Time management

TIME MANAGEMENTPresenter: Ms Tiffany Chichester Gilkes RN

OBJECTIVES

Understand the definition of time management.

Describe the steps in time management.

Identifying priority settings and procrastination.

Outline the leaders roles and function in time management.

Identify how to manage time at work , daily planning , and

personal time.

Identify time wasters both internally and externally.

Outline methods of time management.

Differentiate between polychronic and Monochronic time

management styles.

TIME MANAGEMENT

Time management-is making optimal use of available time.

Is the act or process of planning and exercising conscious control over the amount time spent on specific activities ,especially to increase effectiveness , efficiency or productivity.

BASIC STEPS IN TIME MANAGEMENT

step1

•Allow time for planning, and establish priorities

step2

•Complete the highest priority task whenever possible, and finish one task before beginning another.

step3

•Reprioritize based on the remaining tasks and on new information that may have been received.

PRIORITY SETTING AND PROCRASTINATION

Vacarro (2001) suggest that there are five priority –

setting traps:

1. Whatever hits first –this occurs when an individual

simply responds to things as they happen rather than

thinking first then acting.

2. “Path of least resistance”-the individual makes an

erroneous assumption that is always easier to do a

task personally and fails to delegate appropriately.

CONT.

3. “Squeaky wheel”-the individual falls prey to those

who are most vocal about their urgent request.

4. “Default’’-the individual feel obligated to take on

task no one else has come forward to do.

5. “Inspiration’’-individual wait until they become

‘inspired’ to accomplish task.

HOW TO PRIORITIZE WHAT NEEDS TO BE ACCOMPLISH

You must divide all requests into three categories:

1. “Don’t do”-items reflect problem that will take care of themselves , are already outdated or are accomplished by someone else.

2. “Do later”- the manager must be sure that large projects have been broken down into smaller projects and that a specific time line and plan for implementation are in place

3. “Do now”-most commonly reflect a unit’s day-to-day operational needs.

LEADERSHIP ROLES IN TIME MANAGEMENT

Is self-aware regarding personal blocks and barriers to

efficient time management as well as how one’s own

value system influences one’s own use of time and the

expectation of followers.

Functions as a role model , supporter ,and resource

person to subordinates in setting priorities.

Assists followers in working cooperatively to maximize

time use.

CONT.

Prevents and/or filters interruptions that

prevent effective time management.

Roles models flexibility in working with other

people whose primary time management

style is different.

Presents a calm and reassuring demeanor

during periods of high unit goals.

MANAGEMENT FUNCTION IN TIME MANAGEMENT

Appropriately prioritizes day-to-day planning to

meet short-term and long-term unit goal.

Builds time for planning into the work place.

Analyzes how time is manage on the unit level

using job analysis and time motion studies.

Eliminates environmental barriers to effective time

management for unit time.

MANAGEMENT FUNCTION IN TIME MANAGEMENT CONT

Handles paper work promptly and efficiently and maintains a

neat work area.

Breaks down large tasks into smaller ones that can more

easily be accomplished by unit members.

Utilizes appropriately technology to facilitate timely

communication and documentation.

Discriminates between inadequate staffing and inefficient use

of time when time resources are inadequate to complete

assign tasks.

DAILY PLANNING ACTIONS THAT MAY HELP THE UNIT MANAGER

At the start of each workday , identify key priorities to be

accomplished that day.

Determine the level of achievement you expect each prioritized

task.

Asses the staff assigned to work with you.

Review the short-and long -term plans of the unit regularly.

Plan ahead for meetings.

Allow time at several points throughout the day to assess progress

in meeting established daily goals.

MANAGING TIME AT WORK

Gather all the supplies and equipment that will be

needed before starting an activity.

Group activities that are in the same location .

Use time estimates .

Document your nursing interventions as soon as

possible after an activity is completed .

Always strive to end the workday on time.

PERSONAL TIME MANAGEMENT

Personal time management refers in part to knowing of self.

Self-awareness is a leadership skill.

Managing time is difficult if a person is unsure of his or her priorities for

time management including short-term , intermediate , and long term

goals.

These goals give structure to what should be done today, tomorrow ,

(2000)maintains that we should first analyze our work and time

management efforts and then develop strategies that attack our problems

because we each waste time differently

PTM CONT

Hansten and Washburn(1998)suggest that

there a three areas of practice that consumes

the time of the professional registered nurse:1. Professional-refers to implementation of the nursing

process –the ability to make assessment, plan care , effectively coordinated the efforts of the health care team and evaluate their effect.

2. Technical -includes technical or psychomotor tasks such as cannulation , catherization and injection.

3. Amenity care-is more service oriented , such as focusing on customer satisfaction by ensuring appetizing meals ,aesthetic environment , surroundings, and friendliness of all staff.

TIME WASTERS

1. Don’t make yourself overly assessible.

2. Interrupt

3. Avoid providing socialization

4. Be brief

5. Schedule long –winded pest

6. If you would like to chat and have the time to do

so, use coffee breaks and lunch hours for

socializing.

TIME WASTERS CONT

TECHNOLOGY- Marano (2006) suggest that what differentiates procrastination today from a century is the variety of distractions and diversions available e.g. internet, chat room, online card games and x-box.

Belkin (2005) suggest that technology provides endless ways to waste time.

AOL and salary.com found 45% of respondent name the computer as their

primary distraction.

EXTERNAL TIME-WASTERS

1. Telephone interruption

2. Socializing

3. Meetings

4. Lack of information

5. Lack of feedback

6. Lack of adequately described policies and procedures

7. Incompetent coworkers

8. Poor filling system

9. Paperwork and reading

INTERNAL TIME-WASTER

1. Procrastination

2. Poor planning

3. Failure to establish goals and objectives

4. Failure to set objectives

5. Inability to delegate

6. Inability to say no

7. Management by crisis

8. Haste

9. Indecisiveness

10. Open- door policy

TAKING BREAKS

Taking regularly scheduled breaks from work is important as breaks

allow the worker to refresh both physically and mentally.

Strongan and Burt’s(2000) studies of students hunger/thirst ,boredom,

feeling tired , lack of concentration and mental exhaustion were

identified most commonly as the reasons for taking breaks.

Kriegel (2002) says that when individuals are overworked ,they must

recognize that longer hours on the job do not necessarily produce the

desired outcome.

Thought- A passionate 90%of work effort is more effective than a panicked 110%. R.Kriegel

DEALING WITH INTERRUPTIONS

All managers experience interruptions.

Lower- levels managers experience more interruption than

higher-level managers.

Fist and middle managers are more involved in daily

planning and thus directly interact with a greater number of

subordinates.

Frequent work interruption result in situational stress and

lowered job satisfaction.

Managers needs to develop skill in preventing interruption

that prevents effective time management.

USING A TIME INVENTORY

Using time inventory is one way to gain insight

into how and when persons is most productive .it

also assist in identifying internal time-waster.

There is no way to beg, borrow, or steal hours in

the day.

If time is habitually used ineffectively, being a

manager will always be stressful.

MONOCHRONIC TIME MANAGEMENT STYLES

Monochronic style refers to do one thing at a time.

characteristics

People tend to begin and finish projects on time.

Have clean and organized desk as a result of

handling each piece of paper work on time.

Are highly structured.

POLYCHRONIC TIME MANAGEMENT STYLES

Polychronic style typically do two or more things simultaneously.

Characteristics

People tend to change plans .

Burrow and lends things frequently.

Emphasize relationship than task

Builds long-term relationship

GROUP ACTIVITY

Groups discussion among 3 groups Topics : setting daily priorities exc:9.4 (pg#198) A busy day at the public health agency exc

9.5(pg#202) Creating a shift time inventory exc:9.8 ( pg

#207)

REFERENCES

Marquis, B.L. & Huston, C.J (2006).Leadership Roles and Management Functions in Nursing: Theory and Application. Lippincott Williams & Wilkins. Page 192-207.