Master Primary Care Workload Management: Stop Firefighting and Get Things Done

Introduction: Tackling Primary Care Workload Management

Are you a Practice Manager or GP Partner constantly feeling like you’re putting out fires? If so, you’re not alone – many primary care professionals face the challenge of managing their workload effectively. In this article, we’ll explore practical strategies for primary care workload management to help you regain control of your day and make more progress on those crucial tasks that often get overlooked.

We talked previously about managing year-end stress, but lots of these helpful tips apply year-round! So take a good read on and start getting this done, managing your workload and ultimately coming up trumps for your practice.

Sometimes primary care can feel like constantly fighting fires.

Find the Right System for Primary Care Workload Management

To tackle your workload effectively, you need a system that works for you. The key to success is having all your to-do’s in one place – every single one of them. This might seem daunting at first, but the right tool can make all the difference. Many people prefer electronic tools for their numerous advantages (backups, prioritisation, alerts, etc.), while others might opt for a trusty notebook. Whether you choose an electronic solution or a simple notebook, ensure it meets your primary care workload management needs.

Choosing the Right Tool:

• Electronic tools: Asana, Trello, Todoist, Microsoft To-Do – 
• Or Our Favourite Tool: Motion – An AI Exectutive Assistant!
• Traditional methods: Bullet journals, notebooks, planners
• From Zapier: The Best Productivity Apps for 2023

Whichever method you choose, the goal is to find a system that complements your workflow and makes it easy for you to stay organised. Here are some factors to consider when selecting the right tool for you:

1. Functionality: Make sure your chosen tool allows you to organise tasks, set deadlines, and add priority tags. This will help you stay on top of important tasks and allocate your time more effectively.
2. Accessibility: Whether you’re using an electronic tool or a notebook, ensure it’s easily accessible throughout the day. If you’re using an app, make sure it’s compatible with your devices and syncs across all platforms. If you’re using a notebook, keep it with you at all times so you can quickly jot down tasks as they come up.
3. Customization: Your task management system should be flexible enough to adapt to your specific needs. Look for tools that allow you to create custom categories, labels, or tags that align with your work style.

Once you’ve selected the perfect tool, it’s time to centralise all your tasks and take the first step towards regaining control over your workload. Start by transferring all your existing to-dos from post-it notes, A4 sheets, and various lists into your chosen system. As you do this, cross off each item on your paper versions to signify their transfer into your new, centralised task management hub.

By tailoring your task management system to your unique needs, you’ll be well-equipped to conquer your to-do list and bring order to the chaos of your daily responsibilities.

Mastering the Art of Listing: Organise and Streamline Your Tasks

Once you have selected your ideal task management tool, it’s time to compile every single to-do you have onto your list. This process might seem overwhelming initially, but it’s an essential step towards streamlining your workflow and regaining control over your work life.

Clear Your Desk and Declutter Your Mind:

1. Gather all your tasks from post-it notes, A4 sheets, and various notebooks.
2. Transfer each task to your chosen system, crossing them off on the paper version as you go.
3. If you have printed large documents like QoF updates, place them in a labelled “To-Do’s Paper” tray and add this to your task management system.

Take a moment to appreciate the newly contained chaos within your task management system and enjoy the uncluttered space on your desk!

Taming Your Email Inbox:

1. Create two new email folders: “Planned Work” and “For Information.”
2. Go through your inbox, adding emails that require more than 10 minutes of work to your task list. Copy and paste the subject line so you can easily find the email later, and add any necessary details or deadlines.
3. Move these emails to the “Planned Work” folder and any non-actionable emails to the “For Information” folder.

The goal is to have only emails that take less than 10 minutes to respond to in your inbox. Take the time to reply to these emails and enjoy the newfound white space on your inbox screen.

This process of listing and organising your tasks will help you create a centralised system, ensuring that you never miss a deadline or overlook an important task again. By decluttering your workspace and taming your email inbox, you’ll set yourself up for greater productivity and success in the workplace. We’ve previously talked about the importance of self-care in primary care, and streamlining your work like this can contribute to that!

Prioritizing Tasks for Effective Primary Care Workload Management

Now that you have all your tasks listed, it’s time to prioritize them using the Eisenhower system. This is a crucial step in stopping the firefighting and implementing effective primary care workload management:

The Eisenhower Matrix:

• Urgent and Important (UI)
• Not Urgent but Important (NUI)
• Urgent but Not Important (UNI)
• Not Urgent and Not Important (NUNI)

Ideally, your task management tool should have a tagging or grouping system to help you categorise your tasks. If not, add the priority designation to the beginning of each task name.

Rethinking Your Priorities:

1. Sort your tasks by priority.
2. Evaluate the NUNI tasks – should they even be on your list? If not, complete or remove them.
3. Review the UNI tasks. Are they truly urgent, or can they be delegated? Complete or delegate these tasks as needed. Delegation can be a huge part of keeping on top of your priorities – remember how we wrote about becoming an empowering coach rather than a superhero!

You’ll be left with UI and NUI tasks. UI tasks tend to be more pressing, while NUI tasks often require strategic thinking and have a long-term impact. By prioritising your tasks, you’ll create a strong foundation for productivity and prevent unnecessary firefighting.

Time Blocking: A Key Strategy for Primary Care Workload Management

Time blocking is the key to staying on top of your workload and making progress on those important, non-urgent (NUI) tasks. Forbes have been writing about it for years! This technique involves scheduling specific times for each task in your calendar, helping you stay focused and accountable. Here’s how to start time blocking effectively:

• Schedule Breaks and Planning Time:

1. 1. 1. Add a 30-minute lunch break to your daily schedule. Taking a break will boost your productivity.
      2. Schedule 20-minute breaks in the morning and afternoon for personal time or team check-ins.
      3. Block the last two hours of your workweek for planning and review.

• Schedule NUI Tasks:

1. 1. 1. Identify when you’re most productive and allocate at least one hour per day for NUI tasks.
      2. Schedule these tasks during your most productive hours for the week.
      3. Add a “scheduled” tag to each task.

• Schedule UI Tasks:

1. 1. Fill the remaining time slots between meetings and breaks with UI tasks.
   2. Avoid leaving “just in case” time – focus on scheduling tasks.

Although your initial plan may not go perfectly, it’s crucial to stick to your schedule as much as possible. When you complete a task, update your calendar and mark it as complete. If something urgent arises and absolutely cannot wait, return to the last uncompleted item on your calendar and work through tasks in order. This approach will help you stay focused on NUI tasks and prevent constant firefighting.

Embrace the Process and Overcome the Firefighting Mindset

Adopting these strategies will undoubtedly bring challenges, but it’s essential to embrace the process and stay committed to your new approach. Here are some tips to help you overcome the firefighting mindset and stay on track:

1. Be Patient with Yourself – Understand that breaking old habits takes time. Don’t be too hard on yourself if you struggle initially – progress is incremental.
2. Prioritise and Delegate – Learn to recognize which tasks truly require your attention and which can be delegated to other team members. Empower your team to take on responsibilities and lighten your workload.
3. Reflect and Adjust – Regularly review your progress and make adjustments as needed. Identify what works and what doesn’t, and adapt your approach accordingly.
4. Celebrate Your Successes – Acknowledge your accomplishments, no matter how small. Celebrating successes will motivate you to stay committed to your new approach and inspire others to follow suit.

As you gradually implement these strategies, you’ll notice a shift in your mindset and approach to work. You’ll be able to better manage your workload and make progress on those essential NUI tasks, ultimately leading to a more fulfilling and productive work life in primary care.