Prepared by : Shamsudheen mk
1st year Msc.Nursing
Govt.C.O.N kozhikode
SEMINAR ON
TIME MANAGEMENT

Definition
 Time management has been defined
as ‘a set of related commonsense
skills that helps you use your
time in the most effective and
productive way possible’.

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.

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.

BASIC TIME MANAGEMENT PRINCIPLES
Be onTime
Adjust your Attitude
Be Goal Oriented
Prioritize
Divide LargeTasks
Plan your Activities
Be Organized
Manage your Workload

Follow a Routine
Delegate Effectively
Documentation
Manage Meetings
Control Interruptions
Manage your Health
Organize your Home Life
Track what you Do
BASIC TIME MANAGEMENT PRINCIPLES
contd..

IMPORTANCE OF TIME MANAGEMENT
IN NURSING
•The nursing profession is very busy, and
the more productive a nurse can be, the
more effective they are in their job.
•Nursing is a demanding career and
requires you to practice a lot of patience
as well as learn and apply a highly
effective time management system to
truly stay on top of the game.

•Time is care and time is money.
•Inadequate nursing time contributes to
poor quality care and excess nursing
time contributes to the high cost of care.
•Time management in nursing also is important so nurses
feel less stressed.
•Nurses who feel less stress are better able to take care of
themselves and their patients.

•Most of the nursing services
are time consuming and demanding.
The time of the hours of the day can’t be
increased but the proper time planning
and management can yield positive results.
•Working smarter not harder and longer is the key for the
nurses at all the levels.

•Nurses not only have lots of things to do and also make
quick and wise decisions. Time management allows the
nurses to prioritize care, decide on outcomes, and perform
the most important interventions first.
•The nurses have dual roles, i.e., patient care provider and
organizational employee. The allocation of nursing time is
fundamental to both roles. As providers of care, nurses are
expected to allocate their time to establish and maintain
therapeutic nurse-patient relationships and implement the
nursing process to maximize patient outcomes.

As organizational employees, nurses are expected to
complete their work assignment efficiently to support
the goal. In order to reduce the cost of service, seek to
save time and eliminate time waste.

EFFECTS OF TIME MANAGEMENT
Effects on the Proximal Outcomes Time Estimation and
SpendingTime on High PriorityTasks
Francis-Smythe and Robertson (1999) concluded that
participants who perceived themselves as practicing time
management behaviours estimated the expected time
durations more accurately than those who did not, but
tended to underestimate time in passing

Effects of performance in Work and Academic Settings,
Job Performance, Academic Performance.
Time management shows positive results in job
performance and academic performance. The quality of
work can also be improved.

Effects on Attitudinal and Stress-related Outcomes
There is positive relationship between attitudinal
and stress related outcomes such as perceived control of
time, job satisfaction, role overload job-related and
somatic, work-family interference, and health and
negatively to job-induced and somatic tension, strain,
and psychological distress

Effect on Completion of Work
Time management has positive outcome in
completion of tasks in the allotted time and can meet
deadlines. It helps to gain a sense of accomplishment.

Improves Quality of Life
Time management makes you more
organized and thus have peace of mind.
Self Awareness about the Work
Time management helps to know the work and
why at any given time and get more time to do things
you want to do.

COMMON TIME WASTERS AND REMEDIES
Feeling of Overwhelmed and Anxious
This may be due to workload that can freeze and
allow putting things off.

Procrastination
It is the thief of time. it involves performing low-
priority activities in place of high-priority activities. Spending
time on irrelevant tasks.
Solution
•Set priorities for each task and focus on one problem at a time
Putting off Starting a Task
When one face difficulty.
Solution:
Break up the work load into small chunks

Perfectionism
Perfectionism can be paralyzing and is a
common trait among nurses.
Solution:
•Avoid perfectionism by developing reasonable
standards of practice.
•Strive for excellence by doing job well and using the
resources provided by the organization.
•Ask for guidance and suggestions from other
experienced nurse.

Day Dreaming
Check the energy level and concentration
Poor Planning
Planning is the way of saving time for errors. Try to have
proper planning.
Interruptions
May be due to telephone. Instead of being at the whim of
callers, make the phone work for you.

Socializing Idle Conversation
Effective conversation as per the situation demand
should be adopted and followed.
Unclear Objectives and Priorities
Set priorities as per the goal to achieve and the objectives
should be clearly defined at the beginning.

Stress
Some suitable methods should be followed to reduce the
stress of any kind.
Inability to Say ‘No’
Decide what you want to do and realistically can do and
then say no to everything else.
Leaving Tasks Unfinished
Complete the first task and then move to another.

External Internal
 Interruptions  Procrastination
 Workplace socializing  Lack of planning
 Too many meetings  Lack of priorities
 Unscheduled visitors  Slow skills
 Poor work environment  Physical or mental exhaustion,
stress
 Unclear goals  Not being able to say ‘no’
 Trying to get other’s cooperation  Low motivation
 Bureaucratic ‘red tape’  Leaving task unfinished

BARRIERS IN UTILIZING EFFECTIVE
TIME MANAGEMENT BY NURSES
Disorganization
Distraction
Perfectionism
Procrastination
Rigidity
Poor Planning or Unrealistic Planning

EFFECTIVE TIME MANAGEMENT
How to Prioritize
There are various strategies which have been identified
Four Generations ofTime Management
is a board categorization of numerous approaches to Time
management by Stephen R.Covey.
Each generation builds on the one before it-each one moves us
towards greater control on our lives.

First generation
It is characterized by use of notes & checklist that
act as reminders
The items on the list are not arranged on a priority basis
and the note acts as a reminder of all the tasks that must
be completed during the day.

Second generation
is characterized by preparing and planning is done
by using calendars and appointment books.
favour of constructive planning
like to be prepared well in advance by scheduling tasks
use scheduling items such as calendars and even the
computer to write down the timings and venues of
meetings and important events etc

Third generation
This generation is also called ‘Schedule & Prioritize’
generation.
Take the entire time management activity to the next
level by identifying those tasks that must be completed
first
Arranging activities of the day on a priority basis helps
them to set different time goals.

Fourth generation
It is different in kind. This generation is ‘Being
efficient and proactive’.
Those people who fall into the fourth generation
of time management understand and appreciate
the difference between urgent and important tasks

Those who attempt to accomplish urgent tasks, often
ignore those activities which are of utmost importance
it makes individuals to forget about things that were
important in their life and needed time, simply because
they were not urgent

The Pickle Jar Theory
Make time for the things that matter
that if you start by putting stones into a pickle jar, then
pebbles and then sand you will fit more into the pickle
jar then if you do it the other way around. By first doing
the important tasks you will also be able to complete
more tasks and do the things you want to do.

The pickle jar theory of effective time
management requires prioritizing-you need to know
what your most important tasks are and what are just
filler tasks that don’t really need to be done or are not as
important.

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.

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.

Crises, 'fire-fighting' and looming deadlines are typical
examples.
Time spent in this quadrant can't be avoided, but it can be
significantly reduced if you're prepared to spend more time
in...
These are the things that we have to do because they are our
responsibility and need immediate attention.

These are usually emergencies, crises, and pressing
deadline-driven problems. They may be the result of
procrastination or inability to face up to doing them at
the right time. Covey calls these "firefighting" tasks.

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.

The more you expand this quadrant, the more you
reduce the other three, particularly 'pseudo-
emergencies' that should never have been allowed to
become so.

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 grab 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.

Quadrant 4 - Neither Urgent nor Important The
Quadrant of Waste
It includes items that are not urgent and not important.
Sometimes people mistake this quadrant for recreation. True
recreations -activities that help to regain energy and build a
healthy lifestyle - belong in Quadrant 2.

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'.

Other Prioritization Tools Paired Comparison Analysis
Grid Analysis
Grid Analysis helps to prioritize a list of tasks where
many different factors need to be taken into consideration

The Action Priority Matrix
This quick and simple diagramming technique plot
the value of the task against the effort it will consume. By
doing this it can quickly spot the 'quick wins' which will
give the greatest rewards in the shortest possible time,
and avoid the 'hard slogs' which soak up time for little
eventual reward.This is an ingenious approach for making
highly efficient prioritization decisions.

The Ansoff Matrix and the Boston Matrices
These give a quick 'rules of thumb' for prioritizing the
opportunities. The Ansoff Matrix helps to evaluate and
prioritize opportunities by risk. The Boston Matrix does a
similar job, helping to prioritize opportunities based on the
attractiveness of a market and your ability to take advantage
of it.

Ansoff Matrix

Boston Matrices

Pareto Analysis
Pareto Analysis helps to identify the most important
changes to make. It is basically focused on the different
types of problem in a group, and then asks to count the
number of cases of each type of problem. By prioritizing the
most common type of problem, one can focus efforts on
resolving it. This clears time to focus on the next set of
problems, and so on.

Nominal Group Technique
Nominal Group Technique is a useful technique for
prioritizing issues and projects within a group, giving
everyone fair input into the prioritization process. This is
particularly useful where consensus is important, and
where a robust group decision needs to be made.

Criteria of a Good Time Management System
Goals (yearly, monthly, weekly, and daily) and
deadlines
Daily scheduling and things 'to do' list with priorities
Schedule time for specific activities
Planned communication and other meetings
'Activities to be delegated with a deadline date and
checkpoints

Identifications and planning techniques for handling
specific time management problems (crises,
interruptions) Organized materials, files, projects
Clarification regarding assignments (yours and others)
Tools (monthly, weekly)
calendars a work in progress chart At least 20% of
managerial time should be committed to planning.

Time Management Techniques
•Set realistic goals for tasks and activities
•Grouping similar tasks together
•Concentrate over one work at a time
•List for priority works: Be able to prioritize and schedule tasks
•Manage priorities by setting personal and work goals
•Learn to allocate time to each task in its order of priority
•Draw up a plan to organize tasks and activities

•Uninterrupted and quite time: Deal with interruptions and
make effective decisions which affect time positively
•Delegates will learn skills which will improve planning,
assertiveness, setting priorities, decision making, desk and
paper management, and communication skills
•Personal filling system
•Orderly work area
•Processing, paper work done timely
•Breaking the longer tasks into smaller

•Starting difficult tasks. Gain sufficient time to complete
most important tasks
•Selective reading
•Familiarity with standoff procedures
•Effective use of slack time
•Skill to make accurate decisions.
•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

Time Management Building Blocks
Step 1: Goal Setting
The process of goal setting will help to establish a context for
managing time.
The first step in effectively managing time is to develop an
explicit statement of long range goals.
Identify professional and personal goals with realistic short-
term and long-term time frames for attainment.
Then assign each goal a priority number or letter in order of
importance.This should be done weekly.

Step 2: Review Time Utilization
This will help the nurse managers to know where the
time actually gets spent.
• Identify how time is spent on both productive
activities and time-wasting activities.
Write down the things that are being done i.e. the
process of time logging
Modify schedule

sparkle formula
laugh
eat well
sleep
plan
anticipate
loss
relax
keep
anger
under
control

Step 3: Match Time Utilization Patterns with Goals
•Compare the time utilization patterns on your daily activity
keeping jn mind identified personal and professional goals.
•Identify hurdles in goal attainment.
•Identify barriers such as procrastination, interruptions, and
unproductive meetings, tasks that can be delegated, acting
with incomplete information, poor planning, stress and
fatigue.

•Structure schedule with a focus on goal attainment.
•Strategic planning serves to eliminate or minimize the
time barriers.
•Apply 80/20 the Pareto Principle, to best attain goals,
i.e. spend 80 percent of your time on the top 20 percent
of most important work.

Step 4: Planning and Prioritizing
Plan and prioritize for better time management
•Use a priority time management matrix.
•Tasks that need to be prioritized are placed in four
categories: Important and urgent; Important but not
urgent; Not important but urgent; and Not important and
not urgent. Time wasters fall into the fourth quadrant
labeled not important and not urgent. Identify time
wasters and try to eliminate or control them.
•Organize Priority needs on calendar or schedule in blocks

Step 5: Self monitoring: Battling the Major Time
Wasters
•Self monitor actions
•Pay attention to plans and way of planning
•Forecast for various events
•Be aware of time wasters.

Step 6: Time Shifting and Adjustment
•Make adjustment to plans time management habits
•The things that are not controllable, be cool and get
back on track
•Make correction and modify.

Time Management Tips for Nurses
L-E-A-P-S Approach
List all the activities needed to be done. Do it the night before.
Estimate time needed to carry out each activity.
Allow time for errors, unexpected and urgent tasks.
Prioritize activities by using the ABC's daily to-do list. A is for
as the most important, B the important but not so urgent
one, and C for tasks that doesn't require immediate
attention.The time management matrix, developed by
Stephen Covey can also be used.

Study the activities of the day. At the end of the day,
review the activities and adjust schedule accordingly

'Plan, Pick and Play'Approach
Plan: Planning invariably saves time. Planning is to have a
clear idea before starting work. Spend some time for
deciding what to do during shift. When you're with
patients is the time you have to adopt a pickier mindset.

Pick:There are two ways of picking a task. Firstly,
whenever you get given tasks that plan to do them; when
you have done, again make a list of things to do during
the next one.That is the extent of your task list. If you
want to pick what to do, prioritize according to urgency at
first.

Play: Make time for you to avoid burnout and enjoy a healthy
work life balance.

Scheduling the Tasks and Activities
Take time to review the job description, specific to the
role of the nurse manager at the institution. Make sure that
the written description matches the real workload of the job.
Discuss role expectations with nurse supervisor. Do personal
survey or analyze the present use of time, prepare a chart of
fixed commitment.

Organizing and planning the days ahead: Prepare an
event calendar, schedule high priority activities for peak
energy times and schedule most difficult activities for peak
times and do them first

Planning daily goals: List and prioritize daily goals and
make weekly schedule, make a daily check list and prepare
a quarterly planning grid.

Avoid distractions: Distractions can come in different
forms, whether through taking lots of time on the phone,
chatting with fellow nurses or hospital staffs. These are all
unproductive activities that can cause a loss of valuable
time or even neglect your duties to your patients.
Think positive and reduce stress by SPARKLE formula, i.e.
Sleep, Plan, Anticipate loss, Relax, Keep anger under
control, Laugh and eat

sparkle
formula
sleep
plan
anticipate
loss
relax
keep anger
under
control
laugh

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.

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