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Organizing your work and time

Organizing your work and time. Susan R. Johnson, M.D., M.S. Professor of Obstetrics& Gynecology and Epidemiology Associate Provost for Faculty University of Iowa e-mail: susan-johnson@uiowa.edu. Keep lists. . MMMMMMM MMMMMMMMMM MMMMM. T T T T T T T T

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Organizing your work and time

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  1. Organizing your work and time Susan R. Johnson, M.D., M.S. Professor of Obstetrics& Gynecology and Epidemiology Associate Provost for Faculty University of Iowa e-mail: susan-johnson@uiowa.edu

  2. Keep lists

  3. MMMMMMM MMMMMMMMMM MMMMM T T T T T T T T T T T T T T T T T T T T T T TM Einstein’s brain Your Brain How the brain works… T T

  4. Everything you are trying to accomplish now. List 1 Projects

  5. Project support material RO1 Abstract /SGI meeting Review article R21 progress report RO1 Virtual Projects E-mail 1. Keep a list of projects Projects Paper Review article 2. Create folders for each project R21 RO1 Abstract Projects 3. Store all files together

  6. Anything you might want to do later. List 2 Someday, maybe

  7. Someday maybe list Second R01 Reorganize the clinic flow Create a new syllabus for the medical students Clean and organize the garage Learn Chinese Trip to Nepal Buy a hybrid car Second career as a florist Maui conference in 2008

  8. Decide which projects should be Projects (List 1) vs. Someday (List 2) • It’s your job… • You promised • Related to a long term goal • Interesting

  9. The tasks that move the projects forward List 3 Next actions

  10. Plan bar mitzvah v call the caterer888-222-1111

  11. Create course syllabus v. Do Medline search on “hot flash therapy " since 2005

  12. write Ro1 v. Draft Specific Aim 1

  13. Source: Jeffrey Mayer

  14. Keep up with your e-mail

  15. Empty e-mail inbox

  16. Isolate backlogged email

  17. The path to “empty” • Set a time limit • Look only when you can process. • No skipping.

  18. Decide what to do with each • Delete • File • Needs reply • 2 min  reply immediately • Not sure?  ask for clarification or information •  track in “waiting for” • Defer to later  decide the next thing you need to do before replying, and note it

  19. “Waiting for” = you are waiting to hear back from someone else

  20. Take action, now.

  21. The 2 minute rule

  22. What about “big” projects?

  23. “if you are going to eat a live frog, don’t spend too much time looking at it first” ---attributed to marktwain but he may have never actually said it

  24. Plan

  25. The Week • Review and update: • Project List • Next action List • Calendar  next 3 weeks • Waiting for • Identify foci for the week • Occasionally review: • Someday Maybe List

  26. The Day • Pick 1-3 critical tasks / do them early, • Look at e-mail second. • Alternate between routine and important work. • Close your door for an hour

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