TIME MANAGEMENT & ORGANIZATION SKILLS LI SA M. ANDE RSON, MMDS, MLS(ASCP)MB,SH
Mar 29, 2015
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.