Unit two: Strategies for Professional Practice II: Time Management

A. Analysis Using the Pareto Principle

TIME MANAGEMENT

Defined as a “set of related common-sense skills that helps you use your time in the most effective and productive way possible” (Mind Tools, 2006a)

Requires self examination

Requires analysis of how time is currently being used

Requires assessment of distractions

TIME ANALYSIS

Perform an activity log for several days to determine how both personal and professional time is being used

Record every activity from the beginning of the day until the end

SAMPLE WORK ACTIVITY LOG

Time Name of activity

Time required and feelings

Could be better done by someone else

Toward what outcome achievement

0500 Treadmill 30 min-energetic

Keep for self Fitness

0530 Shower & Breakfast

45 min-energetic

Keep for self Health

0630 Drive to work

10 min- alert Keep for self Get to work

0700 Hand off shift report

15 min-alert Keep for self Patient identification

0730 Pt rounds/planning

15 min-alert Keep for self prioritize pts

ANALYSIS OF ACTIVITY LOG

PARETO PRINCIPLE states that 20% of focused effort produces 80% of results, or conversely that 80% of unfocused effort produces 20% of results

How to use the Principle: remember to focus our efforts on the most important outcomes and develop plans to achieve these outcomes maximizing the results we get

EXAMPLE OF USE OF THIS PRINCIPLE

For example when a nurse begins a shift, it is good to pause immediately after the hand-off shift report and prioritize the outcomes and activities for the shift.

If the nurse focuses on “functions” rather than patient priorities it is possible to overlook “priority patient outcomes”

APPLICATION OF PARETO PRINCIPLE TO NURSE’S ACTIVITY LOG

Nurse reviews the log asking self how the Pareto principle would apply

Has 20% of the effort resulted in 80% of the outcome achievement

IF ACTIVITIES HAVE NOT ACHIEVED DESIRED OUTCOME

If the activities have not achieved the desired outcomes, the nurse needs to change activities and focus on priorities

Identify most energetic time of day: activities that take focus and creativity done during high energy times

Dull, repetitive tasks should be done during low energy times

Time needs to be scheduled for rest, exercise, and nutrition

THREE WAYS TO CREATE MORE TIME

Delegate work to others or hire someone else to do the work for you

Eliminate the task in favor of other tasks

Get up earlier in the day