Presentation on theme: "Christopher W. Shanahan, MD MPH FACP"— Presentation transcript:
1 Christopher W. Shanahan, MD MPH FACP Electronic Tools forTime ManagementJail: Get Out & Stay OutAdvanced MethodsChristopher W. Shanahan, MD MPH FACPAssistant Professor of Medicine , Dept. of Medicine, BUSMSection of General Internal Medicine
2 Outline Triage!!! The Problem – Another Look Jail: Get out & Stay OutThe Problem – Another LookBasic PrinciplesUsing Electronic Tools EffectivelyAn Information Management SystemTacticsEffective Reference SystemEfficient Environment / AutomationPersonal policy
4 Using Electronic Tools Effectively Triage !!!JailUsing Electronic Tools Effectively
5 eMail Jail Definition Cause: The inability to send due to the fact that the IT guys have limited your mailbox size. Indication of Jail is the message 'your mailbox is over the size limit'. Cursing the IT guys does not get you out of jail.Cause:Outlook used as File Cabinet a/o ‘To Do List”Poorly tuned Auto-Archive settingsSending / Receiving lots of very large file attachments
6 Get Out of eMail Jail Steps to Freedom Admit you have a problem Tell yourself the truthCommit to changing your behavior…EVERYDAYUse the past to automate the futureCommit to do it better…EVERYDAY
7 Create a new folder called “JAIL” Get Out of JailKey Commitment 1Create a new folder called “JAIL”Move all your into itProcess it over timeIs it still needed?Delete / Act / AnswerUse advanced methods
8 Work down Jail Mail everyday until gone Determine a Daily GoalDaily # ofto Process=# of in Jail# workdays to completeDaily # ofto Process2500==250 messages10
9 Key Commitment 2 - Zero your Inbox Get Out of JailKey Commitment 2 - Zero your InboxDeal with every by end of every workday till goneYOU MUST ACTIs it still needed? No? Delete it.Do (Answer or Ask or Own)Use advanced methods
10 eMail In & eMail Out Shrink Inbox Get Out of JailZero your Inbox - Go on a Diet In & Out Shrink InboxDon’t invite it or let it in……Get rid of it fasterOpt-out of listserves, lists, newslettersUse and Turn up sensitivity on Spam filtersDelete…Delete…DeleteAct…ActFile
11 Deal with Daily eMail Zero your Inbox - Daily Daily Actions Automate Delete (Sort group delete)Store (File it)ActRespondConvert to task (Flag)Ask & track response (Follow) orOwn it & Do it (Convert to a Task)AutomateMaintain your “Blocksender” listCreate & Tune Filters
12 One eMail at a Time - Quickly 1. What does this message mean to me, and why do I care?2. What action, if any, does this message require of me?3. What’s the most elegant (& fastest) way to close out this message & the action it contains?50% fail 1st question delete.Most of remainder fail 2nd question 1-2 line replyLearn to quickly turn valuable messages into actions or action placeholders
13 Decide What Information to Keep or Delete Four Simple Tests…Relates to your objectives?If No…DeleteCan be found elsewheree.g. SharePoint site, intranet, Internet?If Yes…DeleteLikely to refer to within 6 months?Need to keep for legal / HR reasons?
14 Maybe, but… All eMail is not created equal One to OneFor you ….Worth your time.Usually…a Question, Request, or CommunicationProbably need to take actionOne to Fewapplies to you, but may not require action.No rush to read it. (…That moment…)One to ManyMay or may not…Be relevant to you, require action, be worth your time.To determine if applies to you may waste Your time
20 An Information Management System CommunicationCalendarSchedulingNotesReferenceContactsTo do listTasksCORE Information Management System
21 Tactics eMail To Do (Task) List Calendar Create Actions Send to ReferenceTo Do (Task) ListUse daily / Prioritize ruthlesslyDelegate / OutsourceBreak large tasks into smaller tasksCalendarMake appointments with yourself & othersLink to Tasks
22 Use the Right Tool for the Job Avoid the eMail Web Client.
24 Reference vs. Action Information Often ConfusedDifference is Important
25 Reference Information Not required to carry out an actionKeep to refer to laterStored in a reference systemreference foldersMy Documents foldercompany intranet sitesFile cabinets
26 Action Information To-do list vs. Calendar Do not store in eMail Data required to complete an actionStore with the action on either….To-do list vs. CalendarDo not store in
27 Create an Effective Reference System Align/Build Folder Structure(A Filing System)Based on most important activities (Objectives & Projects)maintain professional connection & focusSame system used for storing both Documents &
29 Create an Effective Reference System Facilitates tracking / flagging for follow-upMakes it easy to decide:What to delete, What to keep, Where to keep itMakes it easy to find savedMakes is possible to deal with attached documentsFile RemoveCreate a logical filing and naming systemUse dates & version numbers
30 Track TasksCreate Colored Categories indicating what to do with/aboutRead/DoRead/RespondWaiting on ThemHold/LimboSort on these CategoriesTrack s sent that request responses or actions of others
31 Create an Efficient Environment Activate & Configure Reading PaneSort Folder ViewDate / Conversation / CategoryColors / Flag / GroupCreateA Favorites FolderSearch FoldersShortcutsSet up Resources
32 Configure the eMail Client Optimize the ViewView Navigation PaneView FavoritesView Reading PaneView To-Do BarArrangeCreate FoldersIn OutlookStorageSearch foldersPin key folders to FavoritesIn My Documents
33 Personal eMail Policy Do… Stop Auto-check, Desktop display, & Audio alertsTurn off or set to minAim for Zero Inbox by end of every daySchedule time to answer receivedTouch each ONLY onceCategorize everything that is savedAssign a color to every categoryTake actionDo (Read, Think, Write, Speak) / Delegate / Defer for later response / Delete / ArchiveWhen responding toDo so immediately ONLY if < 2 minutes or so important can’t waitWrite less (Less is more)Sometimes a phone call is better
34 Personal eMail policy Do NOT... Use Inbox as a “To Do List.” Use Inbox as a filing cabinet. Read / Answer all day long or during most productive time of day.e.g. First thing in AMLook for interruptions by checking on demand.
35 Deal with Attached Documents Information in not important,Save document in My Documents (G: Drive)Delete messageInformation in importantSave in in Outlook Folder reference system.Document not meaningful withoutsave both in your reference systemminimize to avoid storage issues
36 Be Efficient Use Short cuts Be even more efficient Ctrl-N, Ctrl-R, Ctrl-F, Ctrl-Shift R, Ctrl-DBe even more efficientConvert immediately:Into actions(Tasks)Into action place holders(e.g. Appointments)
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