1. Tom E. Norris, MD 3/071 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

2. Tom E. Norris, MD 3/072 BASIC GOAL: BASIC GOAL: VALUE BASED MANAGEMENT

3. Tom E. Norris, MD 3/073 The moving hand has writ, and having writ moved on... The Rubiyat of Omar Khayam Browning

4. Tom E. Norris, MD 3/074 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

5. Tom E. Norris, MD 3/075 WHAT IS TIME???

6. Tom E. Norris, MD 3/076 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

7. Tom E. Norris, MD 3/077 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. “Dost thou love life? Then do not squander time, for that’s the stuff life is made of” Benjamin Franklin

8. Tom E. Norris, MD 3/078 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

9. Tom E. Norris, MD 3/079 BASIC PRINCIPLE: You control your life by controlling your time.

10. Tom E. Norris, MD 3/0710 DO YOU HAVE CONTROL OF THE EVENTS IN YOUR LIFE?? NO CONTROLTOTAL CONTROL

11. Tom E. Norris, MD 3/0711 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_______

12. Tom E. Norris, MD 3/0712 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

13. Tom E. Norris, MD 3/0713 Branden’s Productivity Tri-Quation EVENT CONTROL SELF-ESTEEM PRODUCTIVITY Branden, Nathaniel L.: The Psychology of Self-Esteem

14. Tom E. Norris, MD 3/0714 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—

15. Tom E. Norris, MD 3/0715 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

16. Tom E. Norris, MD 3/0716 The Twenty Biggest “Time Robbers” Management by Crisis Telephone Interruptions Inadequate Planning Attempting Too Much Drop-in Visitors Ineffective Delegation Personal Disorganization Lack of Self-Discipline Inability to Say NO Procrastination Meetings Paperwork Leaving Tasks Unfinished Inadequate Staff Socializing Confused Responsibility or Authority Poor Communication Inadequate Controls and Progress Reports Incomplete Information Travel A.Mackenzie: The Time Trap

17. Tom E. Norris, MD 3/0717 FIVE of the MOST POPULAR “TIME ROBBERS” (with cures) Management by Crisis Inadequate Planning Attempting Too Much Drop-In Visitors Procrastination

18. Tom E. Norris, MD 3/0718 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

19. Tom E. Norris, MD 3/0719 Inadequate Planning Create: –Long-Term Goals –Objectives –Project Plans –Monthly Plans –Daily Plans Use “Planner” “If you fail to plan, you plan to fail’

20. Tom E. Norris, MD 3/0720 Attempting Too Much Causes: –Need to Achieve –Insecurity –Failure to Delegate –Unrealistic time estimates –Not knowing how to say NO –Lack of organization –Perfectionism Cures: –Learn to Delegate –Learn to say NO to your boss –Learn to estimate time requirements of tasks better (conservatively) –Stop attempting more than you can do

21. Tom E. Norris, MD 3/0721 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

22. Tom E. Norris, MD 3/0722 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

23. Tom E. Norris, MD 3/0723 PLANNING Your PLANS should come from your VALUES

24. Tom E. Norris, MD 3/0724 Before PLANNING Ask Yourself: What are my VALUES? Benjamin Franklin’s 13 values TemperanceSincerity SilenceJustice OrderModeration ResolutionCleanliness FrugalityTranquillity IndustryChastity + Humility

25. Tom E. Norris, MD 3/0725 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.

26. Tom E. Norris, MD 3/0726 Common Categories for Personal Values SPOUSEFINANCIAL SECURITY CHILDREN/FAMILYPERSONAL HEALTH/FITNESS SPIRITUALITY/RELIGIONSENSE OF ACCOMPLISHMENT INTEGRITY/HONESTYOCCUPATIONAL SATISFACTION LOVE OF OTHERS/SERVICEEDUCATION/LEARNING SELF-RESPECTTAKING RESPONSIBILITY EXERCISING LEADERSHIPINNER HARMONY INDEPENDENCEINTELLIGENCE UNDERSTANDINGQUALITY OF LIFE HAPPINESSPLEASURE SELF-CONTROLAMBITION BEING CAPABLEIMAGINATION/CREATIVITY FORGIVENESSGENEROSITY EQUALITYFRIENDSHIP BEAUTYCOURAGE

27. Tom E. Norris, MD 3/0727 WHEN YOUR DAILY ACTIVITIES REFLECT YOUR GOVERNING VALUES, YOU EXPERIENCE INNER PEACE (or Self-Actualization) DAILY TASKS INTERMEDIATE GOALS LONG-RANGE GOALS GOVERNING VALUES

28. Tom E. Norris, MD 3/0728 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

29. Tom E. Norris, MD 3/0729 Common Goal Categories Physical Well-Being Family/Spouse Spiritual/Humanitarian Financial Professional/Career Professional/Strategic Community/Political Educational/Personal Development

30. Tom E. Norris, MD 3/0730 ESTABLISHING PRIORITIES CREATING A “RANK ORDER” FOR YOUR PERSONAL GOALS

31. Tom E. Norris, MD 3/0731 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!

32. Tom E. Norris, MD 3/0732 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.

33. Tom E. Norris, MD 3/0733 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.

34. Tom E. Norris, MD 3/0734 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

35. Tom E. Norris, MD 3/0735 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.)

36. Tom E. Norris, MD 3/0736 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.

37. Tom E. Norris, MD 3/0737 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.

38. Tom E. Norris, MD 3/0738 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

39. Tom E. Norris, MD 3/0739 Planning Systems Paper Systems –Calendar Sheets & Books –Day Timer –Franklin Day Planner –Others Electronic Systems –Microsoft Schedule Plus –Personal Digital Assistants (PDA’s) –Others

40. Tom E. Norris, MD 3/0740 “Time is but the stream I go a-fishing in.” Henry David Thoreau (1817-1862}