Time Management

Strategy 1: Time management

Time management is a process involving:

• Strategic data gathering
• Analyzing data
• Planning and prioritizing tasks
• Implementing a structured daily routine
• Delegating

Strategic Data Gathering

A deliberate data-gathering process that drives informed decision-making to ease the nurse’s workflow.

 Achieved by gathering data from relevant resident records, such as during

• Morning meetings
• Shift Reporting
• Electronic Health Record Systems
• Nursing Unit’s Resource Documents (lab book, appointment book)
• Utilizing emails, calendars, ad hoc communication, and notes effectively

Analyzing data in Time Management

During analysis of the data collected, the nurse will consider the following questions:

• What is the data communicating?
• How relevant is the information to resident safety?
• How relevant is the information to my role and practice?
• Are there any identified risks to the resident, the facility, and your role?
• What is the appropriate plan of action to take if necessary?
• Do I need to follow up with any of this information?
• Can this be delegated?
• Who is best to handle this?

Planning and Prioritizing Tasks 

Develop a task outline

• Use the Eisenhower matrix for task categorization
  • Balancing Urgent vs. Important Tasks
• Use of technology to manage tasks

The Eisenhower Matrix 

• Urgent and Important (Do Now)
• Important but Not Urgent (Schedule)
• Urgent but Not Important (Delegate)
• Not Urgent and Not Important (Eliminate or Minimize)

Implementing a Structured Daily Routine 

• Establishing consistent schedules
  • Designing a daily routine for predictability. (Checklists)
  • Time-blocking techniques for daily activities.
• Managing routine tasks efficiently
  • Best practices for medication administration.
  • Effective documentation methods.
• Adapting to Changing Circumstances
  • Flexibility in routine planning.
  • Handling unexpected events without disrupting workflow.

Delegation in Time Management

The Five Rights of Delegation

• The Right Task

• • Does the care element fall within your professional code of ethics guidelines, legal regulations, and job description?

• The Right Circumstance

• • The delegate has available resources, equipment, a safe environment, and supervision to do the task correctly.

• The Right Person

• • Staff will have the education and competency to complete the task.

• The Right Direction and Communication

• • Provide a clear, concise description of the task, including limitations and expectations.

• The Right Supervision and Evaluation

• • This will include appropriate monitoring, intervention, evaluation, and feedback as necessary.

Delegation is Effective If You.

• Set realistic goals and consider the individual’s job description and capabilities.
• Communicate the assignment directly and clearly
• Define the limits of authority and responsibility
• Establish a time frame
• Allow delegates to make independent decisions
• Conduct timely progress checks and follow-ups
•   Recognize successful completion