23 Before PLANNING Ask Yourself: What are my VALUES? Benjamin Franklin’s 13 values Temperance Sincerity Silence Justice Order Moderation Resolution Cleanliness Frugality Tranquillity Industry Chastity + Humility Tom E. Norris, MD 3/07 24 YOUR GOVERNING VALUES ARE THE FOUNDATION OF PERSONAL FULFILLMENT What are the highest priorities in my life? Abraham Maslow: Self-actualization is a bringing together of what I do & what I really value. Tom E. Norris, MD 3/07 25 Common Categories for Personal Values SPOUSE FINANCIAL SECURITY CHILDREN/FAMILY PERSONAL HEALTH/FITNESS SPIRITUALITY/RELIGION SENSE OF ACCOMPLISHMENT INTEGRITY/HONESTY OCCUPATIONAL SATISFACTION LOVE OF OTHERS/SERVICE EDUCATION/LEARNING SELF-RESPECT TAKING RESPONSIBILITY EXERCISING LEADERSHIP INNER HARMONY INDEPENDENCE INTELLIGENCE UNDERSTANDING QUALITY OF LIFE HAPPINESS PLEASURE SELF-CONTROL AMBITION BEING CAPABLE IMAGINATION/CREATIVITY FORGIVENESS GENEROSITY EQUALITY FRIENDSHIP BEAUTY Tom E. Norris, COURAGE MD 3/07 26 WHEN YOUR DAILY ACTIVITIES REFLECT YOUR GOVERNING VALUES, YOU EXPERIENCE INNER PEACE (or Self-Actualization) DAILY TASKS INTERMEDIATE GOALS LONG-RANGE GOALS GOVERNING VALUES Tom E. Norris, MD 3/07 27 The PLANNING Process • Discern your VALUES • Set Long-Term Goals & Objectives linked to them • Establish PRIORITIES among these goals & Objectives—Base prioritization on values • Learn your personal energy cycle and create your IDEAL DAY • Create a plan for each day—WRITE IT DOWN Tom E. Norris, MD 3/07 28 Common Goal Categories • Physical Well-Being • Family/Spouse • Spiritual/Humanitarian • Financial • Professional/Career • Professional/Strategic • Community/Political • Educational/Personal Development Tom E. Norris, MD 3/07 29 ESTABLISHING PRIORITIES CREATING A “RANK ORDER” FOR YOUR PERSONAL GOALS Tom E. Norris, MD 3/07 30 ESTABLISHING BALANCE • What is the long-range priority of this project? • For whom & by when must this be completed? • What can I delegate and to whom? • Is this project more important than another? • What will happen if I wait on this task? • Have I included time for myself and my family? • Are any of these tasks infringing on my values? What matters most is that life should not be at the mercy of less important things! Tom E. Norris, MD 3/07 31 Daily planning leverages time through increased focus • Five Common Excuses: – I don’t have time to plan. – I already know what I have to do, why take time to plan? – Planning doesn’t work for me--I have too many interruptions. – I feel ―tied down‖ when I have a long list of things to do. – I don’t know how to plan properly. Tom E. Norris, MD 3/07 32 Daily Planning: FIND 15 MINUTES!!! • Find a place relatively free of distractions. • Review the long range objectives. • Make sure the number of tasks and the amount of time required by each is well within the time available in your day. • Set specific daily goals for tasks. • Anticipate obstacles. • Plan your tasks. Tom E. Norris, MD 3/07 33 The “IDEAL DAY” • What are your ―regular‖ significant tasks? • Who decides when you do these things? • What is your personal energy cycle? – When are you at your best? – Are you a morning or evening person? – When are your dips • Schedule your key tasks for your best working times, and work on those at the same time daily Tom E. Norris, MD 3/07 34 Prioritized Daily Task Lists • Step 1: Make a list of everything you would like to accomplish today, including non- urgent tasks. • Give a value to each item on the list. – A = must be done – B = important – C = relatively trivial • Give a numerical value to each item on the list. (A-1, B-3, etc.)Norris, MD 3/07 Tom E. 35 Using a Planning Tool Effectively • 1. Take your Day Planner (Electronic [PDA] or Paper) with you ALWAYS!! • 2. Use only one calendar (your secretary can have a copy if needed) • 3. COMMIT to planning every day. • 4. Use a good reference system. • 5. Use a master task list. • 6. Use a monthly index. Tom E. Norris, MD 3/07 36 Summary 1. You control your life by controlling your time— make a commitment to control it. 2. Rid yourself of ―time robbers‖. 3. Your governing values are the foundation of personal fulfillment. 4. When your daily activities reflect your governing values, you experience inner peace---set goals & objectives & prioritize them. 5. Daily planning leverages time through focus. Tom E. Norris, MD 3/07 37 References • Books: – The Time Trap—Alec Mackenzie – The 10 Natural Laws of Successful Time and Life Management--Hyrum W. Smith – Time Management—Marshall Cook – First Things First Every Day--Steven R. Covey – Manage Your Time—Tim Hindle Tom E. Norris, MD 3/07 38 Planning Systems • Paper Systems – Calendar Sheets & Books – Day Timer – Franklin Day Planner – Others • Electronic Systems – Microsoft Schedule Plus – Personal Digital Assistants (PDA’s) – Others Tom E. Norris, MD 3/07 39 “Time is but the stream I go a-fishing in.” Henry David Thoreau (1817-1862} Tom E. Norris, MD 3/07 40
"TIME AND LIFE MANAGEMENT"