Time ManagementTime Management&&

PrioritizationPrioritization

Objectives

• Identify scholarly publications pertaining to time management and prioritization.

• Review each article for comprehensive time management and prioritization information.

• Synthesize articles using current information relating to nursing leadership and leadership in the business world.

• Provide a professional and concise presentation.

• Engage the class with discussion questions.

What is Time Management?

Time management is more than just managing time. It is setting priorities, taking charge of the situation, and time utilization. It means changing those habits that cause waste of time. It isbeing willing to adopt habits and methods to make maximum use of time.

The Impact of Time Management

Time management is a very important issue that is encountered early in nursing as well as in business.

According to a study performed by Fink, Krugman,Casey, and Goode (2008), graduate nurses felt as though there is a lack of organization and prioritization skills when entering the nursing career, contributing to their stress.

Many business textbooks suggest that professionals, especially managers, operate best when they carefully control their time at work within highly structured environments, but observations of real situations indicate that those who spend their day that way may be undermining their effectiveness (Sarp, Yarpuzlu, & Mostame, 2005)

The Impact of Time Management

According to Clemens and Dalrymple (2006), “observing the hundreds of executives we have worked with in the past 20 years--supremely effective women and men who run the world's largest associations and firms -we noticed something amazing: For them, time was a leadership opportunity, not a management problem.”

Time management is really about self-management. It is clear, looking at the large number of books and articles written about time management, that this is an issue of concern not only for businesses, but for individuals in their personal lives as well (Spidal, 2009).

How we spend our time is the truest tangible indicator of our priorities, of what we think is important. Constituents can measure how serious their leaders are about key values by observing how much time is spent on them (Boone & Peborde, 2008).

Misconceptions About Time

Misconception About TimeTime management is simple:While the concept is simple, these days people are finding it difficult to manage their time, get more done at work, and find some balance in their work and personal lives. The key to effective time management is focusing on the things that really make a difference at work. Successful time management is often suggested to be a product of organization skills; however, what works for one person may not work for others (Sarp, Yarpuzlu, & Mostame, 2005).

We cannot manage time; we can only manage how we use it (Spidal, 2009).According to Boone & Peborde, 2008, the fixed number of hours in the day, combined with time constraints imposed by tasks that must be accomplished, make effective time management an important skill for successful business leaders.

There is not enough timeTime goes by at the same rate no matter what one does. The best one can do is take charge of time, investing oneself in those things that matter most in one’s life.

(Sarp, Yarpuzlu, & Mostame, 2005).

Effective Time ManagementAccording to Spidal (2009), effective time management should be approached in a systematic fashion by:

Assessing: the easiest way to determine how you are using your time is keeping a time log.

Identifying Time Wasters: Activities that we use to avoid doing what we really ought to do.

Creating a functional work space: a desk with enough clear space to do your work; only have necessary supplies available, and do not clutter your work space.

Utilizing a personal management system by: Such as Microsoft Outlook that aids in the organization and prioritization of time and in turn becoming more productive.

Collect it: try to simplify your collection spots to just a few, such as email and voicemail.

Process it: determine what each item in the collection point is and what is the next action.

Organize it: create your personal management system; know which pile has the paper you need to complete your current project.

Prioritize and Plan it: Prioritize the next action; high priority objectives should be scheduled first before low priority.

Scheduling it: Schedule the time on your calendar to meet the due date. Block out time for your personal goals.

Reviewing it: Always review your calendar and make sure it is up to date. Review your information system weekly to determine its accuracy.

Doing it: Keep it simple! Prioritize and plan on a daily and weekly basis. Do the worst thing first.

Effective Time Management

Time WastersAccording to Yoder-Wise (2007), there are some commonly identified time stealers. One should concentrate on the overall results of the task, and not on being busy. Some of these time stealers are:

Doing too much

Inability to say “No”

Procrastination

Complaining

Interruptions

Disorganization

Information overload

Time Wasters

Doing too muchIf you feel that you have too much to do, the first step is to be realistic and limit major commitments, then give each activity your full and undivided attention. Take time to set priorities for the day. Do what needs to be done, not what you would like to do. Nursing is a balancing act; priorities are always changing.

(Yoder-Wise, 2007)

Time Wasters

Inability to say “No”Learning to say no to a request is difficult, and in the process, others may by be displeased. Be honest; give your reasons for declining the request, and demonstrate your good faith by suggesting other ways to meet the person’s need.

(Yoder-Wise, 2007)

Time Wasters

ProcrastinationIt is easy to put off tasks if the due date is in the future. There are techniques to deal with procrastination. First, identify the reason for procrastinating, and second, make that task your priority the next day. Reward yourself after completing that dreaded task.

(Yoder-Wise, 2007)

Time Wasters

ComplainingThe time spent complaining about the task is at times greater than the time needed to complete the task. If you find yourself complaining, rethink the problem and generate positive solutions.

(Yoder-Wise, 2007)

Time Wasters

PerfectionismIt is the tendency of not finishing something because it is not perfect. Be aware of your perfectionism and allow yourself to do slightly less than a perfect job.

(Yoder-Wise, 2007)

Time Wasters

InterruptionsInterruptions are distractions that arise due to lack of planning, poor concentration, and lack of control over theenvironment. In order to minimize distractions, work in an area where you are less likely to be disturbed.

(Yoder-Wise, 2007)

Time Wasters

DisorganizationOrganization is a great time saver; simple organization includes eliminating clutter, keeping everything in its place, and doing similar tasks together. Having all material before starting the task and following a schedule will help in keeping organized.

(Yoder-Wise, 2007)

Time Wasters

Information Overload:The new technology available forces us to receive huge amounts of data and transform them into useful information. Information overload could include the inability to keep up with everything, feeling that the data keeps you from accomplishing your real job, the inability to proceed from the question or problem to fact finding, interference with sleep, and the decreased ability to concentrate. One must know that information is simply a tool to use to plan action or make decisions.

(Yoder-Wise, 2007)

Delegation and Time Management

Delegation is a critical component of self management for nurse managers and care managers.

(Yoder-Wise,2007).

Delegating and Time Management

Some individuals have the inclinationto take on more responsibilities than necessary for two reasons: It is easier to do it yourself than

explaining it to someone elseAs well as the fear that it may be

viewed as imposing your responsibility on to others.

(Boone & Peborde,2008)

Benefits of Delegating

According to Boone & Peborde 2008, delegation offers two significant benefits:

1. It provides you with more time to focus on higher priority tasks

2. It helps you empower and enrich the experience of others who are looking for opportunities to contribute to the organization.

Yoder-Wise, 2007, also mentions an additional benefit, and that is that delegation can also be a means of reducing stress if used appropriately.

Strategies to improve time management

Goal settingPriority settingOrganizationTime toolsManaging information

Goal Setting

The first step is to set goals and develop a plan to reach the goals.

Set goals that are reasonable and attainable.

Give yourself time to meet your goals.

Be flexible

Write down your goals

Setting Priorities

All successful time management begins with planning.Use a to-do list to plan your activities.Arrange the list based on level of priorities.

Organization

Keep workspace neat

Plan ahead where things should go

Do no use the top of the desk for storage

Create a “to be filed” folder

Schedule time to work your way through the folders

Time Tools

Plan your day

Use a time log to list work related activities for several days

Managing Information

First step is to access the source once it has been identified

Thank you!

Remember...

Time is what we want most, but what we use worst.

William Penn

Questions

1. Do you try to do too much at once?

2. Have you ever completed a task and realized that your mind was somewhere else?

3. What are the tasks this week that you found could have been delegated?

4. What single activity or habit wastes your time the most?

Reference

Boone, L. W., & Peborde, M. S. (2008). Developing leadership skills in

college and early career positions. Entrepreneur Magazine, 3.

Retrieved May 23, 2009, from

http://www.entrepreneur.com/tradejournals/article/186785392_4.html

Clemens, J., & Dalrymple, S. (2006). Mastering time: The new leadership

imperative. Associations Now, 2(5), 30-36. Retrieved May 21, 2009,

from CINAHL Plus with Full Text database.

Fink, R., Krugman, M., Casey, K., & Goode, C. (2008). The Graduate Nurse

Experience. The Journal of Nursing Administration , 38(7/8), 341-348.

Reference

Sarp, N., Yarpuzlu, A. A., & Mostame, F. (2005). Assessment of time

management attitudes among health managers. The Health Care

Manager, 24(3), 228-231. Retrieved May 21, 2009, from CINAHL Plus

with Full Text database.

Spidal, D. (2009). Time Management. American Society of Indexes, 17(1),

15-17,31. Retrieved May 21, 2009, from CINAHL Plus with Full Text

database.