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Learning objectives
At the end of this unit, the learner will be
able to;
1.Define time, stress, and delegation
2.List the benefit of time management
3.Discuss the nature stressors
4.Describe the advantages delegation
5.Identify the barriers of delegation
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Time management
Time
Time Management
Using time effectively is a management skill
and can be seen from two angles:
1. Finding out how staff uses time:
Time Management
Time Management
2. Time plans in a health service
A well-managed health unit may need the
following time- plans:
A weekly time table: showing the time of
the week when certain regular events always
occur, e.g. staff meetings.
Several schedules: showing the detailed
dates on which intermittent events occur and
where they occur ,e.g. Visits to peripheral
health centers.
Several duty rosters: for different sections
of the work, e.g. night call, out patient duties.
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Time Management
Duty rosters are Common in all types of health
work.
They are needed for three purposes:
1. To distribute work fairly and evenly out side
normal working hours. E.g. night, weekends etc
2. To distribute uninteresting or difficult work,
and interesting or varied work, equally among
the various members of the units, e.g. Maternity
work.
3. To divide extra duties among the whole staff
Time Management
Unless they are arranged very carefully they can
cause a great deal of trouble and quarrelling.
Therefore, rosters have to be changed frequently.
Two rules for duty rosters:
A. The length of time of each duty period must be
the same as for all other types of duty period.
B. The number of people /Groups working in turn
must divide evenly in to the number of duty
station/ duty periods.
Time management
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objectives
Disorganization
Inability
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to say no
More
interruptions
Periods
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of inactivity
Stress
All
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and fatigue
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Set goals-SMART
Specific
Measurable
Achievable
Realistic
Time-based
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Do
Delegate
Delay
Delete
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when to say NO
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On public transportation
At the doctors office
Waiting for your plane
On hold/waiting on
telephone call/
When you are early
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on the task at
hand
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Stress management
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Definition of stress
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Definition of stress
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Stressor/Cause of Stress/
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Nature of stressors
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1. External stressors
Physical Environment
Social Interaction
Organisational
Major Life Events
Daily Hassles
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1. External stressors
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Physical environment
Noise
Bright Lights
Heat
Confined Spaces
1. External stressors
Social Interaction
Aggressiveness by others
Rudeness/Disrespect/
Bossiness/Authocratic/
Bullying/harassment/
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1. External stressors
Organisational
Rules
Regulations
Red-Tape
Deadlines
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1. External stressors
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1. External stressors
Daily hassles
Commuting
Misplaced keys
Mechanical breakdowns
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2. Internal stressors
Lifestyle choices
Negative self - talk
Mind traps
Personality traits
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2. Internal stressors
Lifestyle choices
Caffeine
Lack of sleep
Overloaded
schedule
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2. Internal stressors
Negative self - talk
Pessimistic thinking
Self criticism
Over analyzing
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2. Internal stressors
Mind traps
Unrealistic expectations
Taking things personally
All or nothing thinking
Exaggeration
Rigid thinking
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2. Internal stressors
Personality traits
Perfectionists
Workaholics
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Uncertainty
Conflict
Responsibility
Relationships at
work
Change at work
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2.
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Contd
(d) Stress and Behavior
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Role stressors
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Role stressors
Lack
of promotion
Job dissatisfaction
Loss of job
Inadequate knowledge
New working environment
New health policy
Un-programmed work load
Failure in achievement of work
Upgrade to higher position
Lack of educational opportunity
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Management of stress
A.
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Management of stress
B. Organizational Level Strategies
(a) Organizational goals must be in realms of
achievement.
(b) Employees must be empowered.
(c) Corporate policies, physical work environment
should be suitable for higher productivity.
(d) An updated systems and processes increases
efficiency.
(e) Management must create an healthy working
environment.
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Management of stress
ABC strategy
A= Awareness
What causes you stress?
How do you react?
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Contd
B= Balance
There is a fine line between positive /
negative stress
How much can you cope with before it
becomes negative ?
C= Control
What can you do to help yourself combat
the negative effects of stress?
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Delegation
The secret of success is not in doing
your own work but in recognizing the
right [person] to do it.
~Andrew Carnegie
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Delegation
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Delegation
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Ways of successful
delegation
Control
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Ways of successful
delegation
Follow
up by visiting subordinates
frequently. Expect employees to make
suggestions to improve work and use
the feasible ones.
Encourage employees to solve their
own problems, and then give them the
autonomy and freedom to do.
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Ways of successful
delegation
Assess
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Advantages of delegation
Delegating some decision-making
saves time for other duties.
When work is spread over a large
area, the health workers on the spot
must be able to make decisions
according to circumstances.
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Advantages of delegation
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Disadvantages of delegation
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Steps in Delegation
IDEALS steps
I Introduce the task
D-Demonstrate clearly what needs to be done
E-Ensure understanding
A-Allocate authority, information and
resources
L-Let go
S-Support and monitor
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Steps in Delegation
I-Introduce the Task
Steps in Delegation
I-Introduce the Task
of subordinates
Long-term planning
Tasks only you can do
Assurance of program compliance
Dismissal of
volunteers/members/parents, etc.
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Steps in Delegation
I-Introduce the Task
Select delegate
Look
at individual
strengths/weaknesses
Determine interest areas
Determine need for development of
delegate
Use What-Why Statements: I want
you to do.. Because you
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Steps in Delegation
D-Demonstrate Clearly
Show examples of previous work
Explain objectives
Discuss timetable, set deadlines
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Steps in Delegation
E-Ensuring Understanding
Clear communication
Ask for clarification
Secure commitment
Dont say no for them
Collaboratively determine methods for
follow-up
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Steps in Delegation
A-Allocate authority, information,
resources
Grant authority to determine process,
not desired outcomes
Provide access to all information
sources
Refer delegate to contact persons or
specific resources that have assisted
previously
Provide appropriate training to ensure
success
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Steps in Delegation
L-Let go
Communicate delegates authority
Step back, let them work
Use constrained access
Dont allow for reverse delegation
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Steps in Delegation
S-Support and Monitor
Schedule follow-up meetings
Review progress
Assist, when requested
Avoid interference
Publicly praise progress and
completion
Encourage problem solving
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Delegation Stressors
Loss of control?
If
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Delegation Stressors
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Delegation Stressors
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Consequences of poor
delegating
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Consequences of poor
delegating
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Barriers to Delegating
Barriers in the Delegator
Preference for operating by oneself
Demand that everyone know all the
details
I can do it better myself fallacy
Lack of experience in the job or in
delegating.
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Barriers to Delegating
Barriers in the Delegator
Insecurity
Fear of being disliked
Refusal to allow mistakes
Lack of confidence in subordinates
Perfectionism, leading to excessive
control
Lack of organizational skill in balancing
workloads
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Barriers to Delegating
Barriers in the Delegator
Failure to delegate authority
commensurate with responsibility
Uncertainty over tasks and inability to
explain
Disinclination to develop subordinates
Failure to establish effective controls and
to follow up
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Barriers to Delegating
Barriers in the Delegatee
Lack of experience
Lack of competence
Avoidance of responsibility
Over dependence on the boss
Overload of work
Immersion in trivia
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