Let’s face it—time is the one thing no physician, no matter how skilled, can create more of. But what if you could stretch its limits? Omar Shakir MD, MBA, the founder of Coastal Eye, has mastered the art of working smarter, not harder. Balancing a thriving surgical practice and an innovative surgery center, he’s learned that the right tools don’t just save time—they transform it.
Here are three productivity game-changers Omar swears by, broken down by investment level—and how they can help you, no matter your specialty.
1. Master Your Calendar
Cost: Free (or <$100)
“Calendar organization—those are usually free tools, right? So whether it’s Google Calendar or Apple Calendar, you need to get obsessed with using calendar organization as your life builds,” says Omar.
With a packed schedule of surgeries, meetings, and personal commitments, Omar treats his calendar as non-negotiable. He emphasizes the importance of planning: “You have to be able to organize that so you don’t miss things.”
Pro Tips:
Ask yourself, “Is my calendar a to-do list or a commitment list?” Treat everything you schedule as a firm commitment, and avoid leaving tasks unplanned. To stay organized, try tools like Notion Calendar or Google Calendar. Add clarity with color coding for different task types, and make it a habit to audit your calendar regularly.
2. Tame the Email Chaos
Cost: <$100/month
Email chaos is real—but with the right tool, you can take control.
“I started recently using something called Superhuman for email management,” says Omar. “It allows you, with keyboard strokes, to get through your email very quickly and set alerts that at least clear the mail and maybe bring it back to the forefront in a few days or a week.”
He’s found that Superhuman’s features not only save time but also help him stay focused on what’s most important. “Having some sort of email management tool is very important,” he adds.
Pro Tips:
Block 15 minutes twice a day to process your inbox. Use tools like Superhuman to prioritize, snooze, and clear clutter fast. Here’s a link to Superhuman (Free Trial).
And if you’re in Gmail, try these tips from Andreas Klinger (still incredibly valuable 10+ years later!).
3. Expand Your Capacity with Virtual Assistants
Cost: <$1,000/month
When it comes to saving time, Dr. Shakir says virtual assistants are a game-changer.
“You need virtual assistants to help manage your life. Your capacity is not going to grow. It’s still somewhat limited. And so the only way to manage that is to use people who are willing to help,” he explains.
Dr. Shakir’s team spans the globe, with professional assistants based in the Philippines and a billing team in Macedonia. “They triage all phone calls from 7 a.m. till midnight, deal with medical records requests, appointment scheduling, and even scribe for me,” he says.
He adds that virtual assistants aren’t limited to professional tasks: “We use that same team for some personal management stuff.”
Pro Tips:
Start small by outsourcing one repetitive task. Over time, you’ll see how leveraging others can unlock your potential. Explore Upwork to find virtual assistants who can help streamline your workload.
Stretch Your Time, Expand Your Impact
Reclaiming your time isn’t just about tools—it’s about building systems that align with your priorities. Lucens connects physicians with strategies, tools, and a community to help you build a career that works for you.
To connect with innovative doctors like Omar, apply to join Lucens - the private network for ambitious physicians.
