TIME MANAGEMENT & ORGANIZATION SKILLS LISA M. ANDERSON, MMDS, MLS(ASCP)MB,SH

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 NEED TIME MANAGEMENT & ORGANIZATIONAL SKILLS

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 day X 60 minutes per hour X 60 seconds per minute = 86,400 S econds

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

STEPS TOWARDS PROPER TIME MANAGEMENT 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 BODYS 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. Dont try to juggle too many things Use your waiting time (Smartphones have revolutionized multi-tasking.) On public transportation, On hold, the doctors 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 Dont 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 III IIIIV Important Not Important UrgentNot Urgent

VOLUNTEERING Volunteer with people or causes that fulfill other needs: Meeting new friends Learning something new Dont volunteer for more than you have time for. If you find you cant 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 days tasks or a weeks 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

5S STEP 5: PICK YOUR TOOL JapaneseEnglish SeiriSort SeitonSet SeisoShine SeiketsuStandardize ShitsukeSustain

Lean Six Sigma STEP 5: PICK YOUR TOOL 792c5b4ef6a6-ASQStoryonQualitySigmaAndLean.pdf, W W W. A S Q. O R G M A R C H 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

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

STEP 6: STAY ORGANIZED Know your system. Personalize it to you. Color code, Alphabetize, Organized Files/Piles Dont 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? Dont judge others systems. What works for you?

LONG RANGE GOALS

LIFES 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 THOUGHTS

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 Resilience

REFERENCES Smith, Melinda M.A., Segal, Jeanne Ph.D., etal. Preventing Burnout: Signs, Symptoms, Causes, and Coping Strategies. Helpguide.org, August 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) : Wood, Ben D. Burnout among Healthcare Professionals Radiology Management November/December 2007: Pages Web. 08/23/2013. McGhee, Sally. Take Back Your Life! Using Microsoft Office 2007 to get organized and stay organized. Redmond: Microsoft Press, Stephen 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.