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Transcript of Time Management
personal time management
the key to procrastination is to use
it appropriately and selectively!
Analyze how time is managed both personally and at the unit level of the organization
Describe the importance of allowing adequate time for daily planning and priority setting
Describe how planning fallacies influence the perception of the time needed to complete a task
Complete tasks according to the priority level they have been assigned whenever possible
Build evaluation steps into planning so that reprioritization can occur
Identify common internal and external time wasters as well as interventions that can be taken to reduce their impact
Complete a time inventory to increase self-awareness regarding personal priority setting and time management
Identify how technology applications such as email, the internet, telecommunications, and social networking can both facilitate and hinder personal time management
Involve subordinates and followers in maximizing time use, and guiding work to its successful implementation and conclusion
"Things which matter most must never be at the mercy of things which matter least."
-Johann Wolfgang von Goethe
Focuses on achieving tasks
Involve a period of 1 hour to 3 years
Less complex than strategic or long range
Plans may be done annually, quarterly, monthly, weekly, daily, or even hourly
Being overwhelmed by work leads to increased errors, omission of important tasks, and general feelings of stress
Leaders must become experts in time management in order to lead a group
Time management is defined as making optimal use of available time
Homisak says the people with poor time management skills burn the candle at both ends, blame others, and make others work harder.
The keys to optimizing time management must include...
Managing and controlling crises
Balancing work and personal time
Leadership Roles & Management
Functions in Time Management
Is self-aware regarding personal blocks and barriers to efficient time management
Recognizes how one's own value system influences his or her use of time and the expectations of followers
Functions as a role model, supporter, and resource person to others in setting priorities for goal attainment
Assists followers in working cooperatively to maximize time use
Prevents and/or filters interruptions that prevent effective time management
Role models flexibility in working cooperatively with other people whose primary time management style is different
Presents a calm and reassuring demeanor during periods of high unit activity
Prioritizes conflicting and overlapping requests for time
Appropriately determines the quality of work needed in tasks to be completed
Appropriate prioritizes day to day planning to meet short-term and long-term unit goals
Builds time for planning into the work schedule
Analyzes how time is managed on the unit level by using job analysis and time and motion studies
Eliminates environmental barriers to effective time management for workers
Handles paperwork 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 appropriate technology to facilitate timely communication and documentation
Discriminates between inadequate staffing and inefficient use of time when time resources are inadequate to complete assigned tasks
Basic Steps to time management
1. Allow time for planning and establish priorities.
2. Complete the highest-priority task whenever possible, and finish one task before beginning another.
3. Reprioritize based on the remaining tasks and on new information that may have been received.
Taking time to plan &
Planning is essential.
Managers who are new to time management may underestimate the importance of regular planning and fail to allot enough time for it.
Baiyun and Quanquan note that while individuals make plans, often that plan is not completed in the time predicted.
Despite the fact that it fails time after time, the individual does not change the plan and remains optimistic that it will eventually work.
Researchers say that many people do this becuase they forget what went wrong last time.
The unrealistic belief that everything will go perfect leads to serious errors and poor time management.
Many think that taking time to plan the task first takes away from time needed to actually complete the task.
Without planning, the individual finds it hard to get started and spends time in a crisis-like state.
Whether you are a student, manager, or a staff nurse, planning takes time; it requires the ability to think, analyze data, envision alternatives, and make decisions.
time as a resource
The time-efficient work environment
Do some of the staff nurses
This may be the result of
or a work
suggestions to assist in
planning work activities...
Gather all supplies/equipment necessary before starting an activity
Group activities that are in the same location
Use time estimates
Document your interventions as soon as possible after completion
Always strive to end the workday on time
Ultimately, the goal is to facilitate greater productivity & satisfaction!
What about the unit manager?
At each shift, IDENTIFY key priorities to be accomplished and what type of actions they require for completion
What is the level of achievement you EXPECT for each prioritized task?
ASSESS the staff assigned to work with you
REVIEW both the short & long term unit plans on a regular basis
Plan ahead for meetings
Throughout the shift, ASSESS progress of established daily goals and if any unanticipated events have altered the original plan
Take regularly scheduled BREAKS!
An electronic calender may be helpful in organizing your day
Priority setting & procrastination
prioritizing is the key to good time management!
categories of prioritization:
1. "Don't Do"
2. "Do Later"
3. "Do Now"
Procrastination is rarely appropriate when used to AVOID a task because it is overwhelming/unpleasant
Leader/manager should break down larger projects into smaller ones
Specific timeline and implementation plan
Short-term, intermediate, and final deadlines
Daily lists should be realistic
Should not include routine tasks
Allow adequate time for tasks
Periodically review lists
Prioritizing & lists will change
Reassess after each major task is completed
Planning does not prevent an occasional crisis
dealing with interruptions
Low level managers experience more interruptions than higher level managers
Leadership skills are necessary to deal with interruptions
4. Poor filing system
"Many of us have fallen into the social media black hole, and it can be tricky to find balance with no parameters in place." Svehaug (2013, Para 17)
Technology makes it difficult to find a balance
"Not unplugging" can cause burnout
Socializing can waste significant time
Managers should avoid an open door policy
Don't make yourself overly accessible
Avoid promoting socialization
Schedule long-winded pests
Other time wasters...
Paperwork overload & a poor filing system
personal time management
Be honest with yourself
What do you want to accomplish?
How much time are you willing to dedicate?
If you are not honest with yourself, it is difficult to find a work-life balance
what is your working style?
Work on one thing at a time?
Work on multiple things at once?
Task focused or relationship focused?
Work better during the day or night?
How do you use break time?
1. Strive to be authentic
2. Favor trusting relationships
3. Maintain a lifestyle that will give you maximum energy
4. Listen to your biorhythms & organize your day accordingly
5. Set very few priorities & stick to them
6. Turn down things that are inconsistent with your priorities
7. Set aside time for focused effort
8. Always look for ways of doing things better & faster
9. Build solid processes
10. Spot trouble ahead & solve problems immediately
11. Break yours gals into small units of work, and think only about one unit at a time
12. Finish what is important & stop doing what is no longer worthwhile
Provides insight into how time is actually utilized
Mistakes students make...
Not considering sleep time
Not considering time with family/friends
Schedule sleep time first Classes & clinicals or other obligations that can't be changed Schedule time with family & friends Schedule time to study
remember, there are only
24 hours in a day!
time inventory examples
integrating leadership roles &
Time management & stress have an inverse relationship
Managers need effective time management skills
Most important skills?
Interpersonal communication skills & self-awareness
Prioritize to meet short & long term needs
Role model time management skills to others
time management strategies
in nursing practice
In nursing today, there is an increasing emphasis on how efficient and effective a nurse is while providing care for their patients in a set time frame. Before this is able to happen, the nurse must be self disciplined and have a set plan at the beginning of the shift in order to provide adequate care to patients in a timely manner.
Intensive Care Unit, Critical Care Unit, Medical-Surgical Floor
Are nurses in these settings providing quality patient care to clients in set time frames?
Are all patients receiving adequate & efficient healthcare?
Nurses in intensive & critical care settings had more difficulty providing adequate care in a set amount of time
Rationale: patients in the unit are more critical therefore they require more care & interventions than patients on a Med-Surg floor
Also, unit nurses had more difficulty with time management due to lack of assistive personnel to help with patient care
Limited to the Intensive Care Unit, Critical Care Unit, & Medical-Surgical Floor
Only considered a few hospital settings instead of providing data on time management in other various settings within the hospital
More research on time management in other medical areas
More research on time management in nursing
1. which of the following is not
a key in optimizing time management?
A. Prioritizing duties
B. Managing & controlling crises
C. Increasing stress
D. Balancing work & personal time
2. Which of these actions
promote time management?
A. Complete the lowest-priority task first
B. Establish priorities
C. Start multiple tasks at one time
D. Take a short amount of time to plan
c. increasing stress
B. establish priorities
3. Which of the following should the
unit manager plan? (select all that apply)
A. Review short-term & long-term plans of unit regularly
B. Plan ahead for meetings, prepare & distribute agendas in advance
C. Assess the staff assigned to work with you
D. Identify key priorities to be accomplished that day
E. Take a break for 5 minutes if able
A, B, C, D
4. complete the following statement: "the key in procrastination is to use it..."
A. ...wisely & often
B. ...appropriately & selectively
C. ...appropriately & wisely
D. ...appropriately & often
B. ...appropriately & selectively
5. daily lists should be realistic &
adequate time should be allowed for tasks.
True or False?
6. which of these statements is
false regarding reprioritizing?
A. Reassess after each minor task is completed
B. Prioritizing & lists will change
C. Reassess after each major task is completed
D. Planning does not prevent an occassional crisis
A. reassess after each minor
task is completed
7. Which of the following are time wasters?
Select all that apply
D. Poor filing system
A, B, C, D, E
8. What kind of skills are necessary
to deal with interruptions?
9. which is not one of bran's habits to master personal time management?
A. Set very few priorities & stick to them
B. Maintain a lifestyle that will give you minimum energy
C. Set aside time for focused effort
D. Spot trouble ahead & solve problems immediately
b. maintain a lifestyle that
will give you minimum energy
10. what are some qualities managers
should possess? select all that apply
A. Effective time managers
B. Good communication skills
A, B, E
Marquis, B.L., & Huston, C.J. (2015). Leadership roles and management
functions in nursing: Theory and application (8th ed.) Philadelphia, PA: Wolters Kluwer Health
Waterworth, S. (2003). Time management strategies in nursing practice.
Journal of Advanced Nursing, 43(5), 432-440.