Every day we come into the office and move papers and look at emails until the phone starts ringing. Then all the needs and crises start driving our activity. This flood of requests and demands challenge anyone to “Keeping the main thing, the main thing.”
The first job, of course, is keeping the hospital running and the patients safe. The “Main” thing is to prioritize all those requests for service based on how they will affect your primary goals.
Secondly to plan and coordinate the actions of your staff and your requisitioners to be able to meet their needs. And thirdly, to diplomatically communicate to the customers and your staff what needs to be done, when and how it can best be accomplished.
Paperwork Can Become Time Consuming and Over Whelming
Unfortunately handling a lot of paperwork comes with every job. Whether you print out the email requests for service or the work orders or the purchase orders all these pages tend to pile up on the desk.
According to PricewaterhouseCoopers, the average organization spends about $20 in labor to file each paper document, approximately $120 in labor searching for each misfiled document, and $220 in re-creation of a document.
A study conducted by Deloitte & Touche in the early 1990s found that U.S. managers spent an average of three hours a week looking for paper that had been misfiled, mislabeled, or lost.
IDC research estimated that the typical enterprise with 1,000 knowledge workers wasted $2.5 to $3.5 million per year searching for information and re-creating lost documents.
Considerable time is still wasted and used inefficiently in managing paper documentation, especially when a high percentage of the data is created, stored and generated electronically.
Streamline Your Process and Eliminate Paper Shuffling
One system that helps clear your desk and your mind is to have four trays or defined areas to put these forms representing your responsibilities.
- To Do tray: First throw everything that needs to be done in one place where you can prioritize and find it when it is time for action to be taken.
- To File tray: Put the jobs and all their paperwork that have been handled here and not back on your desk to avoid shuffling through tasks that are complete.
- To Read tray: Magazines, articles and non-urgent mail gets immediately stashed in this area. After all the urgencies of the day are organized, you can go through this pile to see if there is anything that merits your attention.
- A big waste basket. Some people recommend a big wastebasket because it has a psychological effect of needing to be filled. Based on the studies above, much of what comes to your desk can be dealt with online or discarded without affecting your mission and not complicating finding important stuff.
Even if it seems the phone and the computer dominate our time, the effect of a clean desk and orderly priorities allow your mind and your staff to work methodically on the tasks that keep the hospital running and the staff satisfied.
CHT provides a state of the art Medical Gas compliance system Vitaleyez, that can be completely operated online.
But if you like the confidence of paper reports the system will generate them for you on demand. In fact, many of our clients have us keep their binders up to date so they have less paper laying on their desk.