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Chapter 9 Time Management

Learning Objectives

1. Describe the importance of allowing adequate time for daily planning and priority setting (Text p 212)

2. Complete tasks according to the priority level they have been assigned whenever possible (Text p 212)

3. Build evaluation steps into planning so that reprioritization can occur (Text p 213)

4. Identify common internal and external time wasters as well as interventions that can be taken to reduce their impact (Text p 221-22)

Learning Objectives

*Time Management (ATI p 5) (Text p 219 & 221)

*Time Management Cyclic Process (ATI p 7) (Text p 220)

Time Management #1

Time management is making optimal use of available time.

Time Management #2

There is a close relationship between time management and stress.

Time Management #3

There is a close relationship between time management and stress.

Symptoms of Poor Time Management #1

Constant rushing

Caught in crisis mode

Fatigue or listlessness, “overwhelmed” feeling

constantly missing deadlines

Insufficient time for rest or personal relationships

Sense of being overwhelmed by demands and details

Having to do what you don’t want to, most of the time

Symptoms of Poor Time Management #2

Two mistakes common in planning are underestimating the importance of a daily plan and not allowing adequate time for planning.

Three Basic Steps in Time Management #1

Allow time for planning and establish priorities.

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

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

Three Basic Steps in Time Management #2

Priority setting is perhaps the most critical skill in good time management because all actions we take have some type of relative importance.

Three Basic Steps in Time Management #3

One simple means of prioritizing what needs to be accomplished is to divide all requests for our time into three categories: “don’t do,” “do later,” and “do now.”

Creating a Time-Efficient Work Environment

Gather all supplies needed before starting an activity.

Group activities that are in the same location.

Use time estimates.

Document nursing interventions as soon as possible after they are completed.

Always strive to end the work day on time.

Daily Planning Actions to Maximize Time Management #1

Identify key priorities to be accomplished that day.

Determine the expected level of achievement of a prioritized task.

Assess the staff assigned to work with you.

Daily Planning Actions to Maximize Time Management #2

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

Plan ahead for meetings.

Allow time to assess progress of goal attainment.

Take regular breaks and use electronic calendars.

Personal Organization

Knowing and understanding how and why you use time or set priorities as you do

How do you waste time?

What types of work do you avoid?

What is the best time of day for you to work?

How long you can work before becoming nonproductive?

Making Lists #1

Remember that lists are planning tools and thus must be flexible!

Reexamine items that remain on the list! Perhaps they don’t need to be done or they need to be broken down into smaller tasks.

Only put as many items on the daily list as can reasonably be accomplished in a day.

Making Lists #2

Being punctual implies that you value other people’s time and creates an imperative for them to value your time as well.

Internal Time Wasters

Procrastination

Poor planning

Failure to establish goals and objectives

Inability to delegate

Inability to say no

Management by crisis

Haste

Indecisiveness

External Time Wasters

Open-door policy

Telephone interruptions

Socializing

Meetings

Lack of information

Poor communication

Lack of feedback

Lack of adequately described policies and procedures

Incompetent coworkers

Poor filing system

Paperwork and reading

Procrastination #1

Means to put off something until a future time, to postpone, or to delay needlessly

Procrastination #2

Procrastination is not a character flaw but is a set of behaviors which were developed over a period of time; they are behaviors that can be changed.

The dread of doing a task uses more time and energy that doing the task itself.

Procrastination #3

Some projects are not accomplished because they are not broken down into manageable tasks.

Personal Time Management

Managing time is difficult if a person is unsure of his or her priorities for time management, including personal short-term, intermediate, and long-term goals.

The Time Inventory #1

Helps the individual determine how much time he or she spends on a particular task and what time of day he or she is most productive

Important to maintain the time inventory for several days or even weeks and to repeat it annually to see if long-term changes have been made

The Time Inventory #2

Taking regularly scheduled breaks from work is important as they allow the worker to refresh both physically and mentally.