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Time management

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time management for nursing
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Time management

  1. 1. PREPARED BY: AHMED ZINHOM RADY MUBARAK MASTER IN NURSING ADMINISTRAYION F.O.N CAIRO UNIVERSITY Time management
  2. 2. Objectives  At the end of this lecture, each student will be able to :  Define time management  List the purpose of time management  Define time wasters  Identify the common time wasters  Discuss the basic time management principles  ApplyTime management technique  Discuss the Basic principles of time management to deal with time wasters
  3. 3. Outlines:  Introduction  Definition of time management  Purpose of time management  Definition of time wasters  Common time wasters  Basic time management principles  Time management technique  Basic principles of time management to deal with time wasters
  4. 4. Introduction:  Time management is making optimal use of available time. Because time is a finite and valuable resource, learning to use it wisely requires both leadership skills and management functions .
  5. 5.  the leader /manager must initiate an analysis of how time is managed on the unit level ,involve team members and gain their cooperation in maximizing time use and guide work to its conclusion and successful implementation .
  6. 6. Definition  Time management has been defined as ‘a set of related skills that helps you to use your time in the most effective and productive way possible’.
  7. 7. Time management is the act or process of planning and exercising conscious control over the amount of time spent on specific activities, especially to increase effectiveness, efficiency or productivity.
  8. 8. Time management is a set of principles, practices, skills, tools and system that work together to help to get more value out of your time.
  9. 9. I ASKYOU Why time management?
  10. 10. It manages your activities and studies It improves productivity and effectiveness It empowers you to have a sense of control
  11. 11. time wasters:  Is something that prevents person from accomplishing the job or achieving the goal
  12. 12. Common time wasters: Internal time wastersExternal time wasters 1- Lack of daily and weekly plans 2-Lack of clear goals, objectives and priorities 3-Failure to delegate 1- Interruption such as telephone calls and drop visitors ( socialization) 2- Meeting, both scheduled and un scheduled 3-Ineffective communication 4- lack of information
  13. 13. 4-In ability to say no 5-Procrastination 6-Lack of self discipline 5- poor filing system Paper work and reading 6- incompetent coworkers 7- lack of adequate described policies and procedures
  14. 14. BASIC TIME MANAGEMENT PRINCIPLES Be onTime Adjust your Attitude Be Goal Oriented Prioritize Divide LargeTasks Plan your Activities Be Organized
  15. 15. Follow a Routine Delegate Effectively Manage Meetings Control Interruptions Manage your Health Organize your Home Life Track what you Do BASIC TIME MANAGEMENT PRINCIPLES cont..
  16. 16. •Starting difficult tasks. Gain sufficient time to complete most important tasks •Selective reading •Be able to do effective weekly planning •Assertiveness and politeness: Be assertive with colleagues and managers and learn how to say 'no' •Knowledge of your commitments and limitations
  17. 17. How to deal with time wasters?
  18. 18.  Goal setting  Nurses are accustomed to set both long and short- range goals.  goals are stated in terms of what patients will accomplish rather than what the nurse will achieve.  Defining goals and time frames reduce stress by preventing panic for people when confronted with multiple demands.
  19. 19. Setting priorities  Nurse managers should establish priorities, taking into consideration both short and long term goals as well as the importance and urgency of each activity.
  20. 20. Time management matrix/urgent or important matrix • The time management matrix a useful tool to know how to prioritize work, personal roles, goals and commitments • The time management matrix is split into the following four quadrants.
  21. 21. 21 Spent Time Matrix Q1 Q3 Q2 Q4 Crises Deadlines Prevention Relationship Building Planning Recreation Interruptions Some Meetings Popular Activities Pleasant Activities Time Wasters Urgent Not Urgent Important Not Important
  22. 22. Quadrant 1 The Quadrant of Necessities Items that is both urgent and important. It includes reactive tasks that need to be done, often at the last minute. This category includes true emergencies; personal, medical, professional - and important deadline driven projects.
  23. 23. Crises and deadlines are typical examples. Time spent in this quadrant can't be avoided. These are the things that we have to do because they are our responsibility and need immediate attention.
  24. 24. Quadrant 2 - Important but not Urgent The Quadrant of Quality Q2 is the quadrant of personal proactively and power. Items that is not urgent but important. This includes activities that build capability, spot new opportunities, and ensure long term success. It includes proactive tasks, often habitual, that maintains or improves the quality of your work and life.
  25. 25. The more you expand this quadrant, the more you reduce the other three quadrants
  26. 26. Quadrant 3 - Urgent but not Important The Quadrant of Deception This quadrant includes items that are urgent and not important, These activities may seem important, but they are not really. They only grasp your attention immediately.These are the things that we allow to interrupt our working lives because we believe they take precedence over other tasks.The worst examples of such tasks are answering every phone call.
  27. 27. Quadrant 4 - Neither Urgent nor Important The Quadrant of Waste It includes items that are not urgent and not important. These are the things that we don't need to do but that so often we end up doing to fill in time or because we like doing them. These include aimless socializing around and attending unnecessary meetings. Covey calls these 'time-wasters'.
  28. 28. Daily planning and scheduling:  Once goal and priorities have been established the nurse manager can concentrate on scheduling activities to do list should be prepared each day , either after work hours or early before on the same day
  29. 29. Daily work planDate time 8 Am 9 Am 10 Am 11Am 12pm 1Pm
  30. 30.  the list is typically planned by workday or work week , flexibility must be a major consideration in this plan , some times should remain un committed to allow the manager to deal with emergencies and crises that are sure to happen
  31. 31. Delegation  Involves assigning tasks , determining expected results and granting authority to the individual to accomplish these tasks
  32. 32. Controlling interruptions  An interruption occurs any time to the nurse, manager. we have two types of interruption, interruption that is more important and urgent and interruption as an emergencies or crises situations .
  33. 33.  But there are some interruptions interfere with achieving the nurse manager's job as telephone calls and drop- in visitors, paper work
  34. 34. Telephone calls:  Are a major source of interruption but the nurse manager can not function with out a telephone , nurse manager receive many telephone calls , some of them time wasters so handling telephone calls effectively must occur by
  35. 35. Minimize socializing and small talk  If you answer the phone with hello what can I do for you rather than hello how are you the caller is encouraged to get to business first , be warm , friendly but don't allow others to waste time
  36. 36. Plan calls  Write down topics to be discussed before making the call ,this prevents the need for additional calls to inform other part of an important point or ask a forgotten question
  37. 37. Set a time for calls  The nurse manager may have a number of calls to return as well as calls to initiate , it is the best to set a time to handle routine phone calls
  38. 38. Voice mail :  Is an excellent way to send and receive messages when a real time interactions not essential ,like other forms of communication must be used appropriately unit clerk may be responsible for taking voice mail messages of the system so it is important to state the message in professional manner
  39. 39.  Drop- in visitors Drop- in visitors can last 10 minutes rather than eliminate drop- in visits, the nurse manager should skillfully direct the visit by identifying the issues or questions
  40. 40.  Interruption also can be controlled by the arrangement of furniture.  the nurse manager whose desk is arranged so that immediate eye contact is made with passers –is asking about interruptions  a desk turned 90 or even 180 degrees from the door minimizes potential eye contact
  41. 41. Paper work  Basic principles can help the nurse manager process information while reducing it as a waster of time
  42. 42. Plan and schedule paper work  Writing and reading reports , forms, letters are essential elements of the nurse manager's job so nurse manager should learn the organization's information system and requirements of the position
  43. 43.  Sort paper work for effective processing  It mean to handle file according to its important and urgency , place all paper work that is informational in nature and related to present work in a file labeled (I)
  44. 44.  and place other reading material , such as professional journals , technical reports ,and other items that not relate directly to the immediate work in a file labeled (R)
  45. 45.  The I file contain things that must be read immediately but R file contain material are not as urgent and can be read later
  46. 46. Use the computer  Using the computer to construct all letters and reports it is more proficient and easy.
  47. 47. Last words The Challenge is not really to manage time but to manage ourselves to be BALANCED, EFFICIENT, and HAPPY BEH!
  48. 48. BIBLIOGRAPHY: - 1.Jogindra vati,” principles and practice of nursing management and admin istration”,1st edition, jay pee publications, 2013 pp 522-531 2.Mary Lucita, “Nursing practice and public Health administration”, 1st edition, Br Churchill Living stone pvt Ltd New Delhi 2002, Pp 129-138. 3.Anna H.Gallahan, “Educational administration in nursing”, 1st edition, 1965, the Mac million company New York Pp 11- 13.
  49. 49. 4.K.P. Neeraja, “Text book of Nursing education”, 1st edition, 2003, jaypee brothers medical publishers (p) Ltd. New Delhi Pp 141-146. 5.Aquinas P.G(2005)”principles of management” 1st edition,Annalm publications Pvt LTD.Ansari road.page no- 420-436

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