Maximize Efficiency and Achieve Work-Life Balance: The Time Priority Matrix for Physicians

An earlier version of this article appeared on this website in July, 2024

Do you ever finish the day feeling as if the time raced by, but instead of making meaningful progress on your goals, you’ve just been putting out fires?

If you’re feeling a constant surge of urgent issues layered on top of your daily responsibilities and opportunities, it can be hard to step back and decide what truly deserves your attention.

The Time Priority Matrix can help you to visualize not only where your time is going but how you are spending it. By sorting your daily activities into clear categories, you will discover how your attention is being directed, and where opportunities may exist to streamline, refocus, and make better use of this valuable and limited resource.

This framework is also known as the Eisenhower Matrix. Former US President Dwight D. Eisenhower didn’t create the idea, but he famously referenced Dr. Roscoe Miller, a former president of Northwestern University, when he said:

"I have two kinds of problems: the urgent and the important. The urgent are not important, and the important are never urgent.”

The matrix was later popularized by Stephen Covey in his landmark book The 7 Habits of Highly Effective People.  It’s often taught to business leaders, but the concepts can easily be applied to physicians and anyone else seeking to take back some control of time and attention.

How to Use the Time Priority Matrix

Quadrant I

Quadrant I tasks are both urgent and important. Ideally these are limited, but as a physician, these tasks are part of daily life.

The critically ill patient, the urgent report, the call from a worried family member. Many of these urgent and important demands are unavoidable and outside of your control. But sometimes there is a way to mitigate the urgency, and that's where Quadrant II comes into play.

Quadrant II

Quadrant II includes preparation, planning, and prevention. This is the quadrant of anticipation, which means troubleshooting before problems arise. It’s the foundation of preventive care.

You can also apply this idea to your own life. For example, if you're studying for your boards, setting aside a consistent amount of time each day over several months will take you much further than cramming in the final weeks before the exam. Similarly, when you’re learning a new skill or technique, consistently making time to practice it builds confidence and readiness.

Building trusting relationships with patients and colleagues also falls into Quadrant II. By investing time and effort early, you foster trust and collaboration. These qualities are difficult to build without preparation. Ultimately, that groundwork allows your care to be delivered more efficiently and effectively.

Work in this quadrant might not always be exciting or immediately fulfilling, but it will keep you on track to accomplish the goals that are meaningful to you.

You can apply Quadrant II ideas to your personal life as well. Consider your relationships, family, and other interests. What can you do to ensure that the things that matter to you outside of work are cared for and able to flourish?

Quadrant III

Quadrant III is more problematic. These tasks feel urgent, but they are not particularly important.

Physicians are often deeply familiar with this quadrant: interruptions, EHR redundancies, pre-authorization inefficiencies, certain meetings, and much of email communication. These demands can fragment attention and drain energy.

One helpful strategy here is working in focused “chunks,” a technique called task batching. By grouping similar tasks together, you’ll reduce context switching and improve efficiency. Setting and sticking to clear boundaries, like addressing non-urgent issues only at designated times, can also limit interruptions.

Delegation is another key Quadrant III strategy. Can routine paperwork be handled by someone else, leaving only physician-specific sections for you? Can your staff be empowered to manage simple patient requests or schedule visits without your input when an in-box message clearly requires more than a brief response, but doesn’t need emergency care? Reasonable delegation can easily save you an hour or more every day.

Quadrant IV

Quadrant IV is where you’re most likely to reclaim meaningful time and mental space. Mindless scrolling, low-value emails, watching random TV shows, and stressing over social media are good examples of this quadrant's activities.

Sometimes you need a little downtime, but being intentional with how you are spending it may help you to gain some well-earned margin for the things that matter most to you.

Reclaiming Your Time

Reflecting on how you’re using your time is a powerful exercise. The Time Priority Matrix gives you a practical framework for understanding and managing both your professional workload and your personal life more effectively. By mindfully prioritizing your tasks based on urgency and importance, you’ll enhance your productivity, improve your patient care, and create a healthier, more sustainable, and more fulfilling work-life balance.

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If you’ve enjoyed this article and would like to stay in the loop for more insights on creating a sustainable, fulfilling, and happy life as a physician, sign up for my newsletter or reach out on my website. I’d love to hear from you.

And if you’d like to schedule a complimentary introductory meeting with me, click the link below.

Define Your Values to Create Your Ideal Life a Physician

An earlier version of this article appeared on this website in January, 2023

Your values are integral to your identity. They’re the deeply personal forces that shape your decisions, your relationships, and the way you move through the world. And although your values are fundamental to who you are, it’s surprisingly easy to drift out of alignment with them. Responsibilities, expectations, and the sheer momentum of daily pressures can pull you off course.

When you take time to clarify and name your values, you may find that they readily crystallize into five or six core ideas. These become the anchors that bring your life meaning, purpose, and steadiness.

In this article, I’ll guide you through a simple exercise that will help you clarify your personal values. As your bring your values into the light, your awareness will sharpen and your decisions will start to feel more intuitive and connected. You’ll recognize which of your many opportunities are worth a wholehearted “yes,” which ones deserve a thoughtful “no,” and how to move toward your next step, even when the path seems rocky and untraveled.

First, Define Your Values

The first step towards living your values is to define them. This can feel a little unnecessary at first, since you likely know intuitively what matters to you. But putting a name to your values and seeing them written out in black and white can be surprisingly illuminating.

For this exercise, think of a value as a single word that captures an idea, a belief, or a way of being in the world. I’ve created a list of values for you to get started with. You can find them here. Or you can get a guided Values Workbook for free when you sign up for my newsletter.

Go through the list and circle the values that speak most strongly to you. Don’t overthink it. Your values may change over time, and that’s completely normal. There are no right or wrong, or good or bad, answers.

Once you have circled your top values, write them out. Take a good look at what you have written and see if you can narrow them down into five groups. From there, discover what themes emerge. These are your core values.

Next, Put Your Values into Action

Now, thinking about your core values, consider how you might choose to elevate these values in your daily life. Don’t try to make sweeping changes. Instead, think of small actions or choices that might more completely align your values with your life.

If you notice a wide gap between your values and the way you’re currently living, it may be a sign to pause and reassess your path.

Translating values into daily practice isn’t always straightforward. If it feels cumbersome or misaligned, you don’t have to navigate this process alone. A physician coach can be a valuable partner, helping you build deeper self-awareness and explore options that will help you to honor your unique values and aspirations.

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If you’ve enjoyed this article and would like to stay in the loop for more insights on creating a sustainable, fulfilling, and happy life as a physician, sign up for my newsletter or reach out on my website. I’d love to hear from you.

And if you’d like to schedule a complimentary introductory meeting with me, click the link below.

Coaching for Physicians: A Guided Journey to Goal Setting, Overcoming Obstacles, and Finding Fulfillment

An earlier version of this article appeared on this website in January, 2024.

Are you curious about physician coaching? You might have heard a colleague share how working with a coach helped them navigate a tough decision. Or you may have encountered an article or podcast and found yourself wondering: What is physician coaching, exactly—and could it help me too?

In this article, I’ll explain what physician coaching is, and how it might help, using the metaphor of a hike to bring the journey to life. If you’re seeking clarity, support, or a new direction in your medical career, coaching might be exactly what you need to take the next step.

A Personalized Process Grounded in Experience

Each coach brings their own approach, though most certified coaches share a common foundation of skills and frameworks. As someone who loves being outdoors, I often describe coaching as a journey. Not a sprint. Not a race. But a purposeful hike. Sometimes it’s a steady climb. Sometimes it’s a scramble over rocky terrain. And sometimes, it’s about pausing to take in the view before deciding which trail to follow next.

In this journey, I’m your experienced companion. I walk beside you, not ahead of you—with a map, some hard-earned wisdom, and a deep respect for your unique path. Together, we’ll explore what’s working, what’s not, and what’s possible.

The Trailhead: Orientation and Goal Setting

Just like preparing for a hike, we’ll begin by understanding where you are and where you want to go.

We’ll take a thoughtful look at your current landscape—your challenges, values, goals, and strengths. Whether you’re navigating burnout, time stress, a career pivot, or a deeper search for meaning, we’ll choose a direction that makes sense for you.

And don’t worry if you’re not sure where to begin—the trail often emerges once you take the first step. As each step builds upon the last, you may find yourself surprised at the ways your strength and endurance will naturally grow along the way.

Packing Your Gear: Equipping for the Journey

Every hiker needs the right gear. In coaching, this means equipping you with practical, personalized tools—like time management strategies, communication skills, mindfulness practices, or boundary-setting techniques. Together we’ll figure out what supports you best, so you're ready for whatever terrain lies ahead.

Hitting the Trail: Taking Action

With goals set and tools in hand, we’ll move ahead with purpose. Session by session, we’ll check in, reassess, and keep the forward momentum. Some weeks may feel steady and smooth. Others might bring steep climbs or unexpected but welcome detours. That’s all part of it. Coaching helps you stay grounded, supported, and focused—even when the path feels uncertain.

Navigating the Tough Spots

Hard climbs are inevitable—whether it’s a challenging colleague, overwhelming workload, or inner doubts. Together, we’ll tackle those moments with curiosity and compassion. Coaching gives you the support you need to discover your own innate strength and flexibility. Equipped with a deep sense of your own personal values and goals, you’ll find that you can navigate difficulty without losing your direction.

Rest Stops and Scenic Views: Celebrating Your Wins

Progress isn’t only about pushing forward. It’s also about pausing to recognize how far you’ve come. We’ll recognize and celebrate your wins, however big or small. And we’ll reflect on what’s fueling your growth. Honoring your progress keeps you energized and inspired to move boldly into your future.

New Trails and Changing Seasons

The journey doesn’t end at the first summit. Like a trail that changes with the seasons, your life will continue to evolve. Coaching can help you navigate transitions, reimagine your path, and stay resilient in the face of change. Like a good hike, there’s always more to discover.

The Lookout Point: Reflection and Renewal

As your coaching journey comes to a close, we’ll take a long look at what’s behind you, and we’ll consider the journey forward. From this higher vantage point, you’ll see the terrain you’ve covered, the shifts you’ve made, and the path that’s opened up ahead. You’ll leave with tools, confidence, and a renewed sense of possibility.

Ready to Take the First Step?

You don’t need to have it all figured out. You just need to decide when to begin.

Whether you’re standing at the edge of burnout, craving change, or simply wondering what else is possible, coaching can offer you a powerful space to pause, reflect, and move forward on your own terms.

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If you’ve enjoyed this article and would like to stay in the loop for more insights on creating a sustainable, fulfilling, and happy life as a physician, sign up for my newsletter or reach out on my website. I’d love to hear from you.

And if you’d like to schedule a complimentary introductory meeting with me, click the link below.

Taking Action Creates Clarity

An earlier version of this article appeared on this website in August, 2023

Do you ever feel like you’re standing on the edge of a cliff, unsure of how to move forward but knowing you can’t stay where you are? Maybe it feels like you’re staring down a steep ski slope, wondering how you’ll ever get to the bottom in one piece.

I’ve been there—literally. As I hesitated at the top of a daunting ski run, my adventurous friend Erica hollered, “Just point your skis down the mountain and go!” It wasn’t the most comforting advice, but it was the nudge I needed.

Spoiler alert: my descent was not graceful. But by simply starting, I learned to navigate the pitch of the slope, feel the texture of the snow, and chart a strategic path to my goal— the hot toddy waiting for me at the bottom of the mountain.

The same principle applies when tackling a big life decision or career shift: you don’t need to have all the answers or even all the skills upfront—just the courage to take the first step.

Why Taking Action Matters

When you’re physically stuck on a freezing ski slope with hot-shot skiers zooming past, you have no choice but to move. But when you’re stuck in the figurative sense—facing an unfulfilling job, a stalled project, or a major life change—it’s easy to freeze in place.

The key to breaking loose? Take action in small, low-risk increments. These manageable steps not only build momentum but also chip away at the stress and anxiety that come with feeling stuck.

How to get unstuck? Here are five steps that can help you jump start the process.

Step One: Get Out of Your Head and Onto the Page

Although there are a lot of great apps for note taking, mind-mapping, and the like, research shows that putting something on paper is often more meaningful and memorable.  Simply pick up a notebook and write out what it is you hope to accomplish: that is, your goal.

Step Two: Make it SMART

Run your goal through the SMART test. Writing your responses to these questions in your notebook can help bring your ideas to life.

• Is it Specific?

• Is it Meaningful to you?

• Is it Achievable given your current circumstances?

• Is it Realistic?

• Is it Time-bound, with a clearly defined deadline?

Step Three: Break It Down

List every action step you can think of, starting with the smallest one. Tiny steps add up. Whether there are five or fifty, writing them down gives you a roadmap. Each step leads you closer to your goal.

Step Four:  Schedule It

Commit to your steps by scheduling them. Apps like Todoist can help you stay on track by sending reminders and giving you that satisfying “pop” when you check something off. Prefer analog? Keep a running list in your notebook. The method doesn’t matter—what counts is consistency.

Step Five: Celebrate Your Wins

Progress deserves recognition! After completing a major step—or a cluster of smaller ones—reward yourself. Whether it’s indulging in your favorite treat, going for a walk, diving into a good book, or sharing the moment with an accountability partner, celebrate what you’ve achieved.

Just Starting Changes Everything

Here’s the beauty of taking action: it often brings unexpected clarity. Goals can evolve as you learn and grow, and that’s perfectly normal. As you continue to move forward, the process itself becomes a source of insight and empowerment.

It’s also important to understand that while you have control over your actions, the outcome may not always be under your direct control. Those unexpected turns are often a source of clarity, moving you closer to a life that is personally authentic, sustainable, and meaningful. 

Whether you’re staring down a treacherous ski slope, contemplating a career change, or trying to find your way through a knotty problem at work, progress happens when you take that first intentional step.

If you’ve enjoyed this article and would like to stay in the loop for more insights on creating a sustainable, fulfilling, and happy life as a physician, sign up for my newsletter or reach out on my website. I’d love to hear from you.

And if you’d like to schedule a complimentary coaching discovery session, click the button below.

References:

Masicampo, E. J., & Baumeister, R. F. (2011). Consider it done! Plan making can eliminate the cognitive effects of unfulfilled goals. Journal of Personality and Social Psychology, 101(4), 667–683.

Umejima, K. et al. (2021). Paper notebooks vs mobile devices: Brain activation differences during memory retrieval. Front. Behav. Neurosci., 15. 1-11.

Physician Coaching or Mentoring: What’s the Difference?

An earlier version of this article appeared on this site in May, 2023.

As a physician coach, I am often asked to explain the difference between coaching and mentoring. It’s an important question, because both options are designed to get you from one place in your professional life to another. And sometimes a combination of both coaching and mentoring can be helpful. In this article, we’ll go over the differences between the two, and how each can help you to achieve your goals and dreams.

Coaching vs Mentoring: The Core Difference

The main difference is this: A mentor generally acts as an advisor. Since mentors usually have seniority and deeper experience in your area of interest, it is assumed they will know the right path to take. And mentoring typically focuses on your professional life only.

A coach does not give you the answers, but will collaborate with you to help you find and follow your own path. And coaching is not only about work. Coaching may be profession-focused, but it usually also encompasses your personal goals and well-being.

The Coaching Approach: Discovering Your Own Path

Coaching often begins by defining your own unique values— what sets you apart, what matters most to you, and how you envision your ideal life.

In coaching, the focus is on setting meaningful, actionable goals that reflect your personal values and current life circumstances. Using your values as a guide, a coach works with you to create the steps needed to achieve these goals, understanding that the desired outcome may evolve over time.

Unlike mentoring, where the mentor may have a vested interest in your professional trajectory, a coach remains neutral, providing space for you to explore all possibilities.

The coaching process is dynamic, and it often spans several months, or even longer, allowing for personal growth and adaptation. Coaches provide accountability and support through the stages of planning, commitment, and execution.

Why physicians seek coaching

A physician may seek coaching for a variety of reasons. Some examples include:

• Burnout

• Finding work-life balance

• Time management

• Career transitions

• Retirement planning

• Mindfulness

• Stress reduction

As you can see, these are often complex topics that do not have straightforward or defined answers. The process and outcome will be different for each person, depending on their own unique desires, circumstances, and stage of life.

Mentorship: Guidance from Experience

Mentorship, by contrast, tends to have a more defined pathway. If you seek a mentor, you likely have a specific goal in mind. That might be mastering a complex procedure, advancing to a leadership role, or establishing a successful practice. A mentor often has years of experience in your field and can outline the steps to help you avoid common pitfalls.

Mentors are invaluable, especially early in your career. They provide guidance, often within a hierarchical, career-focused relationship. Mentorship is about learning from someone else’s expertise to follow a clear, predetermined path.

How Mentorship Complements Coaching

While coaching and mentoring are distinct modalities, they are not mutually exclusive. Many physicians benefit from both coaching and mentoring, depending on their specific needs and the phase of their professional life. For instance, someone entering into a leadership role often seeks support from both a coach and a mentor. Or a physician dealing with burnout might seek out a mentor to help with specific aspects of practice management while at the same time choosing a coach to help traverse the complex issues that burnout can uncover.

Key Differences Summarized

• Coaching is about self-discovery and personal growth. Coaches help you set and achieve your own goals, both personal and professional, by empowering you to take charge of your journey.

• Mentorship is about learning from someone with greater experience in your field. A mentor can provide specific advice to help you achieve a well-defined goal in your profession.

Empowering Physicians: The Coaching Experience

Coaching is a process that brings clarity and honors your own values. It’s an exploration of possibilities, and a supportive experience that allows you the space and time to discover your own path.

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If you have questions about coaching and how it might work for you, please contact me through the website, or schedule your complimentary 30 minute discovery session.

If you’ve enjoyed this article and would like to stay in the loop for more insights on creating a sustainable, fulfilling, and happy life as a physician, sign up for my newsletter or reach out on my website. I’d love to hear from you.

Coaching for Healthcare Leaders

As a member of the American College of Cardiology’s Physician Well-Being Working Group, I am fortunate to be part of the change that’s happening within cardiology and healthcare in general.

Coaching is increasingly recognized as a way to support and retain physicians, an aid for reducing burnout, and a tool that can improve the healthcare environment for physicians, staff, and the patients that we serve.

The first in a series of webinars put on through the ACC was presented in early 2024. You can watch it here, or maybe take it along with you and listen during your commute to work.