Time Management

By/Assist . Prof
Dr. Hind Abdullah
Objectives:
-At the end of this lecture the student will
be able to:-
3-Define Time Management.
4-List importance of time management.
5-List steps of time management.
6-Identify principles of time management.
7-Identify time management strategy.
9-Define time wasters.
10-Barriers of effective time management.
 Introduction
Because time is finite and valuable
resource, learning how to use it wisely
requires both leadership skills and
management functions.
Definition of Time management :
 Defined as making optimal use of available
time (Marquis & Huston , 2015).

 Through: a range of skills, tools, and techniques

used to manage time when accomplishing
specific tasks, projects and goals to increase
effectiveness , efficiency and productivity
importance of time management
1. Increase productivity and enhance
effectiveness.
2. Accomplishing the work and achieving goals.
3. Organizing and best use of effort.
4. Feeling of satisfaction.
5. Avoid stress.
6. Helps You Prioritize your goals.
7. More Quality Work
8. Get More Done In Less Time
9-It help us to save time for our family ,our
selves not for work only.

10-Over come the sense of guilty and

unsatisfaction which com from undone things
 Steps of Time Management:
 Three basic steps in time management (
Cyclic Process)

1. Allow time for planning,

and establish priorities

2. Complete the highest priority task

whenever possible, and finish one
task before beginning another

3. Reprioritize based on the remaining

tasks and on new information that
may have been received
Principles of Time Management

1) Communication
2) Planning
3) delegation
4) Priority Goals
5) Don’t be a perfectionist
6) Find a place to hide
7) Manage your Health
Principles of Time Management

1. Communication:
Effective communication facilitates
time management . And decrease
wasted time and energy.
 2-Planning
• Planning is essential for:-
A. effective use of time
B. creation of objective and goals in
accord to time frame.
C. less effort and consumption of
resources.
3-delegation
Definition of delegation:-
Delegation means assigning responsibility or
authority of a task to some one else , freeing up
some of your time for tasks that require your
expertise .
 Importance of delegation:-
1-Delegation of authority often lead to quicker,
faster & better action or decision .
2- Delegation empower others and built trust .
3- A manger can accomplish more tasks and
increase productivity.
4- Delegation enhance communication & leader
ship skills .
5- Delegation lead to higher level of motivation.
6-Provide an opportunity for some
subordinates to experience feeling of
accomplishment.
Benefits of delegation
• for the delegatee:
1) simulate creativity
2) develop new qualities and skills and built trust .
3) increase experience feeling of accomplishment and
self-development.
4) higher level of motivation.
• For organization:-
1. Increase productivity
2. higher quality of work.
3. develops team spirit.
Benefits of delegation
• For manager:-
1) quicker, faster decision making.
2) Save time and energy for other work more
important.
3) development of the subordinate’s skills
Six principles of delegation
1. Know yourself and team members
2. Assess strengths, weaknesses, job,
situation and skills
3. Understand the state practice act,
limitations, and job descriptions
4. Know the job requirements
5. Keep communication clear, complete
and constant
6. Evaluate-review what
happened/measure results
4-Priority Goals:

• Priority involves ordering goals,

tasks and responsibilities from
most important to least important
and from urgent to non-urgent
Rate your tasks into categories using the ABCD
[Link]’t be a perfectionist
• Some tasks don’t require your best effort.
learn to distinguish between tasks that
deserve to be done excellently and tasks that
just need to be done
• Sending a short email to a colleague, for
example, shouldn’t take any more than a few
minutes.
[Link] a place to hide

• You need a place where

you can work undisturbed
and it may not be your
office .
[Link] your Health

• Moderation
is key, allow
time to relax
and for
reflection
 Time Management Strategies
1) Goal setting.
2) Setting priorities.
3) Organizing.
4) Time Tools.
5) managing information.
6) managing meeting.
7) Delegation.
 Time Management Strategies
1. Goal setting :
• Set goals that are reasonable and achievable.
SMARTER
• It should be
• 1) Specific . 2) Measurable.
3) Achievable. 4)Realistic.
• 5) Time-bound. 6)Ethical
• 7)Recordable
• Set many short-term goals to
reach long-term goal to give
yourself a frequent sense of goal
achievement.
2-Setting priorities
3- Organizing
4-Time Tools:-
• Use the right tool for
planning and preparation
A. **(To- do): list should be
prepared each day
B. ***time log : used to do list
work related to activities
for several days
C. ****kardex system or shift
flow sheet.
D. ****Weekly schedule
5- managing information:
• * Nurse must developing data
and information , gathering ,
receiving and sending skills to
reduce time waste.
6- managing meeting
:
***Poor managed meetings can
waste valuable time .
Tips for managing meeting
effectively
((((A))) before scheduling meeting
ask your self several questions :
1-is the meeting really necessary
2- Are the people who really need
to attend available to meet ?
((B))) schedule meetings
((©)))set start and stop time
(((d)))distribute an agenda
(((f))) planning ahead for meeting : group leader and
also the participants must prepare by review
agenda
 • Time wasters
• Definition of time waster: -
• Time waster defined as something that prevent a
person from accomplish the job or achieving the
goals
 Barriers to Effective Time Management
• There are barriers or factors leads to time waste
include:
• A – External Time Wasters:
• Telephone interruption
• Socializing
• Meetings
• Lack of information
• Poor communication
• Lack of feedback
• Lack of adequately described policies and
procedures
• B – Internal Time Wasters:
1. Poor planning
2. Failure to establish goals and objectives
3. Inability to delegate
4- Procrastination :Put off important tasks
because they are not enjoyable or because
they may be difficult
5-Inability to say no
• If you don’t say no you
may end up spending a
great deal of time on
projects that are have
no relationship to your
personal goals and
priorities
6- Lack of focus;
• If we will not focus on our goals we will spend
our time on misdirected activities
80%of 20%of
unfocused focused
effort effort

Time management

20%of 80%of
outcome Time pareto principle outcome