The Amazing Pace with Carol Reyes, CPhT

Program Information ACPE # 384-000-07-013-L04 2.0 Contact Hours (0.2 CEU) Initial Release: 8-6-07 Expires: 8-6-2010 STAT Educational Services, a division of National Pharmacy Technician Association Inc., is accredited by the Accreditation Council for Pharmacy Education (ACPE) as a provider of continuing pharmacy education.

Introduction Organizational Skills –Getting Organized Workflow Efficiency – Goals/Prioritizing Time Management –Investing your Time Procrastination Communication & Stress Management

Overview What will this do for you? Ideas and proven techniques that will cause a very profound and positive change in the quality of your life and the level of achievement and satisfaction you derive from your work and life overall.

First and Foremost ATTITUDE Failure is not an option, it comes bundled with the software Habits of Thought Accept and Embrace Change “We are what we repeatedly do. Excellence is not an act, but a habit.” -Aristotle

Organizational Skills Efficiency & Effectiveness The is no ONE “right way” to organize

Organizational Skills How can you tell? Find what your looking for Stay on top of all tasks Easily keep track of deadlines What does it do? Help you cope Provide structure Create order Why is it important? Mistakes will happen Loss of Job Stress

Components of Organization Structures (physical objects) Filing Cabinet, computer, PDA, desktop sorter, daily planner, etc Habits (actions) Filing papers into files Opening your planner They work together

Organizational Strategies Spatial Organization Counter space clean and neat Planners displayed Information Organization Color coding (categorizes) Binders (sort) Procedures (outline)

Being Neat is not the same, Important Principle Being Neat is not the same, as being Organized! Organization –arranging things in an orderly or structured manner. Neat –cleanliness or tidiness.

Tips for Getting Organized Planning – Boring and time-consuming Saves time in the long run Time Management- Everybody gets the same time each day Must control how we spend our hours

Did you know? The average person loses AN HOUR A DAY due to disorganization? THINK… That’s more than TWO WEEKS per year! That’s a whole vacation!

Tips (continued) Don’t put it down; put it away. A place for everything and everything in its place. Let clutter annoy you. File it; don’t pile it. Open and process all mail.

What Hinders Organization? Procrastination – work won’t go away on it’s own Interruptions – phones, people; need I say more Over/Under estimate time taken to perform a task Setting wrong priorities

Benefits of Organization Envied by all! Saving Time Efficient in workplace Less Stress Keeps you in Control Sense of Balance and Composure

Detour: Activity

Workflow Efficiency Improving Performance Correct staffing model and utilization Design of the workplace Meet regulatory compliance requirements Key risks involved

What are Your Goals …for the year? …for the month? …for the week? …for today?

Goal Setting and Prioritizing Why am I doing this? What is the goal? Why will I succeed? What happens if I chose not to do it?

The 80/20 Rule 80% of unfocused effort generates only 20% of results. The remaining 80% of results are achieved with only 20% of the effort. Identify the 20% that is most important and then prioritize your time to concentrate the most effort on those items.

S.M.A.R.T. Goals Specific Measurable Action-Oriented Realistic Time- and Resource-constrained

Setting Lifetime Goals Attitude Career Education Family Financial Physical Pleasure Public Service

“If you can dream it, you can do it” Inspiration “If you can dream it, you can do it” Walt Disney Disneyland was built in 366 days, from ground-breaking to first day open to the public.

Planning Failing to plan is planning to fail. Plan Each Day…Each Week… You can always change your plan, but only once you have one!

Managing Time What is time management? How do you manage goals? How does managing priorities help you achieve your goals and make the most of your time?

Staying Flexible How does flexibility relate to time management? How can you achieve flexibility? What are the benefits to staying flexible?

TO DO Lists Break things down into small steps Like a child cleaning his/her room Do the ugliest thing first

The Four-Quadrant TO DO List Due Soon Not Due Soon 1 2 3 4 Important Not Important

Prioritize Flag items according to importance by giving them an A, B or C priority, with A being highest priority. Set deadlines for tasks to focus on your priorities.

How We Learn -Visual people learn through what they see. -Auditory people learn through what they hear. -Kinesthetic people learn from movement and touching.

Learning in the Classroom Auditory Listen to material and get lost if they try to take notes during the presentation. Visual Read handouts and look at the illustrations the presenter puts on the board; excellent note takers. Kinesthetic “Hands on” activities and group interaction.

Behavioral Clues Visual Learners neat and orderly speak quickly good planners/good organizers not distracted by noise trouble remembering verbal instructions unless written down remember what is seen rather than heard doodle during phone conversations

Behavioral Clues Auditory Learners easily distracted by noise move their lips and pronounce the words as they read enjoy reading aloud and listening learn by listening and remember what was discussed find writing difficult but are better at telling talk to themselves while working

Behavioral Clues to Learning Preference Kinesthetic Learners stand close when talking to someone are physically oriented and move a lot learn by doing gesture a lot can’t sit still for long periods of time want to act things out like involved games

Paperwork Clutter is death; it leads to thrashing. Keep desk clear: focus on one thing at a time A good file system is essential Touch each piece of paper once Touch each piece of email once; your inbox is not your TO DO list

Telephone Keep calls short; stand during call Start by announcing goals for the call Don’t put your feet up Have something in view that you’re waiting to get to next If necessary, hang up while you’re talking Group outgoing calls: just before lunch and 5pm

Reading Pile Only read something if you’ll be fired for not reading it Note that this refers to periodicals and routine reading, which is different than a research dig

Scheduling Yourself You don’t find time for important things, you make it Everything you do is an opportunity cost Learn to say “No” “I’ll do it if nobody else steps forward” or “I’ll be your deep fall back,” but you have to keep searching.

Interruptions 6-9 minutes, 4-5 minute recovery – five interruptions shoots an hour You must reduce frequency and length of interruptions (turn phone calls into email)

Cutting Things Short “I’m in the middle of something now…” Start with “I only have 5 minutes” – you can always extend this Stand up, stroll to the door, complement, thank, shake hands Clock-watching; on wall behind them

Time Journals It’s amazing what you learn! Monitor yourself in 15 minute increments for between 3 days and two weeks. Update every ½ hour: not at end of day

Using Time Journal Data What am I doing that doesn’t really need to be done? What am I doing that could be done by someone else? What am I doing that could be done more efficiently? What do I do that wastes others’ time?

Welcome to the Procrastination Club Do you know why the Procrastination Club still has no members? If you apply for an admission, you don’t qualify… Why put off today what you can put off again tomorrow.

“Procrastination is the thief of time” Edward Young Night Thoughts, 1742

Avoiding Procrastination Doing things at the last minute is much more expensive than just before the last minute Deadlines are really important: establish them yourself!

Comfort Zones Identify why you aren’t enthusiastic Fear of embarrassment Fear of failure? Get a spine!

Delegation No one is an island You can accomplish a lot more with help

Delegation is Not Dumping Grant authority with responsibility. Concrete goal, deadline, and consequences. Treat your people well

Challenge People People rise to the challenge: You should delegate “until they complain” Communication Must Be Clear: “Get it in writing” – Judge Wapner Give objectives, not procedures Tell the relative importance of this task

Stress What is stress? What are its effects? How can stress be minimized in college, at work, and at home?

Minimizing the Negative Effects of Stress Deep breathing Visualization techniques Physical activity Massage Laughter

Divide Big Tasks into Smaller Ones A big task may seem daunting and lead to procrastination. A stress reducing time management technique is the “pizza" method.

Communication Be clear when communicating to others, especially when leaving a message on an answering machine.

General Advice Never break a promise, but re-negotiate them if need be. If you haven’t got time to do it right, you don’t have time to do it wrong. It takes 21 days to form a new habit, which means you are only 3 weeks away from being an organized person.

Summary Organizational skills are the keystone to having a more balanced work place. What is organized for one person may not seem very organized to another. Do not fall back on old habits. Don’t give up!

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