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© 2010 Jones and Bartlett Publishers, LL C Umiker's Management Skills for the New Health Care Supervisor, Fifth Edition Charles McConnell

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Page 1: Mc connell pp_ch37

© 2010 Jones and Bartlett Publishers, LLC

Umiker's Management Skills for the New Health

Care Supervisor, Fifth Edition

Charles McConnell

Page 2: Mc connell pp_ch37

© 2010 Jones and Bartlett Publishers, LLC

Chapter 37

Time ManagementTime Management

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© 2010 Jones and Bartlett Publishers, LLC

Time Management Programs

Time management programs succeed

only if one commits to reaching a

goal and sticks to that commitment.

Experts can tell you how to save time,

but you must supply the necessary

discipline and give up some activities.

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© 2010 Jones and Bartlett Publishers, LLC

Time Waster: “Management by Crisis”

Supervisors who practice management

by crisis have major time problems.

They react rather than anticipate and

plan. They spend excess time running

around trying to resolve crises instead

of preventing them.

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© 2010 Jones and Bartlett Publishers, LLC

Time Waster: Perfectionism

Perfectionists are not satisfied with

excellence; they strive for

perfection. They check and double-

check everything. They invariably

obtain more data and opinions than

they need.

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© 2010 Jones and Bartlett Publishers, LLC

Time Waster: Failure to Delegate

Managers who do not delegate are

always running out of time because

they try to do things that others

could do for them in addition to the

things that only they can do.

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© 2010 Jones and Bartlett Publishers, LLC

Time Waster: Passivity

Passive individuals have the same time

problems as those who fail to delegate.

They can’t turn down requests that

consume their time, they struggle to

keep up with their own work while

allowing themselves to constantly

diverted.

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© 2010 Jones and Bartlett Publishers, LLC

Your Work Station

The best place to start a time management

program is your personal work area where

you can see results quickly. To avoid

distractions, move your desk so that it

does not face the door, or keep your door

closed. Arrange filing cabinets and other

furnishings to provide ready access to

documents.

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© 2010 Jones and Bartlett Publishers, LLC

Paper Flow

Try to handle each incoming item

only once. Practice the 3D idea: Do,

Delegate, or Discard. When you

hesitate to discard, ask yourself

“What is the worst thing that could

happen if I do not have this?”

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© 2010 Jones and Bartlett Publishers, LLC

Information Overload

The only sure-fire way to avoid

information overload is to daily

separate the relevant from the non-

relevant, act at once on what

requires action, and do not let the

pile get ahead of you.

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© 2010 Jones and Bartlett Publishers, LLC

Planning and Scheduling

Establish goals, priorities,

schedules, and deadlines for all

major undertakings. The more time

you spend preparing for meetings,

the less time is wasted at those

meetings.

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© 2010 Jones and Bartlett Publishers, LLC

Use “To-Do” Lists

Enter tasks on a “to-do” list. Number the

actions in order of importance and

urgency, and go to work first on the

most important item. Do not expect to

accomplish everything on your list every

day. Remake or update the list daily.

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© 2010 Jones and Bartlett Publishers, LLC

Delegation

The greatest supervisory time saver of

all is delegation. Every hour that

someone else does something that you

previously did is an hour of your time

that is saved. Delegation is

fundamental to any supervisor’s long-

run success.

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© 2010 Jones and Bartlett Publishers, LLC

Minimize Procrastination

Use prioritized task lists

Start the day with the high-priority

or unpleasant tasks

Avoid the temptation to stall

Do not get involved with trivia

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© 2010 Jones and Bartlett Publishers, LLC

Minimize Procrastination

Block out enough time to complete

time-consuming tasks

Subdivide a large task into smaller

pieces

Convince yourself that what you are

facing truly need doing

Challenge your excuses

Page 16: Mc connell pp_ch37

© 2010 Jones and Bartlett Publishers, LLC

Minimize Procrastination

Do not reward procrastination. Do

not allow yourself to engage in

pleasant activities while you delay

action.

Set a timer for 5 minutes, and force

yourself to start when it goes off.

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© 2010 Jones and Bartlett Publishers, LLC

Principal Times Wasters

Doing things you don’t need to do personally

Inefficient planning, organizing, and

scheduling

Unnecessary or poorly run meetings.

Interruptions, particularly drop-in visitors,

emergencies, telephone calls, etc.

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© 2010 Jones and Bartlett Publishers, LLC

Learn to Say “No”

To avoid over-commitment of your

time and other resources, learn to

say “no” diplomatically but

emphatically

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© 2010 Jones and Bartlett Publishers, LLC

Visitor Control

Train and empower your staff so

they have less need to consult with

you or to get your permission on

routine matters.

Train your staff to help visitors when

you are not immediately available.

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© 2010 Jones and Bartlett Publishers, LLC

Visitor Control

Meet people in their territory rather

than in yours

Shut your door when you really need

privacy

Intercept visitors outside your office.

Once people get into your office,

transaction time increases.

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© 2010 Jones and Bartlett Publishers, LLC

Visitor Control

Remain standing and do not invite

the visitor to be seated.

Use verbal and nonverbal language

to signal that you wish to end the

meeting.

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© 2010 Jones and Bartlett Publishers, LLC

Group Meetings

Try to limit group meetings to 45

minutes. People start becoming

restless after that. If you must go on

for a longer time, call a short break.

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© 2010 Jones and Bartlett Publishers, LLC

Time Poorly Spent

Tolerating abuses of your open-door

policy.

Overuse of memos, reports, and email

messages.

Unnecessary or poorly run meetings.

Lack of assigning and delegating.

Excessive socializing.

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© 2010 Jones and Bartlett Publishers, LLC

Time Poorly Spent

Doing other people’s work and solving

their problems.

Accepting unimportant assignments.

Lack of planning, usually resulting in a

management-by-crisis approach.

Inadequate paper flow and storage.

Procrastination, always a thief of time.

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© 2010 Jones and Bartlett Publishers, LLC

Forms of “Time Theft”

• Taking unjustified sick days.

• Arriving late or leaving early

• Taking long breaks or extended

meal periods.

• Leaving one’s post for personal

trips

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© 2010 Jones and Bartlett Publishers, LLC

Forms of “Time Theft”

• Performing personal tasks on the job

• Socializing excessively

• Interrupting others needlessly

• Wandering about the facility when

supposedly working