In the second part of this series, we look at how a doctor has to establish their priorities in order to manage their time effectively. Personal goals are the reference points for most of our decision-making about what to do and when. They are the criteria against which we plan and measure achievements. Self-discipline is also an important element in that planning.
Tasks, objectives and priorities
The question ‘where am I going?’ is more useful than ‘what are my trust’s goals?’ Objectives are even more specific. They are the intermediate steps on the way to achieving goals. Don’t confuse objectives with priorities. Objectives involve the routine tasks relevant to our key responsibilities. Tasks only become priorities in answer to the question: ‘What do I need to do first, now, next?’
Setting priorities
Setting priorities takes practice. Our difficulties with setting them stem from three factors:
1. Too many items on the list.
2. Not having clear criteria to help us choose.
3. Occasional conflicts of interest.
It pays to be flexible as priorities can change hourly, daily and monthly. Using a diary approach is essential. It’s obvious that activities that will significantly help patients or improve unit performance are often near the top, for example, medical emergencies.
Focus on the important things
The ability to keep a clear focus on important things regardless of what else is happening is a skill worth developing. Start by taking on fewer commitments but trying to deliver them on time.
Ask ‘How urgent or important is it?’ This helps you to focus. We can lessen the potential impact of a task becoming urgent for the wrong reasons by:
1. Reserving time in the diary to do it and protecting that time.
2. Starting the job at the time it falls due even though you are busy.
It is easier said than done, but once you fall behind schedule, you are in trouble. It often happens because you are sidetracked into other, less important activities. Be ruthless by:
1. Recognising potential time-wasting activities before committing to them.
2. Say ‘No’ to as many requests for your time as can justifiably be refused.
3. Once you have made the judgement be assertive about it.
Raising expectations
Note that some activities become priorities because of expectations we raise, for example, if we make promises and fail to deliver on time they become urgent.
Difficult though that may be, consider lowering others’ expectations. If ‘urgent’ is what we have to do within the next two hours, ‘manageable’ might be whatever we can comfortably do within the next few days. So keep any priority list short.
Using a diary
In our multi-tasking world the diary, electronic or paper, is still our best friend. Use it to:
1. Assemble the chosen priorities (meetings, activities, etc).
2. Provide flexible time cover for when it might be needed.
3. Produce a daily ‘to do’ list (priorities) of no more than a dozen items.
4. Include only simple tasks that could each be done within three to five minutes, for example dictating a letter, making a phone call (with a message ready to leave in case the person is not available).
This is Bob Mathers’ second article in this three-part series on time managemant. Read the first part.
Bob provides non-clinical communications training for health professionals. Email him on bobmathers@btinternet.com or call 07816 230 213.
Tags: Time management
