As a practice manager, you’re no stranger to stress. But as year-end approaches, the pressure can reach new heights. With deadlines to meet, budgets to balance, and patients to care for, it can be all too easy to put your own well-being on the back burner. However, neglecting your own self-care can actually make you less effective in your role, leading to burnout and even physical illness.
That’s why it’s crucial to prioritise your own self-care during this busy time. In this article, we’ll share tips and techniques to help you manage your tasks, reduce overwhelm, and prioritise your own well-being. From writing it all down to eating the frog, these strategies will help you stay focused and productive while also taking care of yourself. So grab a pen and paper (or your favourite task management app) and let’s get started.
Write It Down: How a To-Do List Can Reduce Year-End Stress
One of the simplest and most effective ways to manage your tasks and reduce stress is to write them down. By getting all of your to-dos out of your head and onto paper (or your favourite task management app), you free up valuable mental space and reduce the risk of forgetting something important. Plus, there’s something deeply satisfying about crossing an item off a list!
But not all to-do lists are created equal. To get the most out of your list, follow these tips:
- Break down large tasks: If you have a big project looming over your head, it can be overwhelming to see it on your list as a single, daunting item. Instead, break it down into smaller, more manageable tasks. For example, instead of “Complete year-end financial report,” you might break it down into “Gather financial data,” “Create charts and graphs,” and “Write report.”
- Categorise by priority: Not all tasks are created equal, so it’s important to prioritise them accordingly. Use a system that works for you, such as labelling items as high, medium, or low priority, or assigning them numerical values. This will help you focus your energy on the most important tasks first.
- Keep it flexible: Your to-do list is a tool to help you manage your tasks, not a rigid set of rules. Be willing to adapt and adjust your list as needed, depending on changing priorities or unexpected challenges.
- Use technology to your advantage: If you prefer a digital approach, there are plenty of task management apps and tools available to help you stay organised. Some popular options include Planner in Teams, Todoist, Trello, and Asana.
By creating a comprehensive, well-organised to-do list, you’ll be better equipped to manage your tasks and reduce stress as year-end approaches. So grab a pen (or your smartphone) and start listing! Here’s a quick, hypothetical example of how we would tackle this ourselves:
- Step 1: Brainstorm all the tasks that need to be completed before year-end, from financial reporting to staffing schedules to patient outreach.
- Step 2: Break down large tasks into smaller, more manageable tasks. For example, “Complete year-end financial report” might become:
- Gather financial data
- Create charts and graphs
- Write report
- Review report with team
- Step 3: Categorise tasks by priority. Some tasks may be time-sensitive, while others can wait until after year-end. Label items as high, medium, or low priority, or assign them numerical values.
- Step 4: Organise tasks by category or deadline. Depending on your personal preferences, you may prefer to group tasks by theme (e.g. financial reporting, staffing, patient outreach) or by due date.
- Step 5: Use a tool to manage your list. Whether you prefer pen and paper, a digital task management app, or a whiteboard, make sure your list is easily accessible and easy to update.
- Step 6: Stay flexible. Your to-do list is a living document, so be willing to adapt and adjust as needed. Priorities may shift, unexpected tasks may arise, and deadlines may change. By keeping your list up-to-date and flexible, you’ll be better equipped to manage your tasks and reduce stress as year-end approaches.
Prioritising Like a Pro: Tips for Managing Your Year-End Tasks
As year-end approaches, it’s more important than ever to prioritise your tasks and manage your time effectively. With so much on your plate, it can be easy to feel overwhelmed and unsure where to start. By mastering the art of prioritisation, however, you can tackle your year-end tasks with confidence and ease.
One of the first steps to effective prioritisation is identifying the difference between urgent and important tasks. Urgent tasks are those that require immediate attention, while important tasks are those that have a long-term impact on your practice. By prioritising important tasks over urgent ones, you can focus on the bigger picture and ensure that your practice is set up for success in the long run.
Another helpful tool for prioritisation is the Eisenhower matrix. This matrix divides tasks into four quadrants based on their urgency and importance:
- Quadrant 1: Urgent and important tasks that require immediate action
- Quadrant 2: Important but not urgent tasks that can be scheduled for later
- Quadrant 3: Urgent but not important tasks that can be delegated to others
- Quadrant 4: Not urgent and not important tasks that can be eliminated or postponed
You’ve got your list of tasks you need to do already, so by running them through the Eisenhower matrix one-by-one, you can start to make this list feel more surmountable. If quadrant 3 and 4 end up quite full – congrats! You’ve immediately got less to do.
Ultimately, effective prioritisation is about focusing your time and energy on the tasks that matter most to your practice’s success. By identifying your priorities and using tools like the Eisenhower matrix, you can manage your year-end tasks with confidence and ease.
Make Time for What Matters: The Benefits of Time Blocking
Time blocking is an effective technique for managing tasks and reducing stress during busy times, such as year-end. By allocating specific time slots for different activities, you can ensure that you make progress on all of your tasks without feeling overwhelmed or distracted.
One of the key benefits of time blocking is that it helps you to be more intentional with your time. Instead of constantly switching between tasks, you can focus on one thing at a time and make steady progress. This can help to reduce stress and anxiety, as you feel more in control of your workload.
To effectively time block, start by taking the tasks you’ve already run through the Eisenhower matrix and start setting aside specific time slots for each one. Be realistic about how long each task will take, and factor in breaks or buffer time to avoid overloading your schedule. You can use a physical planner, a digital calendar or a time blocking app to help you stay organised and on track.
Remember to also schedule time for self-care activities, such as exercise, meditation or spending time with loved ones. By prioritising these activities, you can ensure that you maintain a healthy work-life balance and avoid burnout.
By being intentional with your time, you can stay focused, productive and in control! You’ll be amazed how organised and in control you will feel by simply having a series of tasks entered into a calendar, rather than a stack of loose thoughts in your head.
Eat the Frog: Tackling Your Toughest Tasks for Maximum Productivity
(NB. from the Legal Team, Enhanced Primary Care does not encourage the eating of actual frogs. The frogs described above and below are figurative frogs.)
Look, calendars are not for everyone. The hourly deadlines are enough to drive some people mad, but it’s worth giving it a go to see if it establishes a sense of control.
However, there is one method of prioritising for productivity that is fairly universal.
It’s no secret that we all have those tasks on our to-do list that we dread doing. We put them off and push them back until the last possible moment. But what if I told you there was a technique to help you tackle those tough tasks head-on? It’s called “eating the frog,” and it might just be the solution you need to boost your productivity and reduce procrastination.
Of course, eating the frog is easier said than done.
A big warty frog isn’t something you’re going to be looking forward to eating. But imagine you absolutely HAD to eat 1 frog every day. You could plead and bargain with yourself, maybe even promise yourself that you will catch up on your frog eating and eat two tomorrow. But you didn’t want to eat the frog today, and you definitely won’t want to eat two tomorrow. So the premise of this technique is just to get on with it and chomp that frog down. First thing. No questions.
In real terms, the concept is simple: tackle your most challenging task first thing in the morning, when you have the most energy and focus. By getting it out of the way early, you’ll free up mental space and reduce the urge to procrastinate. Plus, you’ll experience a sense of accomplishment that can motivate you to tackle the rest of your to-do list.
It can be intimidating to face a big, complex task first thing in the morning. That’s why it’s essential to break it down into smaller, manageable steps. Take a few minutes to plan out how you’ll approach the task, and consider using positive self-talk to build your confidence.
You might find by breaking the task into smaller parts, you end up with even more frogs than before! Oops! But these frogs are smaller and easier to eat, so overall a better experience! Just make sure to eat the biggest frog first, before chowing down on the smaller ones.
Remember, eating the frog isn’t just about tackling the toughest task on your list. It’s also about building momentum and setting a positive tone for the rest of your day. By starting with a win, you’ll be more motivated and focused to tackle the rest of your to-do list.
And Breathe – It’s Year-End, But It’s Not Your-End!
Congratulations, you made it to the end of this article! I hope you’re feeling a little more prepared to tackle the year-end madness that’s upon us. Remember, taking care of yourself and managing your time effectively is key to reducing stress and increasing productivity.
By writing everything down, prioritising tasks, time blocking, and “eating the frog,” you can break through the overwhelm and achieve your goals. And if you find yourself struggling, just remember to take a deep breath, grab a cup of tea (or your beverage of choice), and remind yourself that you’ve got this!
So go ahead, take a break, pat yourself on the back for making it through this article, and get started on that to-do list. With these tips in your arsenal, you’re ready to tackle anything that comes your way. Best of luck, practice managers!
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