1. The Amazing Pace
with Carol Reyes, CPhT

2. Program Information ACPE # 384-000-07-013-L04
2.0 Contact Hours (0.2 CEU)
Initial Release:
Expires:
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.

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

4. 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.

5. 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

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

7. 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

8. 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

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

10. 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.

11. 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

12. 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!

13. 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.

14. 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

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

16. Detour: Activity

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

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

19. 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?

20. 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.

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

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

23. “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.

24. 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!

25. 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?

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

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

28. The Four-Quadrant TO DO List
Due Soon Not Due Soon
Important
Not Important

29. 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.

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

32. 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.

33. 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

34. 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

35. 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

36. 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 once; your inbox is not your TO DO list

38. 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

39. 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

40. 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.

41. 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 )

42. 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

43. 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

46. 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?

47. 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.

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

49. 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!

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

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

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

53. 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

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

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

56. 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.

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

58. 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.

59. 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!

60. Questions/Comments