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
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BASIC GOAL:
VALUE BASED MANAGEMENT

Tom E. Norris, MD 3/07

The moving hand has writ, and having writ moved on. . .
The Rubiyat of Omar Khayam Browning

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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
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WHAT IS TIME???

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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. Websters Dictionary: Time is a continuum in which events succeed one another from past through present to future
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Dost thou love life? Then do not squander time, for thats 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.
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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 areCREATE an Action Plan

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BASIC PRINCIPLE:
You control your life by controlling your time.

Tom E. Norris, MD 3/07

DO YOU HAVE CONTROL OF THE EVENTS IN YOUR LIFE??

NO CONTROL

TOTAL CONTROL

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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
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_______ _______ _______ _______ _______ _______ _______ _______

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CONTROL
There are events we can control There are events we cant control There are events we cant control, but believe we can (mostly other people) There are events we can control, but believe we cant---------this is often dependent on our NEED to control them
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Brandens Productivity Tri-Quation

EVENT CONTROL

PRODUCTIVITY SELF-ESTEEM

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Branden, Nathaniel L.:The Psychology of Self-Esteem

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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

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Two time fallacies:

Were going to have more time at some unspecified future date than we do now--Ill do it next week, etc We can somehow save time---in reality you have all that you are going to get

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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
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A.Mackenzie: The Time Trap

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FIVE of the MOST POPULAR TIME ROBBERS (with cures)

Management by Crisis Inadequate Planning Attempting Too Much Drop-In Visitors Procrastination

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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

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Inadequate Planning
Create:
Long-Term Goals Objectives Project Plans Monthly Plans Daily Plans

Use Planner If you fail to plan, you plan to fail

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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
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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
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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
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PLANNING
Your PLANS should come from your

VALUES

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Before PLANNING Ask Yourself: What are my VALUES? Benjamin Franklins 13 values
Temperance Silence Order Resolution Frugality Industry + Humility
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Sincerity Justice Moderation Cleanliness Tranquillity Chastity

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.
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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
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The PLANNING Process

Discern your VALUES Set Long-Term Goals & Objectives linked to them Establish PRIORITIES among these goals & ObjectivesBase prioritization on values Learn your personal energy cycle and create your IDEAL DAY Create a plan for each dayWRITE IT DOWN
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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

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ESTABLISHING PRIORITIES
CREATING A RANK ORDER FOR YOUR PERSONAL GOALS

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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!
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Daily planning leverages time through increased focus

Five Common Excuses:
I dont have time to plan. I already know what I have to do, why take time to plan? Planning doesnt work for me--I have too many interruptions. I feel tied down when I have a long list of things to do. I dont know how to plan properly.
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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.
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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
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Prioritized Daily Task Lists

Step 1: Make a list of everything you would like to accomplish today, including nonurgent 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 Tom E. 35 list. (A-1, B-3, etc.)Norris, MD 3/07

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.
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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.
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References
Books:
The Time TrapAlec Mackenzie The 10 Natural Laws of Successful Time and Life Management--Hyrum W. Smith Time ManagementMarshall Cook First Things First Every Day--Steven R. Covey Manage Your TimeTim Hindle

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Planning Systems
Paper Systems
Calendar Sheets & Books Day Timer Franklin Day Planner Others

Electronic Systems
Microsoft Schedule Plus Personal Digital Assistants (PDAs) Others
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Time is but the stream I go a-fishing in.

Henry David Thoreau (1817-1862}

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