ADVANCE for Health Information Professionals ~ Are you Suffering from Super HIM Syndrome?

Faster than an unrealistic corporate deadline,

More powerful than the latest buns of steel workout,

Able to leap tall information piles in a single bound,

Look, it’s a man, it’s a woman, it’s an executive . . .

No, it’s Super HIM!

           If you are speed reading this article while life-cycling to CNN News, trying to ignore the ever present flashing on your answering machine while the meows of a famished feline grate on your one remaining nerve, chances are you’re suffering from the Super Health Information Management (HIM) Syndrome.

           Mounds of information processing, both at the office as well a home, leave little time for casual daydreaming. The present-day push for “the good life” far exceeds what Ozzie and Harriet could have ever believed to be the middle class dream. The days of nightly family dinners and evenings watching Ed Sullivan have been replaced with a generation of cyber families, faxing one another on laptop computers via cellular phones. Lives so full of activity and information, even the Beav would welcome nap-time.

           If one of you New Year’s resolutions is to utilize your time more efficiently, (and who among us could not benefit from that?) let us offer some simple suggestions of proven time management tools you can put into practice for a more productive 1996.

           First, implement a written approach for tracking daily activities. This allows you to visualize your day, week or month as you schedule appointments, check out the days “do-dos” or plan future projects. Any overlap in scheduled time is immediately apparent. This also serves as a deterrent for those who would like to fill your calendar for you. A simple, “I will have to check my calendar,” puts you in charge, even when being caught off guard by the frequent emergencies of life.

           Remember, poor planning on their part does not constitute an emergency on yours. (Just practice saying, “You want it when?” then grab your sides and your appointment book while giving way to a boisterous outburst of laughter.)

           If you are feeling adventurous, try your hand at a computerized day planner that combines your phone log, automatic dial, appointment schedules and to-do lists. There are several good ones on the market that are user-friendly and offer significant time saving features.

           No matter what you mechanical preference – computer technology or good ol’ pencil and paper – the written approach to scheduling life frees up your mind from constant worry and sporadic information retrieval. (Have you ever been at a stop light and realized you forgot to pick the dog up from the groomer – yesterday?)

           Your mind can concentrate on the issues at hand knowing important facts are logged, noted and within reach. Jotting down your “to-dos” also allows you to prioritize them according to importance or specific time they must be completed. By referring to this schedule often you can be certain nothing will fall through the cracks and Lassie will be safely at home for her evening Kibbles-n-Bits.

           However, if you find a particularly unappealing task appearing on your “to-do” list day after day, try making it a habit to perform dreaded, but required tasks first.

           This way they are completed (hopefully early in the day) leaving you with a positive sense of accomplishment and the rest of the day open to do those things that are more enjoyable. If you find yourself with too many dreaded tasks, practice delegating responsibilities, then follow-up only as needed.

           No one minds an occasional unpleasant chore but being the sole recipient can make even Lois Lane a bit testy. This may also mean you will need to master the art of saying “no” to those nonessential meetings, appointments or demands. An occasional “no” now and then can free up hours of potentially productive time and allow the luxury of scheduling previously nonexistent personal play time.

           Whether you are scheduled for work or play, always have a project with you. An unexpected 30 minutes stuck in traffic or waiting for a business meeting to begin can be used to your benefit to catch up on some HIM reading or peruse this week’s ADVANCE Newsmagazine. And remember to carry a tape recorder for those fleeting brilliant ideas that only materialize when you’re caught in afternoon rush hour traffic.

           Taking tow minutes for deep breathing and stretching (a particular necessity if you are at the computer for long periods of time) or closing your eyes, relaxing your leg and arm muscles and breathing deeply can make the other 58 minutes more productive. Alleviating the tension from particular muscle groups while working can have a positive overall benefit for the whole body.

           Try simple methods such as changing writing instruments often to relieve hand strain or consciously lowering your shoulder muscles while moving your head side-to-side slowly. Pay attention to your physical work habits and find what works for you to become a more efficient, productive and happier employee.

           As your organizational style improves so will your positive interaction with others. Replying promptly, but concisely, using electronic technology when possible becomes second nature. (Besides, it saves time and trees!) No more embarrassing missed meetings or delinquent reports.

           You can delegate responsibilities to those with the appropriate skills, making the office a more team efficient organization. And, above all, sustain a positive attitude.

           This can make the difference between wanting to come to work and having to come to work. Make the choice to see the world optimistically. How you think about something truly has an impact on the ultimate outcome. Your attitude and composure often speak louder than your words.

           Start a lousy day over more than once, if necessary. A couple of bad hours do not have to initiate a couple of bad days. Nip the negative before it has a chance to take root by consciously changing your thoughts and then physically moving your muscles. Get up and breathe! Start a new project or organize an old one. Your time is valuable and your attitude will determine how productive that time will be. Make the most of it.

           Then, relax at the end of your information processing day. Give yourself time to rejuvenate. Even the man of steel found it necessary to occasionally remove his red tights and cape to become mild-mannered Clark Kent. Dinner and a movie with Lois Lane made leaping tall building easy for a refreshed and revitalized Superman!