Organizing your work and time Susan R Johnson

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

How the brain works… MMMMMMMMMM TT TTTTTTTTT T M Your Brain Einstein’s brain

List 1 Everything you are trying to accomplish now. Projects

Project List Scholarship R 01 **Due Nov 1 Manuscript Review **Due May 13 Chapter revision Proteomic technique to learn Computer upgrade for lab Teaching Lecture prep - new medical student talk on HPV CME course talk on hot flashes Student exam - grade

Administrative Call schedule for next six months Hire new secretary Medicare time study grid completion Family picture replacement in office Home / personal Thanksgiving dinner plan Graduation party for Emma Computer backup system implementation Spice replacement Freezer - defrost

Project support material 1. Keep a list of projects Virtual E-mail RO 1 Abstract /SGI meeting Review article R 21 progress report Projects Paper Review 2. Create folders for each project RO 1 3. Store all files together R 21 RO 1 Abst ract Pro je cts article

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

Someday maybe list Second R 01 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

Decide which projects should be Projects (List 1) vs. Someday (List 2) 1. It’s your job… 2. You promised 3. Related to a long term goal 4. Interesting

List 3 The tasks that move the projects forward Next actions

Plan bar mitzvah v call the caterer 888 -222 -1111

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

write Ro 1 v. Draft Specific Aim 1

Source: Jeffrey Mayer

Keep up with your e-mail

Empty e-mail inbox

Isolate backlogged email

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

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

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

Take action, now.

The 2 minute rule

What about “big” projects?

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

Plan

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

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