TIME M

ANAGEMENT &

ORGANIZAT

ION S

KILLS

L I SA M

. A N

DER

SON

, M

MD

S ,

ML S ( A

S CP )M

B, S

H

OBJECTIVES

1.Identify obstacles to efficient time management.

2.Explain appropriate strategies to combat poor time management.

3.Recognize need and benefits to utilizing organizational skills.

WHY

YOU N

EED TIM

E

MANAGEMENT &

ORGANIZAT

IONAL S

KILLS

Family

Immediate & Extended

Friends

Career

Daily work, Large Projects, & Drive/Ambition

Education

Continuing Ed & Degrees

Professional Events/Activities

Hobbies

Travel

Work & Vacation

Self-care

Exercise, Meals, & Sleep

Daily Grind

Housework, Yard, Pets, etc.

THINGS WEIGHING ON OUR LIVES

And everything else…

HOW DOES ONE GET MORE DONE & GET MORE RESULTS OUT OF EACH DAY? WE ALWAYS

NEED MORE TIME, BUT TIME IS SET.

24 hours per dayX

60 minutes per hourX

60 seconds per minute=

86,400 Seconds

BURN OUT… HOW TO DIAGNOSIS

• 4 Stages:• Physical, Mental, Emotional Exhaustion• Shame and Doubt• Cynicism and Callousness• Failure, Helplessness, and Crisis

• Causes:

Recognize → Reverse → Resilience

• Lack of Control• Unclear Expectations• Dysfunctional Workplace

Dynamics

• Mismatch Values• Poor Job Fit• Extremes of Activity• No Hope of Change

http://www.helpguide.org/mental/burnout_signs_symptoms.htm

STEPS

TOW

ARDS PROPE

R

TIME M

ANAGEMENT

The price of not being organized:

Missed deadlines.Overlooked opportunities.Wasted time.Wasted money.

• Work With Your Body Cycles- not Against Them• Work with these natural rhythms instead of fighting them.• Are you a early riser or a night owl?

• Schedule activities that require the most focus at your peak times of the day.• May also help address items that you are putting off.• Try to schedule some un-interrupted time during these peak

times.• Make time to take care of

yourself.• Exercise, good nutrition, and plenty of

sleep will increase focus and energy throughout your day.

STEP 1: MAXIMIZE YOUR BODY’S EFFICIENCY

STEP 2: EXAMINE YOUR SCHEDULE.• Determine the best method for

scheduling

• USE IT.• Include personal deadlines. •Have one master calendar. •Back up electronic calendar regularly.•Write dates for follow-up on calendar. •Add a meeting as soon as you know about it. •Day planner, Google calendar, smartphone calendar, etc.

What works for you?

STEP 2: EXAMINE YOUR SCHEDULE.

• Be realistic about what you can accomplish.• Learn to say No or take smaller tasks.• Don’t try to juggle too many things

• Use your waiting time (Smartphones have revolutionized multi-tasking.) • On public transportation, On hold, the doctor’s office,

When you are early Waiting for your plane,

What works for you?

STEP 3: PRIORITIZE • Do/Diminish• Perfectionist vs. excellence• The magic of “Good enough”• Resist the temptation to do small, insignificant tasks too

well.

• Delegate • Outsource what you can.• Create relationships- surround yourself by people you trust

• Delay• Don’t let this feed into procrastination habits.

• Delete• Does that task really matter?

A man would do nothing if he waited until he could do it so well that no one could find fault.  ~John Henry Newman

. Crisis

. Pressing problems

. Deadline-driven projects, meetings, preparations

. Preparation

. Prevention

. Values clarification

. Planning

. Relationship building

. True re-creation

. Empowerment

. Interruptions, some phone calls

. Some mail, some reports

. Some meetings

. Many proximate,pressing matters

. Many popular activities

. Trivia, busywork

. Some phone calls

. Time wasters

. “Escape” activities

. Irrelevant mail

. Excessive TV

I II

III IV

Import

ant

Not

Import

ant

Urgent Not Urgent

VOLUNTEERING

• Volunteer with people or causes that fulfill other needs:• Meeting new friends• Learning something new

• Don’t volunteer for more than you have time for.

• If you find you can’t complete a task, let someone know.

• Organizations should tailor jobs to interests and strengths of volunteer.

• Recognize the signs of “burn out” in yourself and others.

DO YOU PROCRASTINATE?

1. Recognize that you are procrastinating.Avoiding high priority tasks… instead concentrating on

low priority.

2. Work out WHY you are.What about that task in particular makes it difficult to

complete.

3. Get over it.Rewards, Accountability to others, Use action plan,

Start in the middle, Change environment "Nothing is so fatiguing

as the eternal hanging on of an uncompleted task." ~William

James

STEP 4: DISCIPLINE

• To-Do lists• All items should be

prioritized.• Can cover a day’s tasks

or a week’s

• Meeting Agendas• Helps keep meetings on

topic and on schedule.

• Activity Logs• Document and review

how you spend your time.• Are there big time

wasters?

• Time Maps• Schedule time on a

weekly basis

STEP 5: PICK YOUR TOOL

• SBAR • Naval tool adopted by Healthcare• Standardize patient hand-off

STEP 5: PICK YOUR TOOL

http://www.saferhealthcare.com/sbar/what-is-sbar/

• 5S

STEP 5: PICK YOUR TOOL

http://en.wikipedia.org/wiki/5S_methodology

Japanese English

Seiri Sort

Seiton Set

Seiso Shine

Seiketsu Standardize

Shitsuke Sustain

• Lean • Six Sigma

STEP 5: PICK YOUR TOOL

http://www.lean.org/Admin/KM%5Cdocuments/76dc2bfb-33cd-4ef2-bcc8-792c5b4ef6a6-ASQStoryonQualitySigmaAndLean.pdf, W W W . A S Q . O R G M A R C H 2 0 0 2 H O W T O C O M PA R E S I X S I G M A , L E A N A N D T H E T H E O R Y O F C O N S T R A I N T S

• International Organization for Standardization• Founded in 1947• Published +19,500 International Standards • Covering almost all aspects of technology and business• ISO 15189: Medical Laboratories• Quality and competence in medical laboratories

• ISO 22870: POCT• Labs seek accreditation • Application, Self-Study, Inspection• 3-year renewal cycle

STEP 5: PICK YOUR TOOL

http://www.iso.org/iso/home.htm

• Per CAP website:

• Customer satisfaction and quality of care

• Quality management of test and calibration data

• Validity and appropriateness of test methods

• Traceability of measurements and calibration to national standards

• Technical competence of staff

• Testing environment

• Suitability, calibration, and maintenance of test equipment

• Sampling, handling, and transportation of test items

STEP 5: PICK YOUR TOOL

http://www.iso.org/iso/home.htmwww.cap.org

STEP 6: STAY ORGANIZED

• Know your system.• Personalize it to you.• Color code, Alphabetize, Organized Files/Piles

• Don’t keep the clutter.• Unless there is a reason and place for keeping it- get

rid of it!

• Re-evaluate your system routinely.• New projects may need different

system. • Is it really working?

• Don’t judge others’ systems.

What works for you?

LONG R

ANGE GOALS

LIFE’S GOALS

• AT 5 TO 10 YEAR INTERVALS

• Raise your self-confidence, recognize your abilities at achieving goals

• Create big picture of your future• What are the priorities of the next phase of your life• What large-scale goals do you want to achieve• Consider all areas • Artistic, attitude, career, education, family,

financial, physical, pleasure, public service• Make sure goals are true to self… not for others

“Happiness is not a goal...it's a by-product of a life well-lived.” ― Eleanor Roosevelt

STEPS TO LONG TERM GOALS• State each goal as a positive statement.

• Follow SMART Goals.• Specific, Measureable, Attainable, Relevant, Time-bound

• Write goals down.• Keep somewhere safe so that you can revisit throughout

time frame.

• Set performance goals, not outcome goals.• You want to have as much control over the goals as you

can.• Ex. Prepare for a 5K race by running 3x a week.• INSTEAD of winning a 5K race.

• Consider celebrating as you complete each goal.

• Share with others for additional support in reaching goals. “If you want to live a happy life,

tie it to a goal, not to people or things.” ― Albert Einstein

FINAL T

HOUGHTS

BURN OUT… PRESCRIPTION

• Analyze path to burn out• What got you to this spot?

• Reevaluate priorities• Focus on outside-work activities

• Take care of yourself inside and out• Exercise, eat well, and sleep • Seek support from others• counseling, coaching, or mentoring

• Recognize your limits• Talk to your boss

Recognize → Reverse → Resiliencehttp://www.helpguide.org/mental/

burnout_signs_symptoms.htm

REFERENCES

Smith, Melinda M.A., Segal, Jeanne Ph.D., etal. “Preventing Burnout: Signs, Symptoms, Causes, and Coping Strategies. Helpguide.org, August 2013. Web. 08/23/2013

Maslach, Christina., Wilmar B. Schaufeli, and Michael P. Leiter. “JOB BURNOUT”

Annual Review of Psychology Vol. 52 (Volume publication date February 2001) : 397-422.

Wood, Ben D. “Burnout among Healthcare Professionals” Radiology Management November/December 2007: Pages 30-34. Web. 08/23/2013.

McGhee, Sally. Take Back Your Life! Using Microsoft Office 2007 to get organized and stay organized. Redmond: Microsoft Press, 2007.

http://www.iso.org/iso/home/standards.htmStephen Covey, A. Roger Merrill, Rebecca R. Merrill, First Things

First: To Live, to Love, to Learn, to Leave a Legacy. New York: Simon and Schuster, 1994.