Keeping Ahead in Residency: Perspectives of a Program Director and a Resident

Caitlin Siebenaller, PharmD BCOP
Hematology/Oncology Clinical Specialist
Oncology Residency Program Director
Cleveland Clinic
Cleveland, OH

Catherine Gawronski, PharmD
PGY-2 Oncology Pharmacy Resident
Cleveland Clinic
Cleveland, OH

We asked a postgraduate year 2 (PGY-2) oncology residency program director (RPD) and a current resident to give our trainee readers some suggestions on how to stay on top of a busy residency schedule. We hope you gain some helpful tips from Caitlin Siebenaller, PGY-2 oncology residency program director, and Catherine Gawronski, PGY-2 oncology pharmacy resident.

What are some tips and tricks you have used to plan for the days, weeks, and months ahead? What tools do you use to organize your calendar?

Caitlin: I try to keep all my organization electronic as much as possible. I keep my Outlook calendar up to date and add reminders for important deadlines. For my daily tasks, I use a checklist of things I would like to get done. Similarly, I like to check things off as they occur each week. For the long term, I use reminders and appointments through Outlook. I also use color codes to help me distinguish priorities or categories of all the activities on my calendar. For example, patient care–related items are one color, and RPD and residency activities are another color.

Catherine: I hang a 3-month calendar by my desk. I write down all my presentations, research deadlines, staffing days, and topic discussions on the calendar, using different colors for each category of assignment. Color-coding my calendar entries helps me keep track of deadlines and see the bigger picture over the coming weeks. I can add or take things off my to-do list based on what is coming up in the next week and month, and having the list makes it very easy for me to prioritize what needs to be done first. I also use an Outlook calendar to organize meetings or smaller tasks during the week. In addition, I make sure that my “bigger picture” paper calendar agrees with the Outlook calendar on my computer.

How do you communicate your schedule to those you work with?

Caitlin: Keeping my Outlook calendar up to date helps to communicate my availability and schedule to those I work with. I also use it to block times I know I will be unavailable so co-workers can see my availability when scheduling meetings. In communicating rotation activities with residents I am working with, I have found it helpful to draft a template of a calendar with activities and ask the resident to fill in all their responsibilities throughout the rotation so that I know when they are available and when they are not. In addition, I send rotation activities to our residents as Outlook appointments.

Catherine: To communicate my schedule to those I work with, I make sure my Outlook calendar is up to date. At the beginning of each new rotation, I go over with my preceptor any big schedule conflicts I have or expect to have during the rotation. I have found, and very much appreciate, that my preceptors have created calendars at the beginning of each rotation and have had me fill in meetings or other commitments. They have also added topic discussions or meetings that they would like for me to attend. This allows me to plan the month in advance and know when I will have time to schedule other meetings, if necessary.

What strategies do you use to help you accommodate new projects and requests?

Caitlin: I like to use a stepwise approach when considering new projects and requests. I find it helpful to first do the background research, reading, and so on to ensure that I am informed about the request or the project. I will then be sure to ask any follow-up questions so I am clear on the task at hand. Then I like to draw a timeline for myself to set my goal deadlines in order to make sure I stay on task.

Catherine: To accommodate new projects, I evaluate the turnaround time and what tasks are required. I see how a project fits in on my “bigger picture” calendar to determine whether any deadlines overlap. If I have any concerns about the deadlines of a new project, I communicate those issues to the preceptor and try to come up with solutions for getting the project done.

How do you approach projects or requests that you are not able to accommodate?

Caitlin: This is usually done as part of a discussion with my team. If there is something that I am not able to accommodate, I have a great team of co-workers that I am able to run things by—they are always willing to help team members out. We are in constant communication with each other about the projects we are working on to ensure that anyone who needs help gets it, or anyone who can offer to help has the chance to do so. The biggest key is communication with the people you work with.

Catherine: If I am not able to accommodate a new project, I let the preceptor know as soon as possible. I tell them my concerns about the project and how it fits into my schedule. I also ask if the deadlines are flexible, if there is a different aspect of the project I could work on to help get it done, or if they think something in my schedule could be moved around to allow me to accommodate the project.

What strategies do you use to prevent burnout?

Caitlin: I recommend having hobbies outside of work that you can maintain on a daily or weekly basis. Whether this be a workout routine, socializing with friends, or outdoor activities, it’s important to keep those things as part of your routine to prevent burnout. Even setting up routine coffee dates with friends is something small but very helpful. I am also grateful to work with a group of people who enjoy talking about their hobbies, weekends, etc., so we are all good at keeping up with each other’s life outside of work. This helps prevent burnout as well.

Catherine: Spending time with my family, friends, and dog helps me relax and decompress from work. I also really enjoy working out and have found that making time a few days a week to go to a class or the gym provides much needed downtime.