Workflow managemet
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El documento se centra en la gestión del tiempo y la priorización de tareas, ofreciendo estrategias para mejorar la eficacia personal en el estudio y el trabajo. Se enfatiza la importancia de establecer valores y metas claras, así como la creación de un sistema de gestión de flujo de trabajo para reducir el estrés y aumentar la productividad. Además, se presentan métodos específicos como la técnica Pomodoro y el sistema 'Eat That Frog' para optimizar el uso del tiempo y superar la procrastinación.
Workflow managemet
- 2. What to Learn Goal: To improve time management skills Identify Values and Vision How to set goals and priorities How to create a time-management system How to assess your energy for peak performance How to work in alignment with your learning style How to overcome procrastination How to handle interruptions Rev 6/2018 Nursing Readiness-Workflow Management 2
- 3. Table of Content Workflow Management Goals and Priorities Task Management Resource Management Time Management Attention Management Resources Rev 6/2018 Nursing Readiness-Workflow Management 3
- 4. Using time wisely Rev 6/2018 Nursing Readiness-Workflow Management 4
- 5. Definition of Workflow Management •Is a process organizing workload to reach a desired goal •It involves • Task management • Resource management • Time management • Attention management •It optimizes efficiency Goal Task Managem ent Resource Managem ent Time Managem ent Attention Managem ent Rev 6/2018 Nursing Readiness-Workflow Management 5
- 6. Three Essential Concepts Create clear master goals and priorities rather than specific task Develop attention management skills rather than “time management” skills Develop a comprehensive workflow management system Rev 6/2018 Nursing Readiness-Workflow Management 6
- 7. Each of you, as an individual, must pick your own goals. Listen to others, but do not become a blind follower. Thurgood Marshall https://www.brainyquote.com/quotes/keywords/goals.ht ml Rev 6/2018 Nursing Readiness-Workflow Management 7
- 8. Setting Goals and Priorities •Values are what you are willing to sacrifice for the goal •Vision is how you want your life to look •What you want should determine the priorities •Goals and priorities interact •Sometimes priorities interfere or way lay goals Values Visio n Goals Prior ities Rev 6/2018 Nursing Readiness-Workflow Management 8
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- 10. Values • Personal values are an important part of setting goals and priorities •Help shape motivation and determination Rev 6/2018 Nursing Readiness-Workflow Management 10 Sources of Values Faith Family Peers Society Experiences
- 11. Vision Provides purpose and significance to goals • How do you see yourself? • Who do you want to be? • What do you want to do? • What do you want to have? • How much are you willing to sacrifice? Rev 6/2018 Nursing Readiness-Workflow Management 11
- 12. What Is Important? Rev 6/2018 Nursing Readiness-Workflow Management 12
- 13. Setting Priorities What is Important? Family Relationships Work School Maintenance Rev 6/2018 Nursing Readiness-Workflow Management 13
- 14. Warren Buffett’s 5-Step Process for Prioritizing True Success • Know what you want – List your top 25 •Pick your Top 5 •Make your Top 5 Plan •Marry your priorities •Know your ‘Avoid at all Cost List‘ and stick to it •Everything you didn’t circle is ‘avoid at all cost list Rev 6/2018 Nursing Readiness-Workflow Management 14
- 15. Priorities Vs Severity Priorities--importance •Urgent—major consequences if not done now •Important •Nice to have •Waste of time Severity--impact • Critical—has significant long term impact over multiple goals • Major—has significant impact over a few goals • Moderate—has significant impact on one outcome • Minor—has minor impact on goals. • Cosmetic—has little impact on goals Rev 6/2018 Nursing Readiness-Workflow Management 15
- 16. Frank Covey •Four quadrants I. Urgent and important II. Not urgent but important III. Urgent and not important IV. Not urgent and not important Rev 6/2018 Nursing Readiness-Workflow Management 16
- 17. Covey Practice Rev 6/2018 Nursing Readiness-Workflow Management 17
- 18. Severity/Priority Matrix Critical Major Moderate Minor Cosmetic Urgent Important Nice to have Waste of time Rev 6/2018 Nursing Readiness-Workflow Management 18
- 19. Exercise Severity/Priority Matrix Critical Major Moder ate Minor Cosmet ic Urgent Import ant Nice to have Waste of time Rev 6/2018 Nursing Readiness-Workflow Management 19 HomeworkSpaHouseworkPersonal HygieneFlooding
- 20. What Do you Want? Rev 6/2018 Nursing Readiness-Workflow Management 20
- 21. Goals •Legacy • Life time •Big Picture • 5 years •Long term • 1 to 2 years •Mid-term • Several weeks or months •Short term • 1 to 5 days •Immediate Rev 6/2018 Nursing Readiness-Workflow Management 21
- 22. SMART Specific Measurable Attainable (action) Relevant (realistic) Time based Rev 6/2018 Nursing Readiness-Workflow Management 22
- 23. Specific •What do I want to accomplish? •Why is this goal important? •Who is involved? •Where is it located? •Which resources or limits are involved? Rev 6/2018 Nursing Readiness-Workflow Management 23
- 24. Measurable •How much? •How many? •How will I know when it is accomplished? Rev 6/2018 Nursing Readiness-Workflow Management 24
- 25. Attainable (Action) •How can I accomplish this goal? •How realistic is the goal, based on other constraints, such as financial factors? •Do I need help? Rev 6/2018 Nursing Readiness-Workflow Management 25
- 26. Relevant •Does this seem worthwhile? •Is this the right time? •Does this match our other efforts/needs? •Am I the right person to reach this goal? •Is it applicable in the current socio- economic environment? Rev 6/2018 Nursing Readiness-Workflow Management 26
- 27. Time-bound •When? •What can I do six months from now? •What can I do six weeks from now? •What can I do today? Rev 6/2018 Nursing Readiness-Workflow Management 27
- 28. Evaluate and Readjust •Is the plan effective? •IF yes—pat on back •If no—start over Rev 6/2018 Nursing Readiness-Workflow Management 28
- 29. SMARTER GRID Specific Measurable Action Realistic Time based Evaluate & Readjust Rev 6/2018 Nursing Readiness-Workflow Management 29
- 30. The Flower Approach to Goal Setting •Rooted in values • From seed of vision •Plan to grow •Goal is flower •Petals are rewards of achieving the goal Rev 6/2018 Nursing Readiness-Workflow Management 30
- 31. Managing What You Do Rev 6/2018 Nursing Readiness-Workflow Management 31
- 32. Definition—Task Management •Is the analysis and prioritizing of tasks Rev 6/2018 Nursing Readiness-Workflow Management 32
- 33. Task Analysis •Mental and physical activities •Difficulty of the task •Time involved •Materials needed •Resources needed Rev 6/2018 Nursing Readiness-Workflow Management 33
- 34. Task Analysis Steps 1. Identity learning curve 2. Identify task 3. Identify sub-tasks 4. Identify the difficulty of the task 5. Identify the time required to complete the task 6. Identify the resources required Rev 6/2018 Nursing Readiness-Workflow Management 34
- 35. Learning Curve—Familiarity 1. Not Familiar 2. Somewhat Familiar- Recognize some information 3. Familiar-recognize most of the information 4. Very familiar-recall some of the information 5. Expert familiar-recall most of the information Rev 6/2018 Nursing Readiness-Workflow Management 35
- 36. Time involved 1. Over 1 month 2. Over 1 week 3. Over 1 day 4. Over 4 hours 5. About 1 hour Rev 6/2018 Nursing Readiness-Workflow Management 36
- 37. Resources Needed Rev 6/2018 Nursing Readiness-Workflow Management 37 1. Extensive—not easily found or available 2. Complex—easily found but many resources required 3. Available—know where to find the resources, but long and involved 4. Available—know where to find the recourses without difficulty 5. At hand—readily available with minimal effort
- 38. Exercise What is the Level •Lab assignment •A & P •Discussion •Readings •English paper •Algebra assignment Rev 6/2018 Nursing Readiness-Workflow Management 38 Task Management Survey Task Management Survey Familiarity with the material Time required for the task Ease of using resources
- 39. Managing What You Have and What You Need Rev 6/2018 Nursing Readiness-Workflow Management 39
- 40. What Are Resources Self • Physical • Mental Electronic • Computer • Phone Materials • Books • Paper Other People • Instructor • Peers Resource Rev 6/2018 Nursing Readiness-Workflow Management 40
- 41. You are the most valuable resource Rev 6/2018 Nursing Readiness-Workflow Management 41
- 42. Energy Levels •Circadian rhythms are biological activities that oscillate under constant environmental conditions with a ~24 hour period • Relationship of cortisone and melatonin •Do high concentration during peak energy times •Know your body Rev 6/2018 Nursing Readiness-Workflow Management 42
- 43. Location •Be consistent •Be comfortable •Minimize distractions •Arrange space for study materials •Use good lighting •Fit the learning style Rev 6/2018 Nursing Readiness-Workflow Management 43
- 44. Music • It depends • Some studies have found a slight increase in productivity in some cases • Ask • How noisy is the background—then music • Will the music distract- sing along, dance • Does it have lyrics-avoid • No TV • Decide upon your success • Classical music • Baroque • Mozart • Nature sounds • White noise • Rain • Water • Soft static Rev 6/2018 Nursing Readiness-Workflow Management 44
- 45. Using a Limited Resource Rev 6/2018 Nursing Readiness-Workflow Management 45
- 46. Definition—Time Management • Is the process of organizing and planning how to divide your time between specific activities. • Good time management enables you to work smarter – not harder – • So that you get more done in less time, even • When time is tight and pressures are high • Failing to manage your time damages your effectiveness and causes stress. Rev 6/2018 Nursing Readiness-Workflow Management 46
- 47. Four Systems Getting things done (GTD) The Now Habit Pomodoro technique Eat that Frog Rev 6/2018 Nursing Readiness-Workflow Management 47
- 48. Get Things Done (GTD) •Developed by David Allen •A system for organizing and staying productive 1. Capture—what has your attention 2. Clarify—what does it mean 3. Organize—put it where it belongs 4. Reflect—review frequently 5. Engage—simply do Rev 6/2018 Nursing Readiness-Workflow Management 48
- 49. The Now Habit • Developed by Neil Fiore • Primarily designed to overcome procrastination • “People do not procrastinate because they are lazy or irrational. They procrastinate because it makes sense, given how vulnerable they feel to criticism, failure, and their own imperfection”. • Examine reasons why one procrastinates • Examine how you procrastinate • Self-talk • Overcome blocks • Find most productive time • Measure progress Rev 6/2018 Nursing Readiness-Workflow Management 49
- 50. The Now Habit Ten Steps 1. Remove resistance 2. Find rose-smelling moments 3. Experience what you are doing 4. Cut down multitasking 5. Enjoy limitations 6. Discipline your mind 7. Follow a goal, but detach from the result 8. Daily gratitude 9. Cut away distractions to a meaningful life 10.Engage yourself Rev 6/2018 Nursing Readiness-Workflow Management 50
- 51. Pomodoro System •Developed by Francesco Cirillo •Named after a tomato shaped timer •Break tasks down into shorter timed subtasks Rev 6/2018 Nursing Readiness-Workflow Management 51
- 52. Pomodoro System 1. Choose a task to be accomplished. 2. Set the Pomodoro to 25 minutes (the Pomodoro is the timer) 3. Work on the task until the Pomodoro rings, then put a check on your sheet of paper 4. Take a short break (5 minutes is OK) 5. Every 4 Pomodoros take a longer break (15 minutes) 6. For each task restart the timer Rev 6/2018 Nursing Readiness-Workflow Management 52
- 53. Eat That Frog •Developed by Brian Tracy •Rule 1—If you have two frogs, eat the ugliest one first •Rule 2—If you have to eat a live frog, it doesn’t pay to sit and look at it for a long time •Set the table •Set achievable goals •Plan every day in advance •Make lists Rev 6/2018 Nursing Readiness-Workflow Management 53
- 54. Creating Time •Understand commitments •Fixed time • Must be done at certain times •Flexible time • Must be done within a time frame •Discretionary time • Does not need to be done Rev 6/2018 Nursing Readiness-Workflow Management 54
- 55. Exercise Good or Bad for Studying Rev 6/2018 Nursing Readiness-Workflow Management 55
- 56. One Hour Study Cycle Study & Notes • 40 min Review • 10 min Break • 10 min Rev 6/2018 Nursing Readiness-Workflow Management 56
- 57. Types of Activities Fixed Time •Classes •Work •Meals •Sleep •Hygiene •Appointment s and meetings Flexible Time •Family •Home work and study •Study review •Household maintenance •Exercise Rev 6/2018 Nursing Readiness-Workflow Management 57 Discretionary Time •Friends •Entertainme nt •Me time
- 58. Exercise Fixed, Flexible or Discretionary Rev 6/2018 Nursing Readiness-Workflow Management 58
- 59. Creating a Schedule •Quarter schedule •Fixed time •Flexible time •Weekly •Fixed time •Flexible time •Discretionary time •Daily •Fixed time •Flexible time •Discretionary time •Use a planner •Use post-it notes •Update as needed •Plan for emergencies •Look for small blocks as review time •Study schedule does not need to be in one hour blocks •Break study up into daily units Rev 6/2018 Nursing Readiness-Workflow Management 59
- 60. Daily Examples IME LOCATION ACTIVITY 7:00 - 8:30 home Get up. Breakfast. Leave for campus by 8 AM. 8:30 - 9:00 Library - 3rd floor Review history lecture notes, look over text underlining. (half hour) 9:30 - 11:00 campus History class 11:15 - 1:15 campus Biology lab (take insect collection) 1:15 - 2:30 home Lunch and rest 2:30 - 3:30 Library Check out library books for term paper (Get 6 references) 3:30 - 5:30 home Peet's Coffee & Tea Pick up cleaning. Meet Tom for coffee. 5:30 - 6:30 home Dinner and cleanup 6:30 - 8:30 Library - 3rd floor History - read chapters 5 & 6 Survey chapters, read summaries (one hour) Underline by section, review underlining. (one hour) 8:30 - 10:30 Library - 3rd floor Spanish - study chapter 4 Study grammar (half hour) Make flash cards (half hour) Write out exercises (one hour) 10:30 Head for home Rev 6/2018 Nursing Readiness-Workflow Management 60
- 61. Weekly Schedule Rev 6/2018 Nursing Readiness-Workflow Management 61
- 62. Monthly Calendar Rev 6/2018 Nursing Readiness-Workflow Management 62
- 63. Exercise Schedules What challenges have you had so far meeting school deadlines? Rev 6/2018 Nursing Readiness-Workflow Management 63
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- 65. Attention Management Vs Time Management Attention • Looks at productivity • Looks at goals Time • Looks at availability • Looks at getting it done Rev 6/2018 Nursing Readiness-Workflow Management 65
- 66. Interruptions Devices— •Schedule interruption •Email •Facebook •Texting People •Close door •Headphones •Do not disturb notice Environment •Headphones •Music •Change location Personal—day dreaming •Schedule breaks •Change tasks Rev 6/2018 Nursing Readiness-Workflow Management 66
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- 68. Procrastination •Avoiding tasks that need to be done •Rationalizing •I work better under pressure •I need more information •I am too stressed •I need some fun •It is not important •_____ is to blame Rev 6/2018 Nursing Readiness-Workflow Management 68
- 69. Reasons for Procrastination Simple reasons •Difficulty •Time-consuming •Lack of knowledge or skill •Fears Complex reasons •Perfectionism •Anger/hostility •Low frustration tolerance •Self-downing Rev 6/2018 Nursing Readiness-Workflow Management 69
- 70. Overcoming Procrastination •Look at the reasons you procrastinate •Find the triggers for procrastinations and substitute the behavior •Look at the consequences •Organize yourself Rev 6/2018 Nursing Readiness-Workflow Management 70
- 71. Exercise Procrastination •Why do you procrastinate? Rev 6/2018 Nursing Readiness-Workflow Management 71
- 72. Summary • Workflow management reduces stress and increases effectiveness • Managing time for school requires determination and planning • Clear goals determine priorities and how they are achieved. • Creating a realistic schedule helps prevent procrastination and encourages timely completion of tasks • Good planning reduces stress and increases success • Always have backup plans • Always include time for review for each subject each day. • Study is 7 days a week Rev 6/2018 Nursing Readiness-Workflow Management 72
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- 74. Resources—Values and Vision • 7 Steps to discovering Your Personal Core Values https://scottjeffrey.com/personal-core-values/ • How to Identify your Personal Values http://www.pitlanemagazine.com/morals-values-and- norms/how-to-identify-your-personal-values.html • Visions Over Goals https://www.artofmanliness.com/2016/01/04/visions- over-goals/ • Clarity of Vision: The First Step in Goal Setting https://www.coachingpositiveperformance.com/clarit y-of-vision-the-first-step-in-goal-setting/ Rev 6/2018 Nursing Readiness-Workflow Management 74
- 75. Resources—Priorities • Warren Buffett’s 5-Step Process for Prioritizing True Success (and Why Most People Never Do It) https://liveyourlegend.net/warren-buffetts-5-step- process-for-prioritizing-true-success-and-why-most- people-never-do-it/ • Big Ideas Refine Your Life Worksheets http://experiencelife.com/wp- content/uploads/2012/11/Big-Ideas-Refine-Your-Life- worksheets.pdf • Priorities with Purpose https://static1.squarespace.com/static/55d4328be4b02 32c1e52a450/t/58402dc1e58c62959c4b9405/1480601 026009/Worksheet+1.2.pdf Rev 6/2018 Nursing Readiness-Workflow Management 75
- 76. Resources—Goals •SMART Goals: How to Make Your Goals Achievable https://www.mindtools.com/pages/article /smart-goals.htm •Writing SMART Goals http://www.hr.virginia.edu/uploads/docu ments/media/Writing_SMART_Goals.pdf •Goal Setting: A Fresh Perspective http://www.oracle.com/us/%20media1/go al-setting-fresh-perspective-ee- 1679275.pdf Rev 6/2018 Nursing Readiness-Workflow Management 76
- 77. Resources—Time Management •Time Management Training Doesn’t Work https://hbr.org/2015/04/time- management-training-doesnt- work •How To Manage Your Time Effectively https://www.kent.ac.uk/careers/sk /time.htm Rev 6/2018 Nursing Readiness-Workflow Management 77
- 78. Resources—Covey •6 Popular Time Management Systems HTTP://WWW.MYTIMEMANAGEMEN T.COM/TIME-MANAGEMENT- SYSTEMS.HTML •A Quick Primer on Covey http://www.sass.umn.edu/pdfs/II%20S elf%20Awareness/Time%20Manageme nt%20Awareness/A%20Quick%20Prim er%20on%20Covey.pdf Rev 6/2018 Nursing Readiness-Workflow Management 78
- 79. Resources—GTD Method •GTD METHODOLOGY HTTP://GETTINGTHINGSDONE.CO M/ •Productivity 101: A Primer to the Getting Things Done (GTD) Philosophy http://lifehacker.com/productivity- 101-a-primer-to-the-getting-things- done-1551880955 Rev 6/2018 Nursing Readiness-Workflow Management 79
- 80. Resources—The Now Habit •The Now Habit: Overcoming Procrastination and Enjoying Guilt-Free Play http://lifehacker.com/5658620/the- now-habit-overcoming-procrastination- and-enjoying-guilt-free-play •Ten Steps to Cultivate the Now Habit https://www.scotthyoung.com/blog/2007/ 07/26/ten-steps-to-cultivate-the-now- habit/ Rev 6/2018 Nursing Readiness-Workflow Management 80
- 81. Resource Pomodoro Technique •The Pomodoro Technique http://cirillocompany.de/pages/pomodoro -technique/ •Productivity 101: A Primer to The Pomodoro Technique http://lifehacker.com/productivity-101-a- primer-to-the-pomodoro-technique- 1598992730 •The Pomodoro Technique Worksheet https://www.flippingheck.com/flippomod oro-free-pomodoro-printable-planner/ Rev 6/2018 Nursing Readiness-Workflow Management 81
- 82. Resources-Eat the Frog •Eat That Frog http://www.ncsrc.net/sites/defa ult/files/Eat%20That%20Frog.pdf •Eat the Frogs First – A Guide to Prioritizing http://www.lifehack.org/articles /productivity/eat-the-frogs-first- a-guide-to-prioritizing.html Rev 6/2018 Nursing Readiness-Workflow Management 82
- 83. Resources-Circadian Rhythms •A Time to Remember: The Role of Circadian Clocks in Learning and Memory https://www.ncbi.nlm.nih.gov/pmc/article s/PMC4385793/ •What Role do Circadian Rhythms Play in Learning and Memory? https://www.omicsonline.org/open- access/what-role-do-circadian-rhythms- play-in-learning-and-memory-2155-9562- 1000367.php?aid=71626 Rev 6/2018 Nursing Readiness-Workflow Management 83
- 84. Resources—Study Environment •Finding a Good Place to Study http://www.educationcorner.com/study- location.html •The Effects of Different Types of Music on Cognitive Abilities http://library.wcsu.edu/dspace/bitstream/0/456 /1/harmon.pdf •Do Or Don't: Studying While Listening To Music https://www.uloop.com/news/view.php/14957 0/Do-Or-Dont-Studying-While-Listening-To Rev 6/2018 Nursing Readiness-Workflow Management 84
- 85. Resources—Task Management •Task analysis http://www.usabilitynet.org/tools/taskanalysi s.htm •Task Analysis https://www.usability.gov/how- to-and-tools/methods/task-analysis.html •Cognitive Task Analysis: Current Research http://web.mit.edu/16.459/www/CTA2.pdf •Cognitive Task Analysis: Mapping the Performance http://www.nwlink.com/~donclark/hrd/isd/co gnitive-task-analysis.html Rev 6/2018 Nursing Readiness-Workflow Management 85
- 86. Resources-Interruptions •How to manage interruption in study, work http://careersplay.com/how-to-manage- interruption-in-study-work/ •The Cost of Interrupted Work: More Speed and Stress https://www.ics.uci.edu/~gmark/chi08- mark.pdf •Work interrupted: A closer look at the role of interruptions in organizational life http://citeseerx.ist.psu.edu/viewdoc/download? doi=10.1.1.304.9791&rep=rep1&type=pdf Rev 6/2018 Nursing Readiness-Workflow Management 86
- 87. Resources—Procrastination •Understanding procrastination http://www.sas.calpoly.edu/d ocs/asc/ssl/Procrastination.pd f Rev 6/2018 Nursing Readiness-Workflow Management 87
- 88. Resources-Scheduling •Time Management: Creating and Using a Schedule http://www.marquette.edu/counse ling/documents/TimeManagement andProcrastinationHandout.pdf •Time Management Schedules http://www.sas.calpoly.edu/asc/ssl /timemgmt-schedules.html Rev 6/2018 Nursing Readiness-Workflow Management 88