Is time managing you, or are you managing time?
• Identify your individual time style and personal time-management strategies.
• Discuss strategies that increase organizational skills and personal priority setting.
• Describe early signs of compassion fatigue and burnout.
• Describe how compassion fatigue and burnout affect nurses.
• Discuss the importance of caring for yourself.
• Identify strategies for self-care.
There are so many activities that individuals need to accomplish at any one time that deciding “how to get it all done” and “what to do when” is a daily challenge—one that can sometimes be overwhelming. Nursing school complicates the daily routine. This relentless competition for our attention is described by the term timelock (Keyes, 1991).
Managing Your Time
Regrettably, there is no way to alter the minutes in an hour or the hours in a day. Although we cannot create more actual time, we can alter how we use the time we have available.
Employers of new graduates have identified lack of organizational and time-management skills as areas in which new nurses frequently need the most improvement and assistance. The methods and strategies identified by time-management experts can help you cope with timelock.
This section introduces you to the principles of effective time management. You will learn how to gain control of your time, increase your organizational skills, and reduce wasted time to your advantage. You will learn strategies for using those newly acquired hours to achieve your personal and professional goals.
Balance Is the Key
Making time to meet your individual, family, and professional needs and goals is vital to your overall success. If you neglect your health maintenance needs, completing school may be jeopardized. Integrating the principles of time management into your daily life can help you achieve both your personal and professional goals.
What Are Your Biological Rhythms, and How Do You Use Them?
Individuals have different biorhythms that affect their energy levels during the day and can even vary from season to season. Rest and sleep are essential for optimal health and emotional and physical responsiveness.
When possible, get eight solid hours of sleep. Maintaining a regular sleep-wake rhythm (circadian rhythm) with adequate hours of sleep has both physiological and psychological restorative effects. Disruption of this rhythm causes chronic fatigue and decreases one’s coping abilities and performance. Factors affecting rest and sleep include anxiety, work schedules, diet, and the use of caffeine, alcohol, and nicotine.
Fatigue, which can lead to impaired decision making, can occur with changes in the circadian rhythm and sleep deprivation. Physiological, psychological, and emotional problems have also been correlated to sleep deprivation; these include ischemic disease, increased peptic ulcers, indigestion, increased susceptibility to viral and bacterial infections, weight gain, sleep disturbances, and mood disorders. Therefore, if situations occur that interfere with your normal circadian rhythm, it is important to take measures to prevent these possible complications. Self-care tips to prevent complications caused by interferences in the normal circadian rhythm are presented in Box 2.1. Try these strategies, tossing out those that do not work for you.
What Is Meant by Right- and Left-Brain Dominance, and Where Is My Brain?
People think about and manage time differently, depending on their characteristic brain dominance—left, right, or both (Fig. 2.1).
Left-brain–dominant people process information and approach time in a linear, sequential manner. Their thinking structures time by minutes and hours. They tend to schedule activities in time segments and perform them in an ordered sequence. Left-brain–dominant people like to know the rules and play by them. They are usually able to meet their goals, but if this behavior is carried to an extreme, the individual is in danger of overwork at the expense of creative, artistic, and relaxing activities.
Right-brain–dominant people resist rules and schedules. They prefer to look at a project as a whole and to complete it in their own way and time. These are creative, flexible thinkers. However, if their behaviors are taken to an extreme, they can fail to meet needed completion times, which can induce guilt.
Some people are neither left-brain–dominant nor right-brain–dominant; hence they are more mixed in their behaviors. In fact, everyone uses both sides of the brain to some extent, thus tapping into the benefits of the brain’s full capacities. The use of lists and calendars engages the left brain, whereas techniques such as the use of colored folders and whimsical office supplies helps individuals to use right-brain holistic thinking to solve problems.
Which Are You?
(Check out the Hemispheric Dominance Inventory at http://capone.mtsu.edu/studskl/hd/learn.html.)
▪ I am left-brain–dominant.
▪ I am right-brain–dominant.
▪ I am left-brain–dominant and right-brain–dominant.
In addition to assessing your own dominant time style, it is helpful to be aware of the time styles of the people with whom you live and work. Rigid rules on a right-brain–dominant person will lead to increased resistance and frustration for everyone. Better to assign tasks such as cleanup of the kitchen or utility room to be completed by a specific time and inform them of the consequences of its not being done. It would be appropriate to have some right-brain–dominant persons on the recruitment and retention committee and some left-brain–dominant persons on the policy and procedures committee.
Knowing your time style can help you maximize your strengths and modify your weaknesses. Individual time styles can be modified, but it is wasted energy to fight or work against natural inclination. After you are aware of your time style, you can begin to create more time for what you want to do and need to do by increasing your organizational skills.
How Can I Manage My Physical Environment?
Organizing and maintaining your physical environment at home, school, and work can dramatically reduce hours of time and the emotional frustration associated with “looking for stuff” (Fig. 2.2).
At home, set up a specific work area for such things as school supplies, papers, and books. A separate area or corner should be established where you can pay bills, send letters, order take-out food, and take care of other household chores. When studying or working on major projects, find a space that provides a comfortable, but not too cozy, area. This space should have adequate lighting and be as free from distractions as possible. If you are studying, break your time into 50-minute segments followed by 10-minute breaks. Before beginning each study session, gather the appropriate tools—textbooks, paper, pens, highlighters, laptop, smartphone or handheld device, and reference material—to avoid wasting time searching for these items after you begin your work.
Compartmentalize
Place pens, notebooks, your smartphone or handheld device, or other reference materials in a designated holder or in a specific area of your workstation for quick access.
Color-Code
Do this for your files, keys, and whatever you can. Office supply stores are good sources of color-coded items. For example, color-coding keys with a plastic cover enables you immediately to pick out your car key or house key.
Convenience
Move and keep frequently used items nearest to where they are used.
Declutter the Clutter
At work, as well as at home, regularly clear your study and work areas.
What About All the Paperwork and/or Electronic Requests—How Can I Manage It?
Handling each piece of paper or electronic request only one time is a great time-saver. Whenever possible, spend 30 seconds filing important information in the appropriate folder. This technique can save you time when you need the information again. Five ways to handle paper and electronic requests follow: Read each item, and then:
▪ File it.
▪ Forward it.
▪ Respond to it—on the same sheet if possible.
▪ Delegate it.
▪ Discard it.
What About Managing the Telephone?
Polite comments at the beginning and end of a telephone conversation are necessary to maintain positive interpersonal communications. However, when time limits are necessary, focus the conversation on the business at hand. Some possible phrases to move things along include “How can I help you?” or “I called to ….” To end the conversation, summarize the actions to be followed through: “I understand. I am to find out about … and get back to you by the end of the week. Thanks for calling.” Professional courtesy demands that you turn off your cellular phone while at work, in the classroom, during clinical rotation, and while attending a workshop.
Allocate a specific time during the day for business- or school-related telephone calls. Plan these calls by identifying key points that need to be discussed during the conversation. If you need to leave a message, provide enough detail, with the time and date, and a time when the individual can contact you. When making a call, (1) introduce yourself and your business or relationship to the individual, (2) relax—speak as if the individual is sitting in the room beside you, (3) smile—smiling will modify the tone of your voice, (4) keep the conversation short and to the point, and (5) summarize the conversation, review any action items, and thank the individual for his or her time.
Having conversations to maintain friendships, to touch base with a relative, to relax yourself, to vent your emotions, or to serve similar social purposes can be combined with routine housekeeping duties. Who has not swept the floor, put away dishes, sorted mail, or cleaned out a drawer while chatting with a friend?
What About All That E-Mail, Texting, or Social Media?
Restrict work- or school-related communications to one account, with another account designated for personal use. Turn off the notification chime, and set aside a specific time during the day to read and answer your e-mail or texts instead of answering each one as it arrives. This could be the first task in the morning while you are enjoying your coffee. Do not let e-mail pile up in your inbox. Read it, answer it, and, if important, transfer it to a designated folder. Activate the junk e-mail function on your computer or read the subject line, determine whether a message is “junk,” and delete it without even taking the time to read it. Your e-mail program may have parameters that allow you to designate specific messages to be sent directly into a special file. This helps move information out of the inbox and keeps you organized. Spend some time investigating the various features of your e-mail. Use your e-mail to your best advantage, because e-mail can become your best friend in terms of helping you organize your messages in folders. Specific tips for effective use of e-mail are provided in Box 2.2.
When communicating with your instructor by e-mail, be sure that you include your class number or title in the subject line. Many instructors manage their e-mail by sorting messages according to class, so a standardized subject line saves your instructor time. Identify yourself in the e-mail, and be sure to include a signature line with your contact information.
How Can I Manage My Time?
Time management is a skill and involves planning and practice. Multiple time-management worksheets are available to assist in completing a personal analysis of your time. For example, the website Mind Tools: Essential Skills for an Excellent Career at http://www.mindtools.com/index.html provides multiple tools, worksheets, and strategies to assist in developing and refining time-management skills.
Calendars are available to schedule to-do activities by the month, week, and day. You gain control of your life by completing a schedule (Table 2.1). Scheduling provides you with a method to allocate time for specific tasks and is a constant reminder of your tasks, due dates, and deadlines. Schedule only what can realistically be accomplished, and leave extra time before and after every major activity. Tasks, meetings, and travel can take longer than anticipated, so give yourself some time to transition from one project to another. Schedule personal time in your calendar. If someone wants to meet with you during this time, just say, “Thank you for the invite; however, I’ve got an important appointment. When would be another convenient time?” Or ask, “Could we meet tomorrow afternoon?” Color-code your appointments according to priorities or specific roles to stimulate the right side of your brain.
At the beginning of each week, review the week’s activities to avoid unexpected “surprises.” Overscheduling of more tasks than any human being can do in a single day inevitably leads to frustration. Build in some flexibility. It will not always be possible to follow your schedule exactly. However, when you do get “derailed,” having a plan will help you get back on track with minimal time and effort (Critical Thinking Box 2.1).
CRITICAL THINKING BOX 2.1Develop your time calendar—will it be a week-at-a-glance or a month-at-a-glance? Think about what works the best for you.
Managing Tasks
How Do I Deal With Procrastination?
Everyone procrastinates, especially when a task is unpleasant, overwhelming, or cannot be done perfectly. Procrastination can lead to last-minute rushes that cause unnecessary stress. The time spent stressing about doing something takes more time than actually doing it! The anticipation itself can also be worse than the actuality, draining your energy and accomplishment. Alternatively, procrastination can lead to multitasking, which can impact your ability to give 100% of your attention to a task or project. Mokhtari, Delello, and Reichard (2015) surveyed college students by asking them if multitasking interfered with their ability to focus on their academic studies and guess what—multitasking was reported as a distractor to their learning. Considering this, here are some tips for preventing procrastination.
Consider the Consequences
Ask yourself what will happen if you do something and what will happen if you do not. If there are no negative outcomes of not doing something, there is no point in spending time doing it. You can eliminate that activity!
The Earlier, the Better
Most projects take longer than planned, and glitches happen; for example, coffee spills all over your study notes the night before the test, your computer crashes, or your dog eats your notes. To compensate for the inevitable delays and to avoid crises, start in advance and plan for your project to take three times longer than you think. Be realistic and use your common sense in scheduling this time frame.
“By the Inch, It’s a Cinch”
Break projects into small, manageable pieces; gather all the resources required to finish the project; and plan to do only the first step initially. For example, to study for a test, first collect all the related notes and books in one place. Next, review the subjects likely to be tested. If you are having difficulty getting started, plan to work on these steps for only 5 to 10 minutes. (Anybody can do just about anything for 5 to 10 minutes, eh?) Frequently, this will create enough momentum to get you going. When you have to stop, leave yourself a note regarding what the next steps should be. Here are some hints for effective studying.
▪ Study difficult subjects or concepts first.
▪ Study in short “chunks” of 50 minutes each.
▪ Take a brief 10-minute break after every 50 minutes of studying.
▪ Schedule study time when you are at your best (be aware of your internal clock).
▪ Use waiting times. (Compile and carry 3 × 5 note cards or use Notes on your cell phone to organize critical information that you can review wherever you go—even when you are standing in that long line at the checkout counter.)
▪ Keep a calendar for the semester that includes all of your assignments, tests, and papers. Use a different color for entering deadlines for each course.
▪ Make a weekly to-do list. Prioritize this list and cross off each task as you complete it.
▪ Before beginning a project, know what you are doing. Determine the goals, benefits, costs, and timetable for the endeavor. If you are working in a group, at the beginning of the project, make sure everyone understands his or her responsibilities. You should also designate someone to be in charge of organizing group meetings. Leave time during the project for unexpected delays and to revisit and modify your goals. Be flexible.
If you are taking an online or web-enhanced course, remember these courses take as much, if not more time, than traditional face-to-face classes.
Here are some hints to assist with your time management related to online courses:
▪ Print the syllabus, and place deadlines on your calendar before the first course meeting.
▪ Identify how to contact your instructor, and schedule online office hours in your calendar.
▪ Schedule daily times for logging into the class website.
▪ Schedule a time for class work, and select a specific site.
▪ Cultivate collegial support groups with individuals who provide support and are good listeners.
▪ Form an online or face-to-face study group with one or two peers. In your study group, make sure that all members are involved and your expectations for the study group align with your peers. One way to maximize a study group session is to come prepared to “teach” a section of the class material to your study group. Do not waste time reviewing your notes in the study group—you can do this by yourself.
▪ Be active in the course by participating appropriately in discussion groups.
▪ Establish an evidence-based file to download important articles (pdf format).
▪ Bookmark websites (but before bookmarking these, review the information—Don’t assume all sites are up-to-date and evidence-based).
▪ There are online sites that offer online storage and retrieval of documents and files. Check out the following links for more information on storing files via the Internet: www.justcloud.com, www.icloud.com, www.google.com/drive, and www.dropbox.com.
Reward Yourself
Bribing yourself with a reward can help you get started and keep going: “If I concentrate well for 1 hour on reading the assigned chapter, then I can watch my favorite television show guilt-free.” Often, the stress reduction that comes from working on the project that has been put off is a reward in itself (Critical Thinking Box 2.2).
CRITICAL THINKING BOX 2.2What do you do to reward yourself for a job done well?
Avoid the Myth of Perfection
Many of us were brought up with the well-intentioned philosophy that “Anything worth doing is worth doing well.” Unfortunately, this is often interpreted as “Anything worth doing is worth doing perfectly.” The fear of not doing something well enough or perfectly also feeds the tendency to procrastinate.
Certainly, everyone needs to make the best effort possible, but not everything needs to be done perfectly. Consider what the expected standard is—not the standard of perfection possible—and how you can meet it with a minimum amount of time and effort. Effective procrastination (i.e., procrastination that is used appropriately) is recognizing when a task should be purposefully postponed. This technique is a conscious decision and is used when time is needed to accomplish a task with a higher priority. Priority setting, delegating tasks when possible, eliminating wasted time by avoiding excessive social telephone calls, breaking tasks into separate small steps, and establishing realistic short-term goals are some additional strategies for managing procrastination.
Managing Others
Communicating and getting along with other people can be challenging. Most people are supportive and easy to be with. They add to your energy and ability to function effectively, and they contribute to your goal attainment. However, some individuals drain energy from you and jeopardize organizational accomplishment through their whining, criticizing, negative thinking, chronic lateness, poor crisis management, overdependency, aggression, and similar unproductive behaviors. Avoid those individuals both online (through social media, texting, and e-mail) and in person. Occasional exhibitions of such behavior in relation to a personal crisis can be understood. Even in the best of human relationships, conflict and extreme emotions are inevitable. However, when people use these behaviors as their everyday modus operandi (method of operating), they interfere with attainment of individual and organizational goals. To protect your time and achieve your goals, it may be necessary to limit your time with such individuals. Learning to say “no” and practicing assertive communication can help as well. Chapters 12 and 13 provide assistance in learning these communication skills. Box 2.3 provides some hints for managing others.
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