Pedi edtech, Faculty Development Program Virginia Niebuhr, Patricia Beach, Mark Wolffarth, Mary Jo Urbani



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  • pedi.edtech, Faculty Development Program

  • Virginia Niebuhr, Patricia Beach, Mark Wolffarth, Mary Jo Urbani

  • (other team members not present: Anne Rudnicki, Schelli Gondesen

  • UTMB Department of Pediatrics

  • supported by a grant from:

  • US Dept. Health & Human Services, Health Resources and Services Administration, Bureau of Health Professions




“Yikes, how can this be happening”

  • “Yikes, how can this be happening”

  • a paired-participant activity





Impulsivity Disorder

  • Impulsivity Disorder

  • Inattention Disorder (aka No-Compulsion Disorder)

  • Narcissism

  • Avoidance Syndromes

    • avoiding real work
    • avoiding thinking – make someone else do the thinking
    • avoiding personal interaction
    • avoiding time to process
  • Head/Neck/Wrist Disorders



15-min each (facilitators rotate)

  • 15-min each (facilitators rotate)





Check often or once-daily?

  • Check often or once-daily?

    • Avoid being seduced into complex or interesting tasks outside your plans for the day!
    • Should I even peek?
    • Expectations for response time: not the same as phone or text
  • Top down or bottom up?

  • How many e-mail accounts?

    • Work
    • Personal correspondence
    • Personal ordering/registrations
  • Batched email reading time vs. as-they-arrive



    • Quick reply or action
    • To Do
    • Delete
    • Save/File
    • Mark as Unread (CTRL-U)


    • Efficient use of down-time
    • Short answer only
    • Can’t delete
    • Watch out for auto-correct
    • Be courteous
      • Avoid disengaging
      • Sounds generated can be annoying to others


Reply vs Reply to all

    • Reply vs Reply to all
    • Review all individuals already
    • on the string
    • Blind cc to self, others?
    • Be careful of long email strings


Two methods

  • Two methods

      • Reading Pane
      • Auto Preview












Never look at it? UNSUBSCRIBE

  • Never look at it? UNSUBSCRIBE



USE MEETING MANAGERS

  • USE MEETING MANAGERS

  • avoid multiple emails to schedule a meeting

    • Outlook “New Meeting”
      • Appointment
      • Scheduling assistant
      • Lync invitations
    • www.Doodle.com








DEAL WITH SPAM

    • DEAL WITH SPAM
    • Block sender
      • Highlight email  right-click  Junk Email  Block sender
    • Forward to institution spam manager
      • Spam@utmb.edu


Unsubscribe

  • Unsubscribe

  • Meeting managers

  • Deal with SPAM

  • Negotiate with senders

    • e.g. do you want this person to send a ‘thanks” each time to let you know email was received, or can you negotiate to skip this?
  • Avoid needless cc’s

  • Take care with REPLY vs. REPLY ALL





physical world  file cabinet.  

  • physical world  file cabinet.  

  • virtual world  use metadata and search. 

  • few folders all of your stuff.

  • QUICK VIDEO (3 minutes)

  • Microsoft’s Best Practices :



Stay on the Right Track

  • Stay on the Right Track



Microsoft’s Best Practices :

  • Microsoft’s Best Practices :

  • To: Me  Inbox

  • Meeting Requests  Inbox.

  • Defer Sent Items by one minute or longer

  • Contact Group  to a Contact Group folder.

  • Best Practices from Microsoft



Outlook Categories  virtually assign items to many different places. 

  • Outlook Categories  virtually assign items to many different places. 

  • Categorize items that must be done and can’t roll over to another day.

  • The big advantages is:

    • You can apply multiple categories to a single item — as opposed to filing, where items can live in only one folder at a time.
  • QUICK VIDEO (about 3 minutes)



What’s the best way to choose colors?

  • What’s the best way to choose colors?

    • Make it visually easy to see what needs to be done or what has been done
  • Over time, you will be able to look at your task list and determine just by color whether the task is presently actionable.



Why schedule time for myself?

  • Why schedule time for myself?

    • your free/busy information will be updated
    • people will be less likely to schedule you for that time.
    • this might be the only way you can get dedicated time to do your job.
    • It also helps you to make a commitment to doing work —
    • if you put it on your calendar, you should be committed to doing that work at that time.
    • If someone schedules over your work time, make sure to reschedule your time.
  • Don't let time get away from you!



Flags flexible in a variety of ways:

  • Flags flexible in a variety of ways:

  • If you don’t want to “do” a email task now, you can defer it with a flag. It automatically creates a task with custom flagged date.

  • Use the flags to mark tasks and emails as complete when appropriate.









Suggested InBox Folders

  • Suggested InBox Folders

  • 1To Do

    • for clinic
    • for course
  • Project A

  • Project B

  • Travel notes

  • Waiting for reply







For Inbox Folders or PST’s

  • For Inbox Folders or PST’s

  • like creating dividers for each of your file cabinets



Personal Folders

  • Personal Folders



THINK ABOUT SPACE



pst files: a Personal Storage Table (.pst)

  • pst files: a Personal Storage Table (.pst)

  • size of a .pst is not unlimited







CTRL-U (mark as unread)

  • CTRL-U (mark as unread)

  • Careful Subject Lines



Empty the trash

  • Empty the trash

  • Delete the large files

    • Sort on size
    • from INBOX, SENT, DELETED


SCHEDULE 30-min’s ON YOUR CALENDAR

  • SCHEDULE 30-min’s ON YOUR CALENDAR

  • CREATE two subfolders:

    • TO DO
    • SAVE
  • NOTE the # items in the Box

  • Start the timer

  • SORT

    • by FROM – decide whose can be deleted
    • or by DATE…do you want to delete any mail over X months?
  • DELETE the obvious

  • MOVE “Actionable” items

    •  TO DO (don’t do them, just move to a ToDo folder)
    •  SAVE (“Need to save” )
  • 8. NOTE the # items in the Box







  • www.utmb.edu/pediedtech/email/email.html



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