Can GPs do everything?

#GPFUQ 53 Can GPs do everything?  Anything is possible if you don’t have to do it all yourself.

#GPFUQ 54   How can GPs manage time better? All GPs say there is ‘not enough time’. Most can find the time to do the things they really want to do. But that leaves all the rest. You don’t really want more time to do these, you want less of them. The usual causes of time wasting are poor planning, procrastination and personal disorganization. You use time best when you are committed, know what you need to do, own the work, and can work in small steps.

#GPFUQ 55   How do you plan your GP days? Do you spend too much time on urgent tasks and neglect the more important but less urgent. You have to recognize the four types of demands on your time: What is important/urgent, important/not urgent, not important/urgent, not important/not urgent. Make your prioritized action list and delegate or dump all the non important demands.

#GPFUQ 56   How do GPs improve their planning? Know what you are trying to do and prioritise your efforts. This makes you use your time better and can make your work and life more satisfying. Does you current work and life goals match your current activities? Where are you now? Do you spend your time meeting your priorities or other people's? Identify any time wasting activities that contribute very little to your goals? Are you making your life and work easier and better or something else?

#GPFUQ 57   How do you prioritise? Review your work and life goals. Where do you want to be? How will you get there? Organise your time into priorities that match your work and life goals. Your activities should contribute to these priorities.

#GPFUQ 58   Are you assertive enough? Managing your time includes saying NO to people who impose their priorities on you. You can't do everything so you must refuse or delegate whenever possible.

#GPFUQ 59   How do you make an Action or Smart List? If it’s not written down then it’s just a wish list. ACTION lists are A-Are measurable 
C-Compatible 
T-Time specific 
I-In Writing 
O-Owned 
N-Negotiated or are SMART lists S-Specific M-Measurable 
A-Attainable and achieveable 
R-Resourced and realistic 
T- Timely

 #GPFUQ 60   What should you delegate? Anything recurring; anything someone else can do better; minor decisions; or when it involves time consuming details

#GPFUQ 61    When should you delegate a job? Nothing is impossible as long as you don’t have to do it yourself. You should delegate when no one else but the person selected  can do the job; the job is very technical; its more cost effective for someone else to do; there is an opportunity for employee development

#GPFUQ 62    How do you delegate? Give clear instructions; give the authority; give adequate resources; build in accountability; reward success

#GPFUQ 63   How do you do ‘project management’? The essentials get dressed up in different project management jargon, but are

1.             A clear, shared understanding of the desired outcomes (Aim and Vision and Objectives)

2.             A clear plan detailing what they are going to do (milestones and deliverables)

3.             A clear understanding of the barriers that will and may come up (The risks)

4.             A plan to mitigate these risks

5.             A clear understanding of the resources needed to deliver the plan (the business case)

6.             A clear agreement and understanding of who does what (roles and responsibilities)

7.             A simple method for monitoring progress and success (performance management and evaluation)

#GPFUQ 64   Can you improve your personal organization. Ask ‘What am I doing and why am I doing it’. Know how you do spend your time. Identify your best times for working. Try planning tomorrow today.

#GPFUQ 65    Can you reduce your procrastination? Just get started, accept that you are delaying because you don’t want to do it, be honest with yourself that you are no more likely to want to do it later

#GPFUQ 66 Can you manage paperwork better? Handle each piece of paper only once. Work from an action list with your priorities. Save time on email/letters by processing incoming mail at the same time each day. Handle each piece of mail only once. Do it, delegate or dump it. Write your reply on the incoming letter. Keep it brief, Get to the point, Don’t procrastinate, Be accurate, Use the proper etiquette. Don’t respond in writing if a conversation, phone call or something else can do the job. Focus on 1 or 2 tasks at a time.

#GPFUQ 67  Can you manage interruptions better? There are three types: necessary, necessary but untimely, or unnecessary. If you are interrupted ask or say something like ‘What can I do for you?’ Followed by ‘is there anything else?’ Then establish the priorities and ask  ‘How long will it take?’ Check ‘Do you really mean a few minutes?’ Or suggest ‘I’m right in the middle of something right now, can I get back to you at 2pm?’ It’s easier to control your time if you visit others to talk, you can leave when you want. Other ploys are announce a time limit. ‘I can give you 5 minutes’; schedule regular meetings if you are frequently interrupted; talk whilst you are walking somewhere else; get to the point; hang a sign on your door; keep your door shut

#GPFUQ 68   Are you disciplined? If you start your day with a written ‘To Do’ list, you can try and work to a daily timetable and target goals that have to be achieved by a certain time each day. If you can do it, do it now, don't wait until tomorrow.

#GPFUQ 69   Are you disorganised? To avoid wasting time looking for misplaced items, keep records and use of diaries, filing and reference systems. Different systems suit different people but some system is better than no system.