5 Time Management Strategies Every Doctor Should Know

Time is one of the most limited and valuable resources for physicians. Between patient care, documentation, administrative demands, and staying current with medical knowledge, it’s no wonder many doctors feel stretched thin. 

While there’s no silver bullet, a few proven time management strategies can significantly reduce stress and improve productivity. Whether you’re trying to get through your inbox faster or spend more time on the work that matters most, these five strategies will help.

1. Use To-Do Lists the Right Way

Most doctors already use to-do lists, but small changes in how you manage them can make a big difference. Research in behavioral science shows that writing down tasks can reduce anxiety and cognitive overload by clearing mental clutter and decreasing intrusive thoughts about unfinished business.

Here are a few tips to make your to-do list more effective:

• Make more than one list. A single master list is often overwhelming. Instead, try lists organized by area (e.g., personal, clinical, research) or timeframe (daily, weekly, long-term).
• Be realistic. If you consistently fail to complete your daily list, pare it down. Build momentum and motivation by learning to write a list you can actually finish.
• Get specific. Vague tasks are harder to start. Instead of writing “scheduling,” try “email Karen with August PTO request.”

2. Document Less—but Better

Over-documentation is one of the most common time sinks for physicians. Whether driven by medicolegal concerns or thoroughness, excessive charting can take hours away from other responsibilities. Yet studies suggest that much of this extra documentation may not improve patient care.

Focus on writing clear, concise notes that communicate your clinical reasoning. Completing notes between visits—while the encounter is still fresh—can help reduce rework later in the day.

If you’re unsure where to start improving, ask a colleague known for efficient documentation. Many physicians are turning to medical dictation software and AI medical scribes to streamline clinical notes, and the time savings can be substantial.

3. Touch Messages Once

The average physician spends over an hour per day managing their inbox. With that much time at stake, adopting the “touch it once” strategy can be a game-changer.

Each time you open a message, either:

• Respond immediately (if it takes less than 2 minutes),
• Delegate it to the appropriate person,
• Archive it if no action is needed.
  

Avoid repeatedly scanning your inbox without action. This habit increases your mental load and wastes time. Like any habit, this one takes practice but is worth the investment.

4. Set Long-Term Goals

You're not alone if your day feels like a series of urgent demands. However, focusing only on immediate needs can crowd out the long-term projects that bring meaning and growth to your career.

Using Eisenhower’s Matrix—which prioritizes tasks by urgency and importance—can help clarify where your time should go. Important but non-urgent activities, like developing a new care model or conducting research, often require intentional scheduling.

Set one or two long-term goals each quarter. Then, each week, include a small task that supports that goal on your to-do list. Progress will feel slower than checking off a quick inbox reply, but it’s more fulfilling and impactful.

5. Reduce Distractions

While medicine depends on communication and collaboration, there’s also a time for deep, focused work. Distractions—especially digital ones—can significantly slow you down. Studies show it can take over 20 minutes to refocus after a single interruption.

To protect your focus:

• Block out time for deep work (e.g., charting, email, or planning).
• Find a quiet space, silence notifications, and communicate your availability to colleagues.
• Treat these blocks as appointments with yourself—they’re just as important as patient visits.
  

With so much on your plate, refining your time management strategies isn’t just a productivity hack—it’s a way to reclaim bandwidth for what matters most. Whether that’s patient care, teaching, research, or personal well-being, these small changes can help you use your time more wisely.