Benjamin Franklin said “If you love life, don’t waste time, as that is what life is made of.” In his presidential address to the Central Association of Obstetricians and Gynecologists two years ago, Dr. Dennis Lutz advised the physicians attending the meeting to gain control of their lives via time management. His address was published in the March,2010 issue of The American Journal of Obstetrics and Gynecology under the title “The time in your life: use it wisely.” Dr. Lutz listed 13 time management skills as follows:
1. Time chart a week in your life
2. Plan each day in advance
3. Make to-do lists manageable
4. Learn to delegate
5. Multitasking: pro or con?
6. Control commitments
7. Do not waste time worrying
8. Reduce clutter in your life
9. Master the circular theory of managing daily tasks
10. Sleep: the neglected one-third of our lives
11. Avoid starting over and the 4 year cycle
12. Build private time into every day
13. Protect your health
Dr. Lutz then went into a meaningful discussion of each recommendation. Although the talk was aimed at physicians, I think most of the points and advice could be beneficial to almost everyone. For example for item number one, he points out that although most of us think we know which things we spend the most time on, we “should not let these ‘guesstimates’ deceive [us].” By literally recording what we are doing for each 15 minute block for one full week of our lives, we can see exactly how much time we really spend sleeping, working, eating, commuting, using the computer and telephone, watching TV, etc. He points out that 7 hours sleeping, 11 hours working, 4 hours for daily tasks would account for 22 hours of the day. That leaves only 2 hours discretionary time, so even finding a single extra hour per day would represent a 50% gain!
Re: 2: plan each day in advance: although emergencies will arise and plans will always have to be changed, waiting until the day begins is too late. Planning the next day the night before alleviates some of the morning chaos that comes with work and family commitments
3.Make to-do lists manageable: minimize interruptions; avoid distractions; divide big projects into a series of smaller tasks
4.Learn to delegate
5. Multitasking: pro or con? Dr. Lutz says “In truth, very few people (approximately 10%) actually can focus on >1 significant task at a time. . . Almost always, intense sequential focusing on 1 task at a time increases efficiency for everyone.”
6. Control commitments: we all know this one: it’s learning to say no! (when we are already overwhelmed)
7. Do not waste time worrying. So many of the things people worry about are things upon which our actions cannot have any effect! There is no bigger waste than the time we spend worrying about such things
8. Reduce the clutter in your life. For Ben Franklin, this was #3 on the characteristics he was trying to achieve, but even he was not satisfied with the progress he made towards this goal. Clutter wastes time through inefficiency and is a major distraction
9. Master the circular theory of managing daily tasks. Dr. Lutz explains that in theory we could return home after each task at work, but obviously this would be inefficient. Of course we may not be able to go from home to hospital rounds to surgery to the office, and finish the office just before heading home, BECAUSE a delivery may require going BACK to the hospital (or emergency surgery may require that) before returning to finish the office. BUT, the more we can get everything done in one place before moving to the next place, and then back home, the more efficient we are.
10. Sleep: I’ve posted about this before. We simply cannot function as well with inadequate sleep, and will pay the price in the long run if we don’t find a way to accommodate this need
11. Avoid starting over and the four year cycle: This refers to doctors looking back and seeing their lives in four year chunks – four years of college, four years of med school, four years of residency (3-5 anyway), sometimes a 4 year subspecialty fellowship (or 3), then for many a four year stent in the military or Public Health Service to pay back for medical school – and then when it’s time to settle down in a 25-35 year career practice, not being able to keep from changing jobs again in four years!
12. Build private time into every day. For some the only time to really think peacefully is during a long commute in their car. Meditating (see the post on “The Relaxation Response” by Dr. Benson) is a way for others
13. Protect your health: For reducing anxiety, improving sleep, and functioning more efficiently at home and at work, there is nothing like a regular exercise program.