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4- Time Management.

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4- Time Management.

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mennatallahelsayed8

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Time Management

Objectives
At the end of this lecture every student
should be able to:
1. Define time management
2. List importance of time management
3. Enumerate the principles of time management
4. Define time wasters
5. Differentiate between internal and external time
wasters
6. Discuss nurse manager role in time management
Introduction
Time is an equally important resource

such as money, equipment, and supplies , thus

require planning. Effective time management

requires analysis of the characteristics of the

work and the habits of the team members.

4
Definition of time management
✓Time management is managing time
effectively so that the right time is allocated to
the right activity.
✓Time management is making an optimal use
of available time for maximum productivity.
Importance of time management

1. Time is limited (save time)

2. Make better decisions
3. Be more successful
4. Learn more

5. Have more control over your life

6. Accomplish more with less effort.

7. Reduce stress.

8. Gain extra productive hours.

9. Increase efficiency and productivity.

10. Spend more time for enjoyment.

11. Time management allow nurses to prioritize
care and perform the most important
interventions first.

12. Time is care & time is money; inadequate

nursing time contributes to poor quality care
and excess nursing time contributes to the
high cost of care.
Principles of
time
management
1 - Clarity of purpose and Be goal oriented:
▪ To use your time effectively, you must
determine what you want to use it for.

▪ Ask yourself "What am I actually trying to

achieve? “

▪ The clearer you are about your vision; the more

likely you are to achieve it.
2 - Evaluate your current use of time:
It’s important to identify patterns of
procrastination and avoidance that negatively
impact your ability to move forward with your
goals.
3 - Create a written plan for your daily
and weekly activities:
▪ Plan to succeed by charting your daily and
weekly activities.

▪ This enables you to deal with all items on it

without the distraction of new work being
added
4 - Prioritize your activities:

▪ Make sure that you have accurately assessed

what your top priorities are.

▪ Activities related to achieving your goals must

receive your attention first!

Non urgent Urgent
5- Place boundaries on your time wasters:
▪ To effectively use your time, you need to be
aware of where your weaknesses are. What are
your time wasters?

▪ Identify causes of interruptions, and plan to

reduce them.
6- One thing at a time:
▪ Current research shows us that multi-tasking
is a myth. In actuality we are switching back
and forth between tasks.

▪ With each switch we pay a cognitive cost and

a time cost. It takes time to get mentally back
into the task, this makes us less efficient
7- Be on time

8- Divide large tasks

9- Manage your health

10- Organize your home life

11- Delegate effectively:
Time management involves assigning tasks
and transferring responsibility to another
individual.
12- Evaluation:
The nurse manager should make at least a
weekly assessment of how effectively time has
been used.
Definition of time waster
It is something that avoid the person
from accomplishing a job or achieving a
goal.
Types/ Classification of
time wasters
Internal Time
Wasters
External Time
Wasters
A- Internal time wasters
(Personal / Self generated time wasters)

These are the things that you do yourself to

waste time and are the easiest to control

Examples of internal time wasters:
1- Poor or ineffective planning

2- Disorganization.

3- Procrastination.

4- Perfectionism.

5- In ability to delegate.

6- In ability to say no.

7- Poor technical skills

8- Feeling overwhelmed and anxious

9- Low motivation

10- Physical or mental exhaustion

11- Stress
1- Poor or ineffective planning:
Many people never get anything
accomplished because they don't know where to
begin or how to proceed once started.
Management:
1. It is important that you keep a weekly
schedule.
2. List your priorities in order of importance.
2- Disorganization.
Disorganized people spend too much time
looking for lost items.
Management:
1. Keep things that you need in a specific place.
2. Eliminate clutter.
3. Before starting on a task, make sure that you
have all of the materials or information that you
need.
4. Follow your schedule
3- Procrastination.
Putting off impending tasks to a later time,
sometimes to the "last minute" before a
deadline.
Management:
1. Set a deadline for those projects that you
don't want to do.
2. Plan a reward for yourself when finished.
3. Break a large job into smaller tasks until
completed.
4. Avoid over commitment
4- Perfectionism:
It is a desire to do a good job , but some

people become so anxious about getting a job

done perfectly that they never complete it .

Management:
1. Examine whether your efforts to get the job
done perfectly are really improving things or
preventing you from getting the job done.
2. Think about the cost-benefit ratio of the
extra effort.
3. Remember that nothing is perfect
B- External time wasters
These are the things other people do to
waste your time. This can be more
difficult to control
Examples of external time wasters:
1- Telephone calls
2- Drop in visitors
3- Poor filing system
4- Paperwork
5- Work Socializing
6- Too many meetings
1- Telephone calls.
▪ That are major source of interruption.
▪ Although it is not possible to function without a
telephone, some people do not use telephone
effectively.
Management:
1. Plan calls: write down the topics to be discussed
before making the call.
2. Set a time for a call.
3. Minimize socialization
2- Drop in visitors.
If nurse manager gets a lot of visitors
dropping to her work area ; this could be a huge
time waster for her.
Management:
1. Identifying the issue or questions.
2. Arranging an alternative meeting.
3. Referring the visitors to someone else.
4. Stand up to greet the visitor and remain

standing that will encourage a short visit.

5. Arrangement of furniture

6. Nurse manager can minimize potential eye

contact
3- Poor filing system:

Keeping papers organized in easily

retrievable files rather than disorganized

stacks, saves time when managers need to find

specific information.
4- Paper work :

Several paper work wastes nurse managers’

time such as: organizational memos, staffing

requests, quality assurance reports, incident

reports and patient evaluation.

Management:

Nurse manager needs to become an expert at handling

this paper work through the following activities:

1. It should be filed according to the date to be completed or

discarded.

2. Be proficient in using the computer to construct all letters,

memos, or reports.
Tools for Managing Time
• Use a work activity log: it is a time management
tool that can assist the nurse in determining how
both personal and professional time is used.
Work Activity Log
Time Name of activity Time required Could be better Toward what
and feelings don by someone outcome
(energetic, else? Who? achievement
bored, and so
on)

06:30 Drive to work 15 min – alert Keep for self Get to work
07:00 Hand-off shift report 15 min – alert Keep for self Patient
identification

07:30 Patient 15 min – alert Keep for self Prioritize patients

rounds/planning
• Use to-do lists; are prioritized lists of all the
tasks that nurse manager need to carry out.
They list everything that nurse manager has to do
with the most important tasks at the top of the
list and the least important tasks at the bottom.
Checking the list several times a day quickly
becomes a good habit.
To Do List
Date Task Due Date Done
Computerized calendar
• Computerized calendar-creator programs help
in setting priorities and guiding daily activities

• Computerized Long-Term Planning Systems

– Personal digital assistants (PDAs), or hand-held
organizers, have become quite popular. These
devices allow both short-term and long-term
scheduling.
– PDAs permit storing of personal notes and
reminders, contact data, Internet access, and
other program files.
Nurse manager role in time
management
1. Nurse must be aware of with time wasters and
its types.
2. Be self-aware with personal blocks and
barriers to efficient time.
3. Setting priorities (priorities day-to-day
planning to meet short-term and long-term
unit goal).
4. Cooperate with workers