ENSURING QUALITY CARE MANAGING YOUR TIME September 2019 Safety, - - PowerPoint PPT Presentation

ENSURING QUALITY CARE

MANAGING YOUR TIME

September 2019 Safety, Oversight and Quality Unit

PURPOSE AND KEY TERMS

The purpose of this section is to help the learner acquire the basic skills necessary to manage your time effectively.

• Time management
• Setting limits
• Prioritizing
• Goals

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OBJECTIVES

The learner will be able to:

Describe the basics of time management Understand when to set limits and how to say no Determine when you need to get additional help

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INTRODUCTION

It is important to keep in mind that you have a right and responsibility to meet your own needs. Practicing time management skills can help you feel and be in control

• f your life. Time management involves:
• Planning your time
• Setting limits and saying “no” when appropriate
• Getting help when needed

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PLANNING YOUR TIME

The first step in planning your time is to review how your time is being

• spent. The Task and Timeline worksheet is designed for this purpose

and will show:

What tasks you performed daily:

• Providing care for residents
• Managing your business
• Taking care of yourself

Total time spent on each task for each day of the week.

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PLANNING YOUR TIME CONTINUED

Total time per week you spent on tasks in the three activity areas. Once you have established how you spend your time, ask whether:

• You are expecting too much of yourself
• Do you need to set limits on the number and types of tasks you do, or on the amount of

time you spend doing them

• Do you need help with some tasks
• Do you need more time for yourself

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PLANNING YOUR TIME CONTINUED

Unrealistic expectations about what can be accomplished can be a source of stress:

Set goals. Make “to do” lists of what you want to get done in a certain period of time, e.g., in a day, week, month, six months or year. Try to be realistic. Ask yourself, “what can I really get done in a day or week?” Do you complete tasks when you say you will?

• If you find you regularly do not complete tasks or cut into time you have

set aside for other things, reconsider your expectations, set limits or get help.

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PLANNING YOUR TIME CONTINUED

Develop a daily routine. Include all routine tasks and activities you do in a 24- hour period. It may be helpful to use the AFH Daily Schedule form. You may want to post a written schedule so residents and visitors will know the daily routine in your home Prepare a weekly schedule. Plan each day of the week by scheduling those tasks and activities that will happen on certain days. Note appointments and special events, such as birthdays and holidays.

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PLANNING YOUR TIME CONTINUED

Consider the following as you prepare schedules:

Set priorities. Decide what things are most important each day. Rank items in

• rder of priority. Set daily priorities the night before or first thing in the

morning. Balance your time. Decide what you must do that week. Do some days seem busier than others? Can you move tasks around so your time demands are fairly equal each day? Build in flexibility. Do not schedule every minute; plan for free time every day.

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PLANNING YOUR TIME CONTINUED

Alternate physical or stressful tasks with less difficult tasks. Plan to do one task at a time. In scheduling activities, allow yourself time to complete one task before starting another; this will ensure you have time to do each tasks properly. Scheduling your work to fit your energy level. When do you have the most energy? Tackle time-consuming or stressful activities in stages.

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SETTING LIMITS

Providers often have difficulty saying “no” when asked to do

• something. Frequently they have unrealistic demands because they:
• Do not understand rights and responsibilities of the resident or themselves
• Do not set and stay within limits
• Put needs of others first
• Feel guilty saying “no”
• Expect too much of themselves
• Are concerned about the opinions of others
• Want to avoid conflict

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SETTING LIMITS CONTINUED

You can avoid placing unrealistic demands on yourself by following these guidelines:

Know your rights and responsibilities as an AFH provider and those of your residents. When you admit a person as a resident, you agree to provide certain services to that person. Your are legally bound to provide those services. Set personal limits. How much you do personally depends on you.

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SETTING LIMITS CONTINUED

Carefully screen potential residents and do not admit a person if you feel your workload would be to heavy or if you do not feel you or your staff would be comfortable meeting the person’s individual care needs. You decide which types of persons for whom you are willing and able to provide care. Stay within your limits. You have established limits for a reason; keep to them.

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SETTING LIMITS CONTINUED

Assess each request for help. Ask yourself:

• Is the request unreasonable?
• Is it impossible to do what is asked?
• Is it outside my limits or ability to do so?
• Will I feel angry or resentful if I say “yes”?

If you answer “yes” to any of these questions, say “no” to the request. Pay attention to your feelings. If you feel angry, resentful, guilty,

• bligated, confused, trapped, out of control or nervous – say “no.”

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SETTING LIMITS CONTINUED

Do not allow others to manipulate you:

• Have you given into requests and then felt resentment or anger about doing

so?

• It can be difficult to untangle yourself from people who manipulate.
• Good communication skills such as active listening and the use of “I”

messages can help you be more assertive.

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SETTING LIMITS CONTINUED

Manipulative approaches include:

• Flattery: “You’re the most wonderful caregiver my dad has ever had.”
• Criticism: “Why can’t you fix my hair like my daughter can?”
• Playing the martyr: “Don’t worry about me. I’ll be fine all by myself.”
• Emotional blackmail: “I know I’m diabetic, but if you really cared about me

you would let me have just a little piece of pie.”

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SETTING LIMITS CONTINUED

Clarify others expectations of you:

• Ask questions when information or instructions are given to you
• Know what is expected of you
• Are you to be responsible for completing a task or making decisions? If not,

who is?

• Be sure that all concerned agree
• Decisions may need to be agreed to in writing

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TASKS AND TIMELINES

Write down the tasks and activities that need to be done in your home. Having the information in writing helps you see exactly what needs to be done and when. Use this information to determine what times are busiest and what tasks and/or activities could be done by others. The following pages help you develop written timelines for the tasks that must be done in your home.

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TASKS AND TIMELINES CONTINUED

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TASKS AND TIMELINES CONTINUED

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TASKS AND TIMELINES CONTINUED

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TASKS AND TIMELINES CONTINUED

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TASKS AND TIMELINES CONTINUED

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TASKS AND TIMELINES CONTINUED

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DETERMINING WHAT HELP YOU NEED

Once you have organized your time and set limits, you can decide when and where help with caregiving and home managements tasks is needed. Before you can hire staff you need to know how your time is spent, when you are the busiest and any tasks that require more than one person.

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DTERMINING WHAT HELP YOU NEED CONTINUED

Identify times when you need help:

• Review your daily and weekly schedules
• Note the times or day of the week when you are most busy or have the least

energy

• Write down the time periods for which you need help on a routine basis
• Be sure to include your regular time off and other respite relief

Identify tasks you could delegate:

• Make a list of the tasks
• Develop descriptions of tasks for which you need help

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DETERMINING WHAT HELP YOU NEED CONTINUED

Prepare work schedules as appropriate.

• You may decide to hire a person or persons to help with routine household

tasks such as cooking, cleaning, laundry, changing linens and dish washing on the days you are working

• If you plan to take two days off each week, you will need to hire a person who

can be fully responsible for all caregiving and home management tasks

Hire additional help as needed:

• Seek referrals from other AFH providers, case managers, local home health

agencies, employment agencies or you local DHS office or Area Agency on Aging, if they offer that service

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DETERMINING WHAT HELP YOU NEED CONTINUED

Identify resources in you area:

• Temporary services that provide home care helpers
• Businesses that can be contracted, for example, to do house cleaning, yard

maintenance, errands and clothing alterations

• Businesses that offer side services such as grocery stores delivering groceries

for a fee

• Professional services that can relieve of some paper work – for example, a

bookkeeper can keep your ledgers in order and prepare payroll and tax reports

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DISCUSSION/QUESTIONS

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