For those who love paperless filing, and Evernote, you will be pleased to know that Evernote now talks to Scansnap scanners (the most excellent scanner, which I use daily). This is particularly useful given Evernote’s fancy text recognition. If you have a Fujitsu ScanSnap
(and why don’t you?), you want to know about this.

Related posts:

1. Evernote - a great tool for people who multi-computer I have recently started to use Evernote, which is a...
2. 11 ways to Evernote your medical research Evernote is a respository for notes, PDFs, images and even...
3. Keeping electronic files under control Recently, we had an addition to our family. A bouncing...

Related posts brought to you by Yet Another Related Posts Plugin.

I am working hard to make this possible. I am doing specific personal training sessions aimed at improving my running, and they are seriously awful. Last week our task was to run alternating fast and slow laps for 60 minutes. And then we did interval sprints. And yes, I am paying for this.

As an added bonus to this experience, I can dedicate my run to a particular charity and ask friends and family to support me. I have chosen Breast Cancer research. I have treated a lot of patients with breast cancer, and I know small advances in treatments will help a lot of people. If you feel like helping support this cause, please head over to my fundraising page. Donations close on the 28th of June, when the run is over.

End marketing drive.

DrCris’ Fundraising Page

(Crossposted at Scalpel’s Edge)

No related posts.

Zen Habits have published a list of techniques for achieving a more simple life and how to edit your commitments, which are worth considering in a medical context. My thoughts are in italics.

• Simplify work tasks

Set up protocols for oft-repeated tasks. Automate things that you repeat often. Make sure there are no tasks that you do that are irrelevant to making decisions.

• Learn to say no

Choose one service task that you love - such as education, examining or research, and limit everything else that you feel you “should” do. Don’t get trapped into administration just because you get asked (unless you want to).

• Limit media

Media includes free magazines, laden with advertising. It also includes journals, particularly if you don’t read them.

• Purge your stuff
• Free up time - cut out time wasters, eliminate stuff you don’t like
• Spend time alone

Book in work time to do things that you need to do, like charting. Don’t get trapped doing it at home. Booking in work time will mean you sacrifice outpatients or meetings to get it done, not family time.

• Be present, live in the moment

I find I need to write every task, and every worrying patient down. If I know I keep track of everything, I can focus on the present.

• Streamline your life
• Create a simple mail and paperwork system

Digital systems might help here, but the aim is not the system, but the ability to handle every piece of information only once.

• Clear your desk

A clear desk helps define boundaries and protect patient information. Leave it clear at the end of the day.

• Establish routines
• Time to eat and exercise
• Simplify your goals
• Accept what you have
• Have an inbox

Doctors in training and allied health staff rarely have their own space, so have no inbox. This means “stuff” can attack us from any angle. Creating an inbox substitute or process, like an “infolder” or a”indropbox” could make a huge difference. (You could store your pager in it and only come back to it when you felt like processing it…)

• Don’t accept stuff in. 1 in, two out
• Find simple systems in the things you do, not complicated systems
• Don’t consume advertisments

Advertisements clutter medical life more than most other things. We not only have junk mail and junk media, but also junk appointments and junk presentations. This is life clutter.

• Carry less stuff

I always carry too much stuff in the hospital. Aim to only carry as much as you need to be in control.

• Live closer to work

What are your suggestions for a more simple medical life?

Related posts:

1. Looking for Simplicity in Medicine A simple life has a different meaning and a different...
2. Comparing Autofocus and GTD I have been a long-time fan of David Allen’s Getting...
3. Autofocus, a new task list Autofocus is a deceptively simple task management system, that...

Related posts brought to you by Yet Another Related Posts Plugin.

Mac Tablet? - The Ultimate Device for EMRs?

He claims Apple has an opportunity to position themselves in the health market, if they create a reliable tablet interface.

I am not convinced that Apple is creating a full-sized tablet. It seems more like they are creating an iPhone “super” with a larger touch screen interface (They would come up with a cooler name, of course). This would run the same operating system as the iPhone and have a similar interface, but would obviously be more suited to word processing and data-work, on a double or triple-sized screen, with a bigger keyboard. (All guesses, no insider knowledge)

If they created that piece of hardware, I would buy it. How perfect would that be for a hospital laptop?

• Able to be carried easily in one arm to make notes on ward rounds.
• Slips into a smaller bag, so you are not lugging a full-sized laptop around.
• Big enough to study with, so you can avoid dealing with computers that others provide.
• And then docks into your macbook, or iMac of an evening and syncs, dropbox style.

Can I even hope for built in wireless data? Of course not. But that imaginary computer would be very cool for desk-less residents.

Anyway, read Houston’s article and let us know what you think. What is your ideal EMR/ward/clinical interface?

Related posts:

1. How to work on public computers without going mad I have recently been dealing with University computers, and getting...
2. Pocketmod Through working with various “Getting Things Done” programs (for more...
3. To PDA or not to PDA? When I was a medical student, I got a Palm...

Related posts brought to you by Yet Another Related Posts Plugin.

1. Tracking “fresh” or most recently used documents
2. Tagging files (searchable by spotlight)
3. Document launcher, or shelf for frequently accessed files

File access

Your seven most recently accessed files, and seven files/folders of your choice, are available at a keystroke. As you would expect, they can be dragged and dropped. The interface also works with “open file” dialogues in a lot of other mac software. Importantly, you can nominate any files that you don’t want to see in the interface. This is handy to prevent your itunes library showing up song by song.

The second section in the main HUD is a shelf of files that you choose. They can be any sort of file, and can therefore be quickly accessed to open, email whatever.

Tagging

Files in the fresh or cooler portion of the interface can be tagged with a right click. Other files can be dropped on the side of screen active tab.

According to Ironic Software:

“Fresh write OpenMeta Tags which can be seen by
Spotlight. In Leap you can do Spotlight searches which exposes files
tagged by Fresh.”

The cool stuff

• Plays well with others. Interacts with Dropbox, and Spotlight. You are not stuck if you choose to uninstall.
• Simple. This is definitely a good option for digital filing for those who are not interested in all the bells and whistles of Leap. What you get is what you need.
• Cheap. This program is under $10. This is great value for a program you may end up using every day. All of these functions are available in other programs for free. But if this works how you want, it is a bargain.
• Unobstrusive. Dropbox on the side of the screen and keystroke to pull up the HUD. The interface is similar to dashboard in concept - covers up everything you are doing when you need it, then gets out of the way.
• I get the impression these developers use their programs, so things tend to make sense.
• Rapid updates. There have been two updates for bugfixes since release. This is not the sort of program that is about to stagnate.

My issues

• Working with Leap and Fresh is patchy:
  • The drop zones for both programs are on the same side of the screen, and can’t be customized. They overlap, but are not blocked by each other
  • Fresh tags don’t show as Leap tags. You can do spotlight searches within leap and still identify those files, but they will not integrate with your Leap tags. This is important for me, as I use Leap as my digital filing solution. So it means files tagged with Fresh will not turn up in the right “filing folder” in Leap.
• You have to manually add stuff to the Cooler (the shelf). I mean, this makes sense, but I have been using this program for a week, and there is still nothing on the shelf.

Related posts:

1. Leap: the nirvana of digital filing Since I last wrote about digital filing, I have found...
2. Keeping electronic files under control Recently, we had an addition to our family. A bouncing...
3. Software Review: Pathfinder 5.0 (File manager) I hate Finder, bundled with Leopard for Mac. Manipulating image...

Related posts brought to you by Yet Another Related Posts Plugin.

I have been working with a review version of Jumsoft’s Process, which is a task manager and project management tool. As always, I am looking at this in terms of managing my personal projects rather than managing group or corporate projects.

The functions

Basically, this is a task manager, where tasks are grouped under projects. Tasks can be assigned to different people and progress can be tracked to a degree. Tasks can also sync with iCal. There is a simple and intuitive interface. It has pretty bars and visual effects. It is “mac-like.” So far, so good.

I was starting to think this might be a good informal personal project manager.

However, there is very little project planning interface. By this I mean the planning of the project - the vision, the aim, the reason, the supporting notes, the deadline and interested parties. I already have a task manager, as I imagine a lot of people do. So this simply replicates a system I already have.

The verdict

This project planner may work well for groups with multiple deliverables and multiple responsibilities. However, It doesn’t suit personal project planning at all. I can understand removing the Gantt charts, timelines and graphing for most projects, but it gets a bit too lassez faire/genY when you remove any interface for overall vision and plan. I’m not saying I use this stuff all the time, or as much as I should, but that is what I need when I choose to plan a project.

Related posts:

1. Managing personal projects with online project management tools Online solutions abound for managing projects. They seem ideal for...
2. 11 Tips to make managing your project easier I have been formally planning a big personal project recently...
3. Reviews of Mac Project Management Software Project management is important for individuals as well as companies....

Related posts brought to you by Yet Another Related Posts Plugin.

I would like to add that purists on both sides say that these systems are not compatible and shouldn’t be combined. I don’t agree with this. Everyone hacks their systems to figure out how they can best stay productive. I have been using Autofocus, because it is much better at getting me to actually work on stuff, even those things I avoid. It’s not an merit badge, OK.

Please feel to disagree with my opinions in the comments.

Autofocus

Details

Definition: Tasks are collected in one continuous list, which is worked through in sequence. Groups of 20-30 tasks (pages) are viewed as a unit and used as a tool to prevent tasks becoming stale or ignored.

Website: Autofocus: get everything done (with full instructions, and forums)

Implementation:
Paper encouraged, but can be set up in most digital task management systems.

Key features:

• Physical based contexts if necessary
• Do tasks that stand out, and discard tasks that fail to get done after multiple reviews of a page
• Choice of task helps determine subconscious prioties
• Self-reveiwing.
• Minimal contexts, and emphasis on physical contexts only. Many proponents advise one single list regardless of context.

Advantages:

• Instructions are simple, and free
• Encourages little and often theory of task processing
• Works well with recurring or continuous tasks eg checking email, doing laundry, blog comment moderation
• Can deal with rapid input of tasks with minimal processing time (like medical officer shifts)
• Avoids dinosaur tasks (long-standing tasks that get avoided)
• Can help control procrastination (by adding those tasks to the list)
• One single list (or maybe two) for all tasks - therefore much simpler than GTD, especially paper versions of GTD
• Self-reviewing (My weekly reviews are now much shorter)

Disadvantages:

• Can’t accomodate tasks that need to be done by a particular time or in sequence
• Doesn’t manage projects well, without creating an additional list
• Has minimal ability to cope with “waiting for” tasks
• Need multiple lists for other things, such as agendas, shopping lists etc
• Paper list can be misplaced/lost without backup

Getting things done (GTD)

Details

Definition: A process aimed at collecting everything you are keeping track of in your mind. These thoughts and concerns are collected in an inbox, and markers kept for projects, next actions, goals visions, waiting tasks etc on numerous lists.

Website: http://www.davidco.com/ (includes many free downloadable resources)

Implementation: Paper-based (difficult to maintain due to complexity) or electronic

Key features:

• Inboxes for data collection, which are emptied regularly
• Ubiquitous collection of all issues in hard copy, and then all “markers” for these concerns are held in some form and reviewed regularly
• Use of contexts for different type of tasks, to reduce friction when working
• Regular review of information tracked
• Regular review of higher goals/aims/visions
• Associated uncomplicated filing system for reference material

Advantages:

• Less stress - due to ubiquitous collection
• Very popular, and lots of advice on system setups and hacks available online
• Adapts well to most workplaces and worktypes
• Works well in collaboration - multiple people using system in one workplace can have synergistic effect

Disadvantages:

• Can be very complicated series of lists, meaning regular review is mandatory to maintain control. Pruning (fiddling with) the system is constant temptation.
• Because of the complexity, I don’t think this system works well in an on-call environment like medical shift work, where few tasks can be deferred.
• Multiple context based system can be irrelevant
• Due to complexity, often needs electornic system to implement without constant rewriting
• Doesn’t deal well with recurring or continuous maintenance tasks, like moderating comments, or
• Accepted that years of work required to become “good” at GTD”
• Although the instructions are available for free on the internet, the system is based on a book, and it is best to purchase and read it to understand it properly.

What do you think? Have you used either or both of these systems? Or are you just out there finishing stuff?

Related posts:

1. Autofocus, a new task list Autofocus is a deceptively simple task management system, that...
2. Tweaking things done Some of you know that I am a fan of...
3. Software Review: Things versus Omnifocus Since its release, I have been a fan of Omnifocus,...

Related posts brought to you by Yet Another Related Posts Plugin.

When you open the Leap’s main window, you can see your folder structure in the left hand toolbar. You can limit your view within that structure based on folders, file types and tags. There is a simple interface to add tags to a file, and you can move files around, create folders, and everything else you would expect from file management.

So, my filing behaviour has changed slightly. Instead of dropping a file I want to keep into Eaglefiler, or Yojimbo or any other database-style filing cabinet, I drop it into a folder, labelled inbox, which sits on my dock. When I empty my inbox daily, I drag reference files to the quick-tag dropspot. The file remains where it is, but has tags added. When finished, I drop the file into my “Filed” folder. Quick, no fuss. And vitally, no thinking time, no spinning beachball.

To find a file again, I can search using spotlight (tag structure can be customised for searching with spotlight), or I can drill down using Leap’s own interface. For example, I can choose, “PhD folder” “image files” and “tag:white_cell_stain” and see if you can figure out what I get. It integrates perfectly with quicklook, which makes it easy to know what you are dealing with.

The features:

1. Easy to customise - you can have an inbox, a filed box, sort by year date, whatever works for you.
2. Generous trial period.
3. Tags are not program specific. They are accessible by spotlight, and Quicksilver, and other tagging applications
4. Files are not duplicated, and remain in place. So if you want to have a file structure (as well as tagging) you can
5. Plays well with others, including Quicksilver, and Dropbox. For example, if I tag files in my shared dropbox, my husband can also search by those tags on his end
6. Looks great. Very similar look to itunes, so it has an “apple look” and thumbnails load quickly
7. Great tool for finding duplicates as it ignores folder structure
8. Almost every feature I recently requested in the next version of Finder.

This is only the 1.0 release, so there are some annoying glitches

1. Not all the file type groups work well
2. Keystrokes are still limited. For example, I can’t find a way to enter the tagging window using keystrokes
3. Some bugs remain, like you can’t edit the tags in the info window, although you can edit the file title
4. Moving files brings up an “Are you sure?” check every time. This is incredibly intrusive, especially as I move files routinely as part of my filing workflow (from inbox to filed, or trashing duplicates).

   I work around this by moving in groups as much as possible, and tagging files for deletion with “trash” so I can batch delete.

An example of how great this system is

For my PhD, I take a lot of digital images for analysis. Then I have to duplicate and rename those files so I can be blinded during analysis. This often means that I have multiple copies of the same image, with different names.

Rather than getting lost and confused, and analysing the images more than once, I now tag the images with the name of the experiment, digital magnification and the slide number. By searching on tags, I can easily discover duplicates, no matter what files they have wound up in. Although a simple thing, this has made manipulating and measuring images infinitely less complicated.

Related posts:

1. Keeping electronic files under control Recently, we had an addition to our family. A bouncing...
2. Simple file management with Fresh The makers of Leap (who I have no commercial affiliation...
3. Can I get focus by turning off digital noise? The main theme for my 2009 is completing my thesis...

Related posts brought to you by Yet Another Related Posts Plugin.

Related posts:

1. Medical iPhone Apps we’d like to see in July Medical iPhone apps were a keystone of the announcement of...
2. Flickr Group for Medical themed iPhone wallpapers Since I posted a list of iPhone wallpapers for doctors,...
3. Top iPhone wallpapers for doctors In tribute to the last week’s iPhone frenzy, I have...

Related posts brought to you by Yet Another Related Posts Plugin.

Autofocus is a deceptively simple task management system, that has hidden benefits. I have been trialling the system for a week now, and am seeing some changes in the way I process tasks and keep my list moving.

The basic system involves a paper list, which serves as a depostiory for all tasks. A book with about 20 lines on each page is filled with tasks as they occur. Then the pages are worked through in sequence. Each page is viewed as a unit and any tasks that feel “ready to be done” on that page are completed. Once no tasks stand out, the next page is started. To tick off a task, you only need to do something to progresss that task. If it remains imcomplete when you have run out of energy for it, you add it back onto the end of the list.

In this way, the pages of tasks are slowly completed over the day. Eventually, there gets to be less and less “virgin” tasks on each page. When you get to a page and for the first time nothing jumps out at you, and feels “ready” to be done, then you archive all those tasks, or “discard” them. They are not tasks that you really wanted to work on.

The advantages of this system are:

• Simple
• Not too much organising (read procrastination)
• Copes with an exceptional amount of different information
• Deals well with recurrent, neverending tasks like email, social networking, blog maintenance
• Encourages incremental progress on difficult tasks
• Can be used to limit access to procrastination tasks like checking emails or social media (if you include that as a task, you have to complete at least one task per page before you can do it again).

I originally was looking at this as a way to manage on call tasks, which are too immediate to be managed in an electronic or context based system. But after using it for a few days as a trial, I realised it was helping me progress some of the more difficult, tedious tasks I had been avoiding. And I was able to get s a process for limiting tasks such as email, or twitter checking, that have the tendency to take over my day.

Sound interesting? Read more about the system instructions, or see it in video form, (which doesn’t add a lot more information).

Stay tuned for my digital version of this, which encorporates “impure” features from other systems (like contexts).

Photo credit

Related posts:

1. Comparing Autofocus and GTD I have been a long-time fan of David Allen’s Getting...
2. Simplify by reducing task clutter Tis the season to review and reflect. January is a...
3. How to use your iPhone to keep a patient list The App store has opened in a huge fanfare, but...

Related posts brought to you by Yet Another Related Posts Plugin.