Have you ever heard the phrase “If you want something done, ask a busy person”? It’s a phrase which has been attributed to a number of individuals, particularly Benjamin Franklin. But what does it really mean? Surely it can’t mean give it to the person who’s working at capacity because they’ll fit it in somehow? Perhaps what it means is that some people can actually achieve more in one day than others; does that sound more logical?

But as we all know, there are only so many hours in one day! So what do we do? After all, we all know we should “never put off till tomorrow what can be done today” – another phrase attributed to many, mainly Oscar Wilde. But this phrase is logical, isn’t it? Why would you leave something for the next day, when you know you could complete the task that same day?

What it really comes down to is the ability to prioritise, effective time management and focusing on what needs to be done. Now I know it’s not as simple as that, having sat in the PM chair myself. You’re constantly interrupted by people, phone calls and emails throughout the working day, so achieving anything in one day could be seen as an achievement. But there are ways in which you can make your day more productive. I’m not going to talk about delegation, that’s the subject of another blog, but don’t rule it out as it will help you ‘get stuff done’.

Let’s take it back to basics. Now I for one tend not to use paper and pen any more; it’s not that I’m an eco-warrior, I just prefer to add my tasks to my computer and then I can access them from any device. So why not try adding your tasks to Outlook; it enables you to enter the details of the task, set due dates, reminders and give it a priority! Other operating systems are available.

I know you’re thinking, if only it were that simple. Not for one minute do I think the role of PM is simple, far from it. It’s complex, stressful at times and often you’re left spinning several plates at once. Which makes the notion of ‘writing tasks down’ much more beneficial. How? Well, for one, you don’t have to try and remember everything; there’s only so much one can remember! It will help you focus; you’ll know what to do and when it needs to be done by. And, what could be better, you’ll be able to see your list getting smaller as you tick off tasks when you complete them – it can give you a feeling of accomplishment.

How do you make it work? We probably all have a different approach to prioritising our tasks. Have you a proven strategy? It all comes back to time. To be able to prioritise effectively, you need to take the time to plan how you’re best going to use your time. Don’t worry, you’re not chasing your tail or going around in circles, you just need to take some time at the start of the day to review your tasks and add to the list if necessary, before you continue with your day.

You’ll need to structure your workload. You may find it useful to group tasks which are of a similar nature together; this will enable you to focus on one topic, such as finances, thereby ensuring you do everything you need to do before you move onto another subject. Whatever you do – and I’m sure we’re all guilty of it – don’t let your inbox steer your day. Take time to regularly check your emails, but if you’re working on a complex or time-sensitive project or task, turn off email notifications (just remember to turn them back on later!) and leave the inbox alone, until you’re ready to tackle the ever-increasing number of emails!

We all know that every day in general practice is like no other. You’ll plan to complete tasks 9, 10 and 11 but before you know it, Mr Reid has been in to complain about the lack of appointments for his father Peter. Then there was Dr Meyer, who asked you to walk with him as he wanted to discuss offering a partnership to the salaried GP Dr Marco Gabbiadini. On top of that, the CCG wants to discuss collaborative working, and your practice nurse Duffy would like to talk about training for HCAs. So you’ll need to plan for interruptions too. It’s not unacceptable to say to your team that you need to work on project X, so you’re not available unless it’s urgent for the next two hours. This will help you gain momentum and focus on the task in hand until you’ve done what you need to do.

I referred to spinning plates earlier and that’s what multi-tasking can feel like if you don’t control it. It’s fine to plan to tackle a number of tasks in one day, just not at the same time (unless of course there’s an obvious crossover); give each task the focus it needs, for the time that is required, until you’re comfortable to move onto the next one. That’s the key to successful multi-tasking.

Finally, with all that you do, give yourself enough time to achieve it. If you haven’t done a particular task before, allocate yourself plenty of time to do it – allow more than necessary just to be sure. In doing so, you won’t feel the pressure to achieve so much in so little time!

Those were just a few tips and suggestions to help you plan your day and hopefully increase your productivity whilst reducing the stresses and pressures placed on you as you tackle everyday life in the fast-paced environment of general practice. It feels apt to summarise with a quote: “He who every morning plans the transactions of that day and follows that plan carries a thread that will guide him through the labyrinth of the most busy life” – Victor Hugo.

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