5 Time Management

8/2/2019 5 Time Management

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TimeManagement/Organizational

Skills

Qais AlefanB.Pharm, R.Ph., M.Pharm, PhD


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There are 24 hours in a day!

Advances in technology and other

areas are all about saving time

Poor time management can lead to

frustration, stress, and a failure to

complete daily tasks

Poor time management can cause

others to lose respect for and faith in

us

Safety can also be compromised-

THE NEED FOR TIME MANAGEMENTAND ORGANIZATIONAL SKILLS


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We all have 24 hours in every day to

accomplish what we need

The difference is how we choose to

spend our timeWe consciously decide how to spend

our time

It was your choice to go to pharmacyschool ...

The next time that you feel

compelled to say, I dont have time

to, rephrase it to, I cant take the

COMMON MYTHS/PITFALLSI dont have time . . .


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Do not take on as many tasks

Find your success limit, and

maintain it!

Contrary to popular belief, thebusier people are, the more

productive they are

People may not be able to prioritizetheir responsibilities very well or

may be easily distracted or

consistently interrupted

You feel stressed out and guilty if

COMMON MYTHS/PITFALLSIm too busy . . .


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This is because we are proactive athome (i.e., pay bills, etc.), whereaspharmacy practice is often reactive(fill medication orders as they come

in)

It is possible that a person might becompletely organized at home and atrain wreck at work, but this is a rareand unusual case

The good news is that these skills canbe learned

COMMON MYTHS/PITFALLSMy personal time management skills have nothing todo with how I manage time at work


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The ability to multitask is an absolute

necessity for any pharmacist or

pharmacy student

This does not mean doing severalthings concurrently

What it does mean, however, is that it

is important that you have the ability toswitch gears easily and maintain a

sharp mind so that you can give your

undivided attention for a few moments

to the task at hand and then move on

COMMON MYTHS/PITFALLSI need time to focus in order to . .


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It is certainly important to do your bestand to always put your best foot

forward, but as a pharmacy student or

pharmacist with many demands on

your time, it is critical that you

distinguish which tasks must be perfect

and which can be less than perfect

Dosing and preparation ofchemotherapeutic agents, for example,

should be as close to perfect as

possible

Revising a paper five times for a 3-

COMMON MYTHS/PITFALLSIm a perfectionist . . .


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Some pharmacy schools provide

regularworkshops for students or

parts of courses devoted to time

management, study skills, stressmanagement, and other pharmacy

school and life survival skills

If your school is not one of those,however, this lecture is here to help

Additionally, there are books and

articles that can serve to help you

become a successful time manager

COMMON MYTHS/PITFALLSThey didnt teach time management in mycurriculum


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The steps involved in practicingbetter time management are:

Recognize the need for improvement

Conduct an honest self-reflection oranalysis of how you currently use yourtime

Establish your mission and set goals

Get organized Take action

Review, revise, and modify

REAL TIME MANAGEMENT-HOW TO DO IT


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Almost all literature that describessuccessful behavioral change programs,start at this point

Hopefully, you have decided already that

your time management skills could usesome improvement

If you have not decided this, then thechances of your being able to improve are

much less

Recognize the Need forImprovement


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Conduct a review of how you currently spend

your typical day or week

Ask yourself key questions to identify problem

areas and how you should best plan your timeOne of the most useful tools is to keep a time

journal

On a calendar, document how you spend yourtime in blocks of 15 mints

Do this for an entire week, and be honest

After a week, analyze those areas where you

think our time could have been better s ent cit

Conduct an Honest Self-Reflection or Analysisof How You Currently Use Your Time


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When conducting the analysis, ask yourselfthese questions with regard to each activity: Why am I doing this?

What is the goal?

Why will I succeed?

Is what I am doing at this minute moving me

toward my objective?

What will happen if I choose not to do it?

A few general questions about how your time

is spent: What am I doing that does not really need to be

done? What am I doing that could be done by someone



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Create a pie chart to visually depict where your

time was spent

Ask yourself12 questions when reviewing a day in

your time log1. What went right today? What went wrong? Why?

2. What time did I start my top-priority task ? Why?

Could I have started earlier in the day?

3. What patterns and habits are apparent from my

time log?

4. Did I spend the first hour of my [work] day doing

important work?



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Setting short- and long-term personal

and professional goals helps to

determine priorities and stay focused

Write your personal missionstatement; from this, all your goals and

priorities should flow

Yourpersonal mission statement, orphilosophy, focuses on what you want

to be (character) and to do

(contributions and achievements) and

on the values and principles upon

Establish Your Mission andSet Goals


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There are several steps help toget organized:

Sort through tasks

Create a master list Schedule tasks

Use a system

Get Organized


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Each time we get a new piece of mail, an

assignment, we need to decide how we are going

to use that and do something with it-file it, recycle

it, or read it laterWe need to set up a filing system that works for us

Also, it is not bad to have a read it later pile as

long as you make sure that you schedule sometime to actually read through the papers

These same ideas apply to e-mail messages and

computer documents

Get OrganizedSort Through Tasks


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Organizing and prioritizing your tasks

are often more difficult

Create a master list of all the tasks

and then prioritize and schedule them

You can create your master list on

your computer, on paper, in your

planner Some have more than one master list,

a work list and a home list

Make sure that you keep your list(s) in

Get OrganizedCreate a Master List


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The more difficult task isdetermining how to approach the

multitude of tasks on your list.

Where do you start?

Sometimes it can be overwhelming

to think about if you have a variety

of tasks that all seem very important

Three approaches to prioritize

tasks:

1. Goal-achievement approach

2. Deadline approach

3. Consequences approach

Get OrganizedPrioritize Tasks


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Goal-achievement approach Prioritize tasks that you know will directly help you

achieve your goals as most important (GPA of 3.5 or

higher, at least 4 hours)

The deadline approach when are your tasks due?

is easy when the deadlines have been set by others

is not as effective, however, when certain tasks have nodeadlines or when you have to set a deadline yourself

Consequence approach

What will happen ifthis task is not completed or notcom leted on time?

Get OrganizedPrioritize Tasks


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Allow yourself more time than you

think you will need to complete a task

It is always better to under commit

and over deliver(telling a patient thather prescription will be ready in 15

minutes)

Convince yourselfof the phenomenonthings always take longer than I think

they will to allow for unexpected

interruptions

Get OrganizedSchedule Tasks


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The busier you are and the moretasks you need to complete, themore you should rely on somesort ofplanner system to stay

organizedSeveral approaches that you may

find useful: Paper calendar Paper-based planner/organizer

systems Personal digital assistants (PDAs)

and computer programs

Get OrganizedUse a System


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Realities of human nature and how we

normally spend our time:

1. We do what we like to do before we do

what we do not like to do

2. We tackle what we know how to do faster

than we tackle what we do not know how

to do

3. We do activities that we have resources

for

4. We do things that are scheduled before

we do nonscheduled things

5. We respond to the demands of othersbefore we res ond to demands from

Take Action


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Always keep the big picture in mind-think of the goals that you want to

achieve and how completing a task

will help you do thatConstant self-motivation is

important when you are trying to

change your behavior

Plan your work, and then work your

plan

Three actions to help you stay

Take Action


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Helpful hints to improve your time managementskills: Take care of yourself Most people do their best work in the morning, so tackle

the tough projects at that time Schedule meetings and less intensive activities in the

afternoon Check youre-mail and phone messages only twice a day Cluster tasks and activities together when possible Quantity does not equal quality Busy does not equal productive Working harder does not equal working smarter Reward yourself

Take Action


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It is important periodically to review all the stepsthat you went through to determine if your

system is working well

Are you accomplishing tasks and goals to yoursatisfaction?

Are you feeling less stressed?

Do you procrastinate less often?

Have your preferences or your style changed in anyway?

Do you want to try out a new organizational system?

Have your goals or priorities changed?

What major changes have occurred in your life to

Review/Revise/Modify


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Questions help us review our goals andpriorities to see if they have changed: Do you feel as strongly about your priority

(goal) as you did when you set it?

Do you reward yourself for daily or weekly

successes?

Are you adhering to your priority (goal)

deadline?

Do you spread yourself too thin and run out

of time?

Do you review your activities to determine

which ones can be shortened, reorganized,or terminated?



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As long as you are making progress towardyour goals, thatis what is most important

Remember, slow and steady wins the race

Remember that as much as we might liketo, we will never have complete control

over all our time

Recall the Serenity Prayer: God, grant me the serenity to accept the things

I cannot change

The courage to change those things I can, and

the wisdom to know the difference



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Certainly, however, time management skillsin practice depend on the type of job you

have

If you have a position that is moreadministrative, project-based, or

appointment based, you will have more

control over how your time is spent, and you

can better use many of the skills described

in this lecture

In most pharmacy environments, however,

we do not get to determine how we spend

TIME MANAGEMENT IN PHARMACYPRACTICE


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Make full use of pharmacy technicians. Oneexample is never to answer the phone yourselfunless it is a prescribers line (e.g., doctors)

Implement a variety of dispensing technologies androbotics, automated refill phone lines and Web

sites

Reconfiguring technicians and pharmacists job

descriptions so that technicians perform most

technical duties and pharmacists can concentrate

on reviewing and monitoring patients drug therapy,

as well as engaging in patient and provider

TIME MANAGEMENT IN PHARMACYPRACTICE


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Individual characteristics related to job stressinclude balance between work and personal

life, a persons outlook on life, the

stressfulness of family life, and variousaspects ofpersonality

The issue of balance, in all aspects of ones

life, is the heart of this lecture

Interestingly, it has been shown that pharmacy

students reported higher stress levels as

students than they did as practicing

pharmacists

STRESS AS A PRIMARY CONSEQUENCEOF POOR TIME MANAGEMENT


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If students feel stressed about school and perhapstheir internship, they likely might suffer similar

consequences as pharmacists: dissatisfaction with their Pharm.D. program or internship lower commitment to completing ones degree program

or even pharmacy as a career quitting school or the internship or both The potential forsubstance abuse and burnout

Thankfully, coworker social support, or the material

and emotional support received from ones

coworkers, has been shown to buffer the impact of

job stress on job dissatisfaction



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How one copes with stress also makes adifference; problem-focused coping strategies,

where one attempts to tackle the problems at hand,

are most effective in reducing the impact of jobstress on job dissatisfaction

Implementing time management strategies could

be an example of a problem-focused coping

strategy

Emotionally based coping strategies, such as

distancing oneself from the problem or trying to

avoid the problem, are unsuccessful



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The goal of this lecture was to raise awarenessabout the importance of time management inones personal and professional lives

I should have come away with concrete

strategies about how to improve my skills sothat I can achieve my full potential

Remember, time management is not aboutmanaging time, its about managing yourself - and

all of us can probably use at least someimprovement so that we can be more effective inall that we do

CONCLUSION


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Thank you

5 Time Management

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