CENTRAL LUZON DOCTORS’ HOSPITAL

EDUCATIONAL INSTITUTION, INC.

Romulo Highway, San Pablo, Tarlac City
' (045) 982-5019/982-5052/982-0264 7 (045) 982-0780/982-2757

COURSE TITLE: Nursing Administration 1

NAME: ROXANNE R. SAPON
SECTION: MSN 1D

Chapter II: Roles and Functions of Planning continuation

Time Management
 Time is an equally important resource such as money,
equipment, supplies and labor.
 Time management is defined as making optimal use of available
time.
 Refers to managing time effectively so that the right time is
allowed to the right activity.
 Goal: Finding balance between all you need and want to do.
 “Setting aside time at the beginning of each day to plan the day
allows the manager to spend appropriate time on high priority
task”
 Why do we need TIME MANAGEMENT?
 To save time
 To reduce stress
 To function effectively
 Increase work output
 To have more control over our job responsibilities
 Keys for optimizing time management:
 Prioritizing duties
 Managing and controlling crises
 Reducing stress
 Balancing work and personal time
 3 basic steps to time management:
I. Allow time for planning and establish priorities
II. Complete the highest-priority task whenever possible
and finish one task before beginning another
III. Reprioritize based on the remaining tasks and on new
information that may have been received
I. Planning and establishing priorities
 Planning occurs first in the management process because the
ability to be organized develops from good planning.
 There should be time to think about how plans will be translated
into action.
 Planner must pause and decide how people, activities and
materials are going to put together to carry on objectives.
 “SMART” approach to planning:
 Specific: Set specific, clear goals to be accomplished
 Measurable: Record your progress as measurable
progress maintains your interest
 Attainable: Identify the steps needed to accomplish your
goals
 Realistic: Be realistic about the time constraints and set
goals that can be accomplished within these constraints
 Time Bound: Set a time frame for achieving your goal.
 Planning Fallacy: describes our tendency to underestimate the
amount of time it will take to complete a task, as well as the
costs and risks associated with that task—even if it contradicts
our experiences.

TIME EFFICIENT WORK ENVIRONMENT FOR STAFF NURSES

◢ Gather all supplies and equipment that will be needed before
starting an activity.
◢ Group activities that are in the same location.
◢ Use time estimates.
◢ Document nursing interventions as soon as possible after an
activity is completed.
◢ Always strive to end the workday on time.

TIME EFFICIENT WORK ENVIRONMENT FOR UNIT MANAGERS

◢ At start of each workday, identify key priorities to be
accomplished that day.
◢ Determine the level of achievement that you expect for each
prioritized task.
◢ Assess the staff assigned with you. Set clear expectations on
accomplishing the task.
◢ Review short and long term plans regularly. Include colleagues
and subordinates in identifying unit problems.
◢ Plan ahead of meetings.
◢ Allow time at several points of the day and at the end of the day
to assess progress of goals.

II. PRIORITY SETTING

 It’s the most critical skill in good time management because all
actions we take have some type of importance.
 One simple means of prioritizing is to divide all request into
three categories:
  DON’T DO: Reflect problems that will take care of
themselves, are already outdated, or are better
accomplished by someone else.
 DO LATER: reflect trivial problems or those that don’t
have immediate deadlines; thus they may be
procrastinated.
 DO NOW: reflect a unit’s day to day operational needs.
These requests also may represent items that had been
put off earlier.
 Procrastination: Rarely results from a single cause and can
involve a combination of dysfunctional attitudes, rationalizations
and resentment.
 Must use it appropriately and selectively. Not used to avoid a
task just because its overwhelming or unpleasant.
 Making list: Should allow adequate time for each task and have
blocks of time built in for the unexpected. When making list, we
should not confuse importance and urgency. Individuals should
periodically review lists from previous days to see what was not
accomplished or completed.

III. REPRIORITIZING
 The last step in time management is reprioritizing. One’s
priorities will change during a day, week, or longer because new
information is received.
 If the individual does not take time to reprioritize after each
major task is accomplished, other priorities set earlier may no
longer be accurate.
 In addition, despite outstanding planning, an occasional crisis
may erupt.
 If a crisis occur, set aside the original priorities for the day and
re-organize, communicate and delegate a new plan reflecting
the new priorities.
 DEALING WITH INTERRUPTIONS
Low-level managers experience more interruptions than higher-
level managers.
o Reasons:
 They are more involved in daily planning thus interact
with greater number of subordinates.
 Often don’t have quiet workspace or clerical help to
filter interruptions.
o Impact:
 Situational stress
 Lowered job satisfaction
 WAYS ON HOW TO AVOID INTERRUPTIONS:
o Don’t make yourself easily accessible.
o Interrupt.
o Avoid promoting socialization.
o Be brief.
o Schedule long-winded pests.
 o
 TIME WASTERS:
o Technology (Internet, gaming,email and social media)
o Socializing
o Paperwork overload
o Poor filling system
o Interruptions

PERSONAL TIME MANAGEMENT

 Refers to “The knowing of self”.
 Thinking about what you truly want to accomplish and the time you
are willing and able to dedicate to achieving than goal.
 Concrete plans with timelines is needed towards achieving your
goals.
BRAN’S 12 HABITS TO MASTER PERSONAL TIME
MANAGEMENT:
1. Strive to authentic
2. Favor trusting relationships
3. Maintain a lifestyle that will give you maximum energy
4. Listen to your biorhythms and organize your day
accordingly.
5. Set very few priorities and stick to them.
6. Turn down things that are inconsistent to your priorities.
7. Set aside time for focused effort.
8. Always look for ways of doing things better and faster.
9. Build solid processes.
10. Spot trouble ahead and solve problems immediately.
11. Break your work into small units of work, and think about
one unit at a time.
12. Finish what is important and stop doing what is no longer
worthwhile.

TIME INVENTORY

 Allows you to compare what you planned to do with what you

actually did.
 When using this, Mattison (2013) suggests plotting in sleep first
and then the time that is immovable, including classes and
clinicals.
 Next is the things that are important like family time or church.
Lastly, study time and planned breaktimes should be included in
the inventory
  Example of time inventory:

TIME ACTIVITIES
7:00 AM-7:30 AM  Checking of attendance
6:45 AM-7:15 AM On Time
7:16 AM-7:30 AM Late
7:31 AM onwards Absent
7:30 AM-8:00 AM  Checking of paraphernalia and decorum,
uniform and grooming
 Pre-conference
o Prayer
o Discussion of agenda for the day
o Task delegation

8:00 AM-9:00 AM  Orientation

o Physical set up of Loving Mother
 Different areas/ward of the hospital
o Organization Structure
 Nursing staff
 OPD team and other
personnel
o Policies and procedures

9:00 AM-11:45 AM  Observation of duties and responsibilities

of an OPD nurse
 Familiarization of the different forms
 Nurse-patient interaction

11:45 AM-12:30 PM LUNCH BREAK

12:30 PM-01:00PM  Post conference
o Discussion
 Formulation of Nursing
Diagnosis
 Diabetes Mellitus
o Case scenario – Diabetes Mellitus
 NCP
 SOAPIE
INTEGRATING LEADERSHIP ROLES AND MANAGEMENT
FUNCTIONS IN TIME MANAGEMENT
 Leadership Roles:
1. Self aware regarding personal blocks and barriers to
efficient time management.
2. Recognize how ones value system influences his/her use
of time and expectations of followers.
3. Role model, supporter and resource person to others in
setting priorities for goal attainment.
4. Assist followers in working cooperatively to maximize
time use.
5. Prevents or filters interruptions.
6. Role models flexibility with people that have different time
management styles.
7. Presents a calm and reassuring demeanor during periods
of unit activity.
8. Prioritize conflicting and overlapping request for time.
9. Determine the quality of work needed to the task to be
completed
 Managers function:
1. Prioritizes day to day planning to meet short term and
long-term goals
2. Builds time planning for work schedule
3. Analyze how time is managed on the unit level by using
job analysis and time-motion studies.
4. Eliminates environmental barriers to effective time
management
5. Handles paper works promptly and efficiently and
maintains neat work area
6. Breaks down large task into smaller ones that can be
more easily accomplished
7. Utilize technology to timely communication and
documentation
8. Discriminate between inadequate staffing and inefficient
use of time when time resources are inadequate to
complete assigned tasks.