Time Management and Controlling the E-mail Monster

1. Time Management and Controlling the E-mail Monster Christina M. Surawicz, MD Professor of Medicine Assistant Dean for Faculty Development July 16, 2009 e-mail: surawicz@u.washington.edu

2. Sources Steven Covey – 7 habits of highly effective people David Allen – Getting things done Susan Johnson – Associate Provost, U. of Iowa Time management resources: http://depts.washington.edu/facdev From Susan Johnson: http://depts.washington.edu/facdev/pdfs/presentationsusanJohnson2009.pdf

3. What are your biggest time management challenges?

4. What Tools Do You Use?

5. Recovering from Overwhelm…. Stop and take a deep breath Slow down Focus Complete a random task You’ll feel better Then begin a planning process No single method works for all Susan Johnson

6. The Basics • Do it now - 80% • Work from a clean space • Keep track of All your work commitments • Use a single master calendar • Plan weekly

7. 50,000 ft: What is my lifelong purpose for being? 40,000 ft: What are my goals for the next few years? 30,000 ft: What are my objectives for the next year? 20,000 ft: What are my current areas of responsibility? 10,000 ft: What are my current projects? Runway: What are my current tasks (actions)?

8. Runway - Current Tasks • Phone calls • E-mails • Lab follow ups • Errands • Clean kitchen

9. 10,000 Feet - Current Projects • Research projects • Presentations • Teaching • Clean basement

10. 20,000 Feet – Areas of Responsibility • Commitments – research project? • Strategic Planning • Personal Health Family Recreation

11. 30,000 Feet – 1 -2 Year Goals • Write K award • Learn clinical skills • Become master teacher

12. 40,000 Feet – 3 – 5 Year Vision • Career • Academic / Professional goals • Financial • Life goals

13. 50,000 Feet - Life Your Primary Purpose

14. Time Management Matrix – Goal = II

15. Schedule Time for What’s Important • Family • Personal • Health • Friends • Work • Free time

16. Value Based Time Management –Sounds Great But… • May not simplify • We may be overwhelmed because of our values! • Critical for meaning and direction but doesn’t simplify or make it easier David Allen, GTD

17. Seems Overwhelming? • Need to start somewhere… • Start from bottom up • Clears the psychic decks

18. GTD (Getting Things Done) • Collect • Process • Organize • Projects • Next action categories

19. Collect Getting Things Done 2001, Viking Organize process out (List & Store) Weekly review DO

20. Collect – Get everything into your in basket Big, little Probably hundreds of items Frees up your mind Process Clarifies your commitment Deciding what to do

21. Each collected item Out Is this “actionable” NO Someday, Maybe Reference files What is the next action? 1. 2 minutes? Do it! 2. Longer? Delegate waiting for Defer to Is this (part of) a project? ● Calendar ● Next action list Define the outcome, Put it in your project system

22. Process – 4 Choices • No next action · Delete · Someday/maybe · Reference · New action

23. Reference - Filing • Alphabetical rather than subject American College of Gastroenterology Faculty Council on University Relations Manuscripts Patients Software manuals Color coding usually not worth it

24. Process – Next Action • 2 Minute rule - Do it now • Longer Delegate Waiting for Defer - Calendar .. - Next action list

25. Process:Guidelines for in / out 1. It’s your job… 2. You promised _ . _ . _ . _ . _ . _ . _ . _ . _ . _ . _ . _ . _ . _ . _ 3. Related to a long term goal 4. Interesting

26. Organize • Projects • Tickle file • Reference • Someday/maybe

27. Project List Everything you are committed to Accomplish now* * In the next few days, weeks or months

28. Reminders • Task lists • Excel • Remember the milk (online tool) • Other ideas? Leave yourself voice messages

29. Projects - Mine • Time management talk • Sell suburban – Fix door lock first • IBD patient checklist • Weed garden • Plan DC trip • Finish knitting hat

30. Time Management Talk • Read GTD book • Review Susan Johnson, materials • Collate notes • Make up new slides • Where is talk? • Ask for white board • Get slides in on time • Review and practice • Give talk • Make notes of suggestions to modify or improve • Put note in “Augmented CV” folder

31. Next Action Categories - Tickle File Bills Theater tickets Real estate taxes Manuscript deadlines Travel info for trips

32. Someday/Maybe File • Learn Spanish • Get slides → DVDs • Plan trip to Asia • Clean basement

33. Next Action Categories Discipline yourself to make front end decisions about all the “inputs” so you have a next action plan Regular reminders Regular reviews

34. Calendar Time specific actions Date specific actions Date specific information Not a to do list

35. Find Time to Work – During Work Susan schedules meetings with Dr. Lincoln, Clinton, etc. Need block time Advantage of keeping your own calendar

36. Finish today All other “incoming” - 1. Collect only 2. 3. 4. 5. ____________________________ Only after the above are finished:* > > > > > *Include only urgent items that must be done today

37. This Week Review • Review and update: - Project list - Next Action List - Calendar next 3 weeks - Waiting for • Identify for the week • Occasionally review: -Someday Maybe List

38. Summary Collect Organize process out (List & Store) Weekly review DO

39. Tools - A Minimum 1. A work space 2. Calendar (one preferable) 3. To do list paper or electronic

40. The E-Mail Monster

41. E-Mail • My love/hate relationship • Composing • Controlling/filing • Taming the Monster • Pitfalls

42. What Do You Love About E-mail?

43. E-mail – My Love/Hate Relationship – LOVE • Easy to use • Any time/any place • Less dependent on • Paper • Fax • Pager and voice mail • Other?

44. What Do You HateAbout E-mail?

45. E-mail – My Love/Hate Relationship - HATE • Any time/any place • Like Kudzu – invasive • Never planned for it or to have so much • I never learned to budget time for it • It’s always increasing • Strangers insert themselves into my life and work (patients, Drs., free advice)

46. E-mail – Hate (cont’d) • Junk and spam • The more I send, the more I get • Can’t easily control input form friends • Jokes, etc • It’s permanent • It can be embarrassing • Important messages can be lost in filters or other • Other?

47. Composing • Why am I writing – would phone or face be better? • Use subject line – make informative • Keep message brief – active voice: facts, meetings • Read for tone, spell check –automatic • Copy only to who really needs to see it

48. Composing • Create an auto-signature • Full name • Phone and fax numbers • E-mail address • Other: Your title Mailing address “Motivational” message? • Privacy warning – a good idea for patient e-mail

49. Composing Not for personal information or emotional messages It’s permanent - what would this look like on a billboard? Like a postcard in pencil Easily seen Easily altered Easily forwarded

50. Composing • Avoid multipliers • Subject line: Specify: no need to reply • DRIB – don’t read if busy • EOM – end of message • Stop jokes • Stop sending jokes