Transcript htr time management

TIME MANAGEMENT
TIME MANAGEMENT


System of practical skills that allows a person
to use time in the best way possible.
Time management helps prevent or reduce
stress by:






Putting the individual in charge
Keeping things in perspective when events are
overwhelming
Increasing productivity
Using time more effectively
Improving the enjoyment of activities
Providing time for relaxing and enjoying life
FIRST STEP IN TIME MANAGEMENT




Keep an activity record for a period of several
days
Allows a person to determining how he/she
actually uses the time available.
Note activities and the time each takes to see
patterns
Certain periods of day will show higher
energy levels and an improved quality of
work and others will show that
accomplishments are limited b/c of fatigue
CONTINUED

WASTED TIME WILL ALSO BE APPARENT




Looking for objects, talking on the phone, playing games on
computer, and doing things not worthwhile
After activity record is done and time use is obtained
a person can begin to organize time
Important projects can be scheduled during times of
day when energy levels of high
Rest or relaxation periods can be scheduled when
energy levels are low
SETTING GOALS




Important factor of time management
Goal: a desired result or purpose toward
which one is working
Allow you to know where you are going and
provide direction to you life
Need to have short-term and long-term goals


Short-term goals: take days, weeks, or months to
accomplish; smaller steps taken to reach a longterm goal
Long-term goals: achievements that may take a
period of years or even a lifetime to accomplish
SETTING GOALS CONTINUED


Remember that short-term goals will change
constantly as one set is completed and a new
set is established
Completing a goal leads to a sense of
satisfaction and accomplishment and provide
motivation to attempt other goals
SETTING EFFECTIVE GOALS






Certain points must be observed:
State goals in a positive manner: use words such
as “accomplish” rather than avoid
Define goals clearly and precisely: if possible, set
a time limit to accomplish the goal
Prioritize multiple goals: determine which goals
are the most important and complete them first
Write goals down: this makes the goal seem real
and attainable
Make sure each goal is at the right level: goals
should present a challenge but not be too difficult or
impossible to complete
SETTING GOALS






After goals have been established, concentrate on
ways to accomplish them
Review skills needed, information that must be
obtained, resources you can use, problems that may
occur, and which goal should be completed first
Basically just organizing the steps that will lead to
achieving the goal
After goal has been achieved, enjoy your sense of
accomplishment
If you fail to obtain the goal, evaluate the situation and
determine why you failed
Remember that failure can be a positive learning
experience
CREATING A TIME MANAGEMENT
PLAN



Used to ensure success in meeting
established goals
A daily planner and calendar are important
tools
Tools allow an individual to write everything
down, organize all information, become
aware of conflicts (2 things to do at the same
time), and provide an organized schedule to
follow
CREATING A PLAN CONTINUED
Involves 7 steps:

1.
2.
3.
4.
5.
6.
7.
Analyze and prioritize
Identify habits and preferences
Schedule tasks
Make a daily “to do” list
Plan your work
Avoid distractions
Take credit for a job well done
ANALYZE AND PRIORITIZE




Review and list established goals
Determine what tasks must be completed to
achieve goals
List tasks in order from the most important to
the least important
Eliminate unnecessary tasks
IDENTIFY HABITS AND
PREFERENCES

Know when you have the most energy to
complete work and when it is best to
schedule rest, exercise, or social activities
SCHEDULE TASKS



Use the daily planner and calendar to write
down all events
Be sure to include time for rest, exercise,
meals, hobbies, and social activities
If a conflict arises with two things scheduled
at the same time, prioritize and reschedule
MAKE A DAILY “TO DO” LIST




List all tasks on a daily basis
As you complete each one, cross it off the list
Enjoy the sense of satisfaction that occurs as
you complete each job
If some things on the list are not completed at
the end of the day, determine if they should
be added to the next day’s list or if they can
be eliminated
PLAN YOUR WORK





Work at a comfortable pace
Do one thing at a time whenever possible so
you can complete it and cross it off the list
Make sure you have everything you need to
complete the tasks before you begin
Ask for assistance when needed
Work smarter, not harder
AVOID DISTRACTIONS




Make every effort to avoid interruptions
Use a telephone answering system and
screen calls
Avoid procrastination
Learn to say “no” when asked to interrupt
your work for something that is not essential
TAKE CREDIT FOR A
JOB WELL DONE



When a job is complete, recognize your
achievement
Cross the completed work off the list
If the tasks was a particularly hard one,
reward yourself with a short break or other
positive thing before going on to the next job
on the list






These steps of time management provide for an
organized and efficient use of time
Even with careful planning things do not always get
done according to plan
Unexpected emergencies, a new assignment, a
complication, and/or over-scheduling are common
events in the life of a health care worker
When a time management plan does not work, try to
determine the reasons for failure
Reevaluate goals and revise the plan
Patience, practice, and an honest effort will
eventually produce a plan that provides selfsatisfaction, less stress, quality time for rest and
relaxation, a sense of being in control, a healthier
lifestyle, and increased productivity