Ten common time wasters and potential solutions
| Time waster | Proposed solution |
|---|---|
| Telephone calls | Check messages and return calls 1–2 times per day* |
| Check no more than 3–4 times per day* Disable auto-alert messages for mail arrivals Develop a reliable and reproducible filing system for saved messages Rapidly dispose of unwanted messages at first pass Accurately identify and discard junk mail | |
| Physical interruptions | Close office door and respect as colleagues do the same |
| Paper | Handle each piece of paper only once (‘When in doubt, throw it out’) Develop reliable and reproducible filing system Store publications as electronic PDF files |
| Repetitive activities | Automate (eg, develop patient education handouts) Create ‘quick text’ for frequently used phrases in email or in electronic medical records Delegate tasks that can be done by others |
| Disorganisation | Clean and organise the desk and office Organise paper, mail and electronic files for easier accessibility |
| Procrastination | Identify and address reasons for procrastination Accomplish small increments of progress on a project Do not allow perfectionism to get in the way of progress |
| Meetings | Arrive on time (change the culture of lack of punctuality) Bring alternative work if others are not punctual |
| Waiting† | Perform quick and easy small tasks (clinical or administrative paperwork works well) |
| Commuting | Enjoy music, books on tape, quiet self-reflection, relax Use audio continuing medical education, learn a foreign language Read journal articles if using public transportation |
*May not be suitable for specific physician job descriptions.
†Includes waiting for meetings, conferences, telephone hold, etc. This is an ideal time to complete less important responsibilities (quadrants III and IV).