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Time Management

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Catherine Crabtree

on 4 November 2014

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Transcript of Time Management

Three Basic Steps To Time Management
Allow time for planning, and establish priorities
Complete the highest-priority task whenever possible and finish one task before beginnng another
Reprioritize based on the remaining tasks and on new information that may have been received
Personal Time Management
What is it?
Refers in part to self-knowledge & awareness. For people who aren't certain of their own short or long-term goals, time management poses difficulties.
Research Article

Authors: Misra, Ranjita
McKean, Michelle

From: The American Journal of Health Studies
Time Management
Time Management
Time Inventory
Provides insight to how you or others spend time on a particular task or the total amount of productivity time during the day.
By: Victoria Acocella, Catherine Crabtree, Robert Gooch, Beverly Love, & Lucy Plummer
Taking Time to Plan
Identify key priorities to accomplish that day
Identify the level of achievement you expect for each task
Assess staff assigned to work with you
Review the short and long term plans regularly
Allow points to assess progress
Priority Setting

Definition- making optimal use of available time

Purpose- good management skills allow an individual to spend time on things that matter

May assist the staff nurse in planning activities
Gather all the supplies and equipment that will be needed before starting an activity
Group activities in the same location
Use time estimates
Document as soon as possible
Always strive to end the workday on time
"This paper investigated the interrelationship among academic stress, anxiety, time management, and leisure satisfaction among 249 university undergraduates by age and gender. Time management behaviors had a greater buffering effect on academic stress than leisure satisfaction activities. Significant gender differences existed among all the measures. Females had more effective time management behaviors than males, but also experienced higher academic stress and anxiety. Males benefited more than females from leisure activities. Freshmen and sophomore students had higher reactions to stress than juniors and seniors. Anxiety, time management, and leisure satisfaction were all predictors of academic stress in the multivariate analysis. Anxiety reduction and time management in conjunction with leisure activities may be an effective strategy for reducing academic stress in college students."
"The concept of time management is generally defined in terms of clusters of behavior that are deemed to facilitate productivity and alleviate stress (Lay & Schouwenburg, 1993). Effective time management strategies increase academic performance (Campbell & Svenson, 1992).[...]Although programs emphasize starting large tasks well before due dates, breaking down large tasks into small ones, and doing small tasks on a regular schedule, students regularly ignore these techniques and find themselves in great distress before exams (Brown, 1991)."

Relatively small population
Only took students from one university
Article requires reader to search for other research in certain areas to understand what is being discussed
Reprioritizing is the last step in time management.

If an individual does not take time to reprioritize after each major task is accomplished, other priorities set earlier may no longer be accurate.

In an event of an unforeseen crisis, the individual may need to set aside the original priorities of the day and reorganize, communicate, and delegate a new plan reflecting the new priorities associated with the unexpected event causing the crisis.

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

To start making the step in the right direction of getting things of most importance done, divide what needs to be accomplished into three categories:

1. “Don’t do”
2. “Do later”
3. “Do now”

To procrastinate means to put off something until a future time, to postpone, or to delay needlessly.
Procrastination is a barrier to time management.
It is a difficult problem to solve, but there are simple strategies that reduce the likelihood of procrastination including: forcing yourself to stay in your room without distractions until the job is done, asking friends or loved ones to help you stay on task, rewarding yourself for starting the project early and staying on task, budgeting time appropriately, and avoiding feeling overly discouraged when relapses occur.

Psychologists have found that college students consider themselves champion procrastinators with almost half considering it problematic.

True or False

Question One
Answer One
Question Two

Which tasks would be placed in the “do now” category? Select all that apply.

a. Daily staffing needs
b. Taking a lunch break
c. Dealing with equipment shortages
d. Giving performance appraisals
e. Calling back your dentist to confirm your annual cleaning

Answer Two

Question Three
Answer Three
Question Four
Answer Four
Question Five
Answer Five
Question Six
Answer Six
Question Seven
Answer Seven
Question Eight
Answer Eight
Question Nine
Answer Nine
Question Ten
Answer Ten
Personal Time Management
Managing time is difficult if a person is unsure of his or her priorities for time management

By being self-aware & setting goals accordingly, people determine how their time will be spent

If goals are not set, others often end up deciding how a person should spend his or her time

These goals include timelines to give structure to what should be accomplished today, tomorrow, and in the future
Personal Time Management
When individuals lack self-awareness, they may find it difficult to find a balance between time spent on personal and professional priorities.

It's important to recognize one's own preferred time management style & to be self-aware about how this orientation may affect interaction with others in the workplace.

When and how are you are at your most productive affects daily outcomes
0530: 0900: 1230:
0600: 0930: 1300:
0630: 1000: 1330:
0700: 1030: 1400:
0730: 1100: 1430:
0800: 1130: 1500:
0830: 1200: 1530:
Time Inventory
Time Inventory
Greatest benefit: being able to objectively identify patterns of behavior, so it may be necessary to maintain the time inventory for several days (or weeks).

Remember, there is not way to beg, borrow, or steal more hours in the day. Use them effectively.
Managing time is difficult if a person is unsure of his or her priorities.

True or False
Time inventories are used to help identify what ? Select all that apply.

a: priorities
b: productiveness
c: time-wasting
d: interruptions
First & middle level managers experience more
interruptions than higher level
Interact more directly with subordinates
Usually have no "quiet place"
Experience situational stress and lower job satisfaction

Reducing interruptions/distractions

Make time to relax/clear thoughts
Promote a focused environment

Time Wasters
Time Wasters
Outside of professional use
Games/internet surfing/facebook/personal phone calls/texting
Schedule appointments, close door when working, maintain focus when charting
Interrupt (politely get to point)
Be brief
Signal end to conversation
Schedule long-winded pests

Socializing: How to Deal with a Rambler
Time Wasters
Paperwork overload
Organizational memos
Staffing requests
Quality assurance reports
Incident reports
Patient evaluations
Don’t procrastinate!
Poor filing systems
Promote computerization and emailing of documents
Clear desk with only essentials

Managers may find preparing a written list helpful; however, the list is only a tool to help staying on task.

Lists should allow adequate time for each task and have blocks of time built in for the unexpected.

Periodically review the list to see what has or has not been accomplished, and be careful not to confuse importance and urgency.

Breaking a big job down into smaller parts can make the task seem more manageable.
Making Lists
Marquis, B., & Huston, C. (2009). Time management. Leadership roles and management functions in nursing: Theory and application (7th ed.). Philadelphia: Wolters Kluwer Health/Lippincott Williams & Wilkins.

Misra, R., & McKean, M. (2000). College students' academic stress and its relation to their anxiety, time management, and leisure satisfication.
American Journal of Health Studies
, 16. Retrieved from http://www.biomedsearch.com/article/College-students-academic-stress-its/65640245.html

Which of the following are generally associated with why first and second level managers experience
interruptions than higher level managers?
Select all that apply.

They are more involved in daily planning

Most lack adequate clinical help to filter interruptions

Most have a more adequate level of patience

They interact directly with a greater number of subordinates

Most lack a quiet workspace

All are more experienced with handling interruptions
Correct answers:
A, B, D, E

First and middle level managers are more involved in daily planning and interact directly with subordinates. Unfortunately, most lack a quiet workspace to focus and may experience a decrease in clinical help in filtering out interruptions.
Which of the following are appropriate statements that discourage a coworker from wasting time chatter?
Select all that apply.

a. “Excuse me. I’m not sure I see where you are going with this. What exactly are you trying to say?”

b. “Can’t you see I’m preoccupied with more important tasks needing my attention? Stop wasting my time.”

c. “I don’t feel like talking to you right now.”

d. “I can’t talk right now, but I should be free around 3pm. Why don’t you come by then?”
Correct answers: A, D

It is appropriate to politely interrupting a rambler to try to get them to state their point or issue. With long winded talkers, it is appropriate to reschedule times to discuss non-emergent issues. If the conversation isn’t necessary, the employee will most likely not show up at the appointed time to talk. Answers B and C are not professional ways to handle chatty coworkers/subordinates.
A lack of puntuality suggests that you do not value other people's time.

True or False
What are the three basic steps to time management?

A. Take time to plan
B. Complete the highest priority task, finish on task before starting another
C. Reprioritize based of remaining tasks and on new information
D. Utilize technology to to facilitate timely communication
Correct answer: A, B, C

Answer D is a management function exercised in time management.
What are some examples of industrial engineering principles that help planning?

A. Gather all supplies and equipment needed before starting.
B. If you did not plan for an activity then don't do it.
C. Group activities that are in the same location.
D. Use time estimates.
Correct answer: A,C,D

Answer B is incorrect.

True or False:

Breaking down large tasks into smaller ones that can more easily be accomplished by unit members is a good example of a management function in time management.
Correct answer: True
A, B, C

Answer D does not pertain to the question.
Time Wasters
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