Unlock the Power of a Second Brain: 5 Game-Changing Productivity Tips for Busy Doctors

Today, we're talking about productivity. Being a doctor comes with a lot of responsibility. One perhaps unexpected responsibility is the administrative workload, which can quickly bog you down. It can be a struggle to keep up with the constant stream of emails, patient notes, and other paperwork that piles up on your desk. Through medical school, residency, fellowship and now as an attending orthopaedic surgeon with a busy academic practice, I've streamlined my approach to make myself as efficient as possible. Here are my top 5 productivity tips for doctors to keep you on-track so you can build a successful career.

Here are the 5 productivity tips for doctors and medical professionals:

1. Master your calendar for effective time management

2. Streamline your workflow with automation

3. Digitize your memory to boost productivity

4. Optimize and one-touch your email

5. Supercharge your productivity with the Productivity Planner To-Do List model

Tip #1 - Time Management Mastery: How to Use Calendars to Stay On Top of Your Game

Time management is critical for success in any field, but especially in medicine, where it can feel like a constant juggling act between seeing patients, adminstrative work, academics and research, and maintaining some semblance of a personal life. However, with the right tools and strategies, you can take control of your schedule and make the most of your time. One of the most effective tools for time management is a calendar. With the widespread availability of digital calendars, they are more powerful than ever. A digital calendar can sync across devices, send reminders, and allow you to easily schedule and reschedule appointments. Here are some tips for using a calendar to maximize your productivity:

1. Choose the right calendar app: There are many different calendar apps available, each with its own set of features. Some popular options include Google Calendar, Apple Calendar, and Outlook Calendar. Try a few out to find the one that works best for you. I personally use outlook that allows me to sync both gmail and apple calendars from work

2. Keep it up to date: A calendar is only useful if it is accurate and up to date. Make sure to add new appointments as soon as you schedule them and update your schedule as necessary. Outsource your scheduling to your assistants and apps like Calendly so that this process becomes automated.

3. Block off time for important tasks: One of the keys to effective time management is to block off specific chunks of time for important tasks. This includes studying, clinical rotations, and even exercise or personal time. By scheduling these tasks into your calendar, you are less likely to overlook them or let them fall by the wayside.

4. Set reminders: Most calendar apps allow you to set reminders for appointments or tasks. This is especially useful for deadlines or time-sensitive tasks.

5. Sync across devices: With a digital calendar, you can access your schedule from your phone, tablet, or computer. This allows you to stay on top of your schedule no matter where you are.

Tip #2 - Streamline Your Workflow: The Power of Process and Automation

It's crucial to streamline your workflow and automate as much as possible. One way to do this is by creating processes for common tasks that you can automate with technology.

Many EMRs have built in automation features and many more apps are available either for personal use or to fill in the holes the EMR leaves. Doctors should use automation in the following ways:

1. Appointment scheduling: Make use of your EMRs scheduling and confirmation tools to allow patients to book their appointments online, reducing the time spent on phone calls and emails.

2. Billing and payments: Most EMRs have their own built in billing software, which are very cost effective. Other options include apps like Dr. Bill, that takes a percentage of your billings but have the ability to process rejections.

3. Dictations & Notes: Electronic templates have made dictation an ease, and when matched with dictation software like mModal or Dragon, provides a fast and hands-free way to keep your record keeping simple and effective

4. Reminders: Your brain is for processing, not storage, so make use of apps like ToDoist to help prioritize and remind you of tasks and due dates.

5. Scheduling: Out source your scheduling with apps like Calendly. This will help whoever does your scheduling (yourself vs. your MOA) to better streamline the process.

Overall, automation can be a game-changer for busy medical professionals looking to streamline their workflow and save time. By implementing processes and using technology to automate tasks, you can focus on what matters most: patient care.

Tip #3 - Boost Your Memory and Productivity: Digital Note Taking for Busy Doctors

Digital note taking is a powerful tool that can help you stay organized and retain more of what you're learning and planning.

There are many different digital note-taking tools available, from simple text editors like Notepad or Evernote to more complex tools like OneNote. My personal favourite is MilaNote because it allows me to keep all my academic activites as well as my content creation in a single space. The key is to find a tool that works for you and fits your workflow.

Some of the benefits of digital note taking include:

• Easy organization: You can organize your notes by topic, course, or date, making it easy to find what you're looking for.

• Searchability: With digital notes, you can quickly search for specific keywords or phrases, making it easier to find relevant information.

• Collaboration: Many digital note-taking tools allow you to share your notes with others, making it easy to collaborate on projects or study groups.

To get the most out of digital note taking, it's important to establish a consistent system for organizing and categorizing your notes. This will make it easier to find and review your notes when you need them.

Tip #4 - Master Your Inbox: How to Optimize Your Email for Maximum Efficiency

We all know that emails can get overwhelming. By mastering your inbox and optimizing your email for maximum efficiency, you can save time, reduce stress, and focus on what really matters. "One-touching" is a key streamlining concept and refers to the practice of dealing with each email only once. So, how can you one-touch your email and become an email efficiency master? Here are some tips to get you started:

1. Set clear goals and priorities for your email. Before you even open your inbox, take a moment to think about what you need to accomplish. Do you need to respond to urgent patient inquiries? Do you have an upcoming conference to prepare for? By setting clear goals and priorities, you can quickly identify which emails require your immediate attention and which can wait.

2. Keep your inbox organized. A cluttered inbox can be overwhelming and lead to missed messages. Create folders for different types of emails, such as patient inquiries, administrative tasks, and medical updates. Use filters to automatically sort incoming messages into the appropriate folders.

3. Use templates and canned responses. If you find yourself typing the same email responses over and over again, consider creating templates or canned responses. This can save you time and ensure that your messages are consistent and professional.

4. Limit your email time. It can be tempting to constantly check your email throughout the day, but this can lead to distractions and decreased productivity. Instead, set aside dedicated time slots for checking and responding to email. Consider turning off email notifications during other parts of the day to minimize interruptions.

5. Emails that can be dealt with later can be placed into your to-do list (see below) or an app like Instapaper.

The benefits of "one-touching" your email extend beyond just saving time – you'll also reduce stress and improve your overall well-being, which can ultimately lead to better patient care.

So, take control of your inbox today and start mastering your email for a more productive and fulfilling career as a doctor.

Tip #5 - Supercharge Your Productivity: The Productivity Planner Model for Creating a Killer To-Do List

To-do lists are a classic productivity tool, but not all to-do lists are created equal. The Productivity Planner model is a powerful approach to creating a to-do list that actually helps you get things done. This model focuses on identifying the most important tasks and breaking them down into actionable steps. Here's how it works:

1. Start with a brain dump: Before you can create a to-do list, you need to get everything out of your head. Write down all of the tasks, big and small, that you need to complete.

2. Identify the most important tasks: Not all tasks are created equal. The Productivity Planner model encourages you to identify the most important tasks that will have the biggest impact on your goals. These tasks are often referred to as "MITs" or "Most Important Tasks." If you like digital apps, the Todoist is a great app that replicates that.

3. Break down MITs into actionable steps: Once you have identified your MITs, break them down into specific, actionable steps. This helps to make the task feel less overwhelming and more manageable.

4. Schedule your tasks: Once you have your list of actionable steps, schedule them into your calendar. This ensures that you are making progress on your most important tasks and not just getting bogged down in busywork.

5. Review and reflect: At the end of each day, take a few minutes to review what you have accomplished and reflect on what you could do better. This helps you to continually improve your productivity and stay focused on your goals.

Make Use of Your Second Brain

You're busy, and your administrative burden can be taxing, so it's essential to take control of your productivity and maximize your time to ensure you deliver the best possible care to your patients. By implementing the 5 game-changing productivity tips covered in this article, you'll be able to unlock the power of a second brain, streamline your workflow, and achieve more with your time. Remember to focus on your process, flow, and automation, utilize digital note-taking for efficient recall, optimize your email to save time, use calendars to manage your schedule, and create killer to-do lists using the productivity planner model. By incorporating these techniques into your daily routine, you'll be on your way to a more productive and successful medical career. Start today, and see the results for yourself.

Let me know in the comments your best productivity tips.