THE DON IN LTC Supporting an Endangered Species

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THE DON IN LTC Supporting an Endangered Species

• Janet Dykstra, MS, RN, CDONA-LTC
• Edie Cassel Walters, MBA, RN, NHA

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1. Most people are overworked because of the
nature of their job.

• FALSE
• What are you doing that could be done by others?
• Do you have trouble saying NO?
• How important are each of your activities?

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Whats on your Plate?

• Take 5 minutes and fill your plate with all your
  work related responsibilities
• Estimate the number of hours per week you spend
  on each activity
• Rank each item in order of its priority (1, 2,
  3, 4 with 1 being most urgent and important)

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Quadrants of Priorities
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How to Prioritize

• Avoid procrastinating on As
• Aim to do as many Bs as possible
• Be prepared to move Bs to As
• Dont do Cs if there are As and Bs to do
• Put less emphasis on Cs
• Eliminate Ds altogether

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2. Your job is unique and not subject to
repetitive time patterns.

• FALSE
• Every job has patterns in it
• Discover the patterns in your job
• What are you doing that can be done 80 by
  someone else?
• Delegate those tasks

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3. No one ever has enough time.

• Each week you have a bank of 168 hours
• How are you using your 168 hours every week?
• Time estimated on your plate
• Time for family, sleep, etc
• What time is available for investing?

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Be Aware of Time Traps

• Trying to accomplish too much make the to do
  list specific tasks with priorities
• Lacking self-discipline set deadlines for
  yourself and schedule them in your calendar
• Personal disorganization Find a system that
  works for you
• Too much talk too much socializing interferes
  with everyones goals
• Poor communication give and receive feedback to
  ensure understanding

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Time Management Tips

• List goals, set ABC priorities
• Make a to do list, use it to move toward your
  goals
• Write it down
• Start with As, not Cs
• Ask yourself, What is the best use of my time
  right now?

• List specific activities that you can do each day
  to move toward your goal
• Write your to do list at the same time each day
• Handle each piece of paper only once

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Time Management Tips

• Save a time to handle unexpected events
• Dont get bogged down with low value items
• Match the work with the best time of day to do it
• Think of your LTG while doing small task

• Watch for time spent on trivial activities which
  could be avoided in the future
• Check to see if you are putting enough time into
  the key aspects of your job

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Time Management Tips

• Before you start something, consider delegating
  it or talking someone else into doing it
• Concentrate on items where you personally can
  make an important difference

• Learn to say no graciously
• Concentrate on one thing at a time
• Consider reports paperwork as primarily for
  your benefit in achieving priorities

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Time Management Tips

• Turn a big job into Swiss Cheese-start with
  little pieces, finish in big chunks of time
• Identify the purpose and objective for a meeting

• Fulfill the meeting objectives in least time
  possible
• Examine old habits for elimination streamlining
• Find one technique each day which you can use to
  help yourself gain time

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Time Management Tips

• Squeeze short tasks into otherwise wasted moments
• Count all time as on and live 24 hours every
  day
• Sharpen your awareness of time
• Consider time as money invest wisely

• Try increasing your work pace from time to time
• Improve your follow up on delegated tasks
• Accept that inevitably some of your time will be
  spent on activities outside of your control and
  dont fret about it.

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4. Higher-level people with more authority
usually make better decisions.

• FALSE
• Train subordinates and empower them to make
  decisions
• Want to be empowered?
• Use EI Self Awareness to evaluate why you are not
  being empowered
• Using EI Self Management to develop a plan
• Use EI Social Awareness to anticipate the
  reaction of your supervisor
• Use EI Relationship Management to meet with your
  supervisor and execute your plan

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5. Further delay will probably enable you to
improve the quality of your decisions.

• FALSE
• Shorten your decision time, but dont be hasty
• Correct course as more information becomes
  available

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6. Most people can find ways to save time.

• FALSE
• Stop focusing on saving time Focus on
  controlling your time
• The only way to manage time is to spend time
  better

Stop the clock at the same time every day Whose
job are you doing? Stop the work and transfer the
job back to the owner.
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7. Managing time better is essentially a matter
of reducing the time spent in various activities.

• FALSE
• Are your activities consistent with your
  objectives?
• Need to add things you are not doing?
• Be aware of time wasters
• Constant change
• Doing others works
• Incompetent team members
• Ineffective daily plan
• Unclear goals
• Lack of priorities

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8. Your job deals with people, since all people
are important, you cant establish priorities.

• FALSE
• Separate person from issue
• Release energy for productive action
• Handle difficult people and tense situations with
  diplomacy and tact
• Spot potential conflict, bring disagreements into
  the open and help de-escalate
• Encourage debate and open discussion
• Orchestrate win-win situations

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9. Delegating will probably free a great deal of
your time and relieve you of some of your
responsibility.

• FALSE
• Eliminate unnecessary tasks
• Determine tasks you need to do
• Delegate the remainder

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Criteria for Delegation

• For the right reason
• To the right person
• At the right time
• With the proper information and instruction
• Check for understanding
• With the proper support - be available for
  questions

• With the appropriate supervision and follow-up
• With intervention when needed - course correction
• With the appropriate evaluation and FEEDBACK
• With thanks for a job well done

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10. Finding a quiet hour is usually impossible,
especially in small offices.

• FALSE
• Pick the best time of the day
• Enlist the help of your team

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11. Most people can solve their time problems by
working harder.

• FALSE
• Work smarter not harder
• Analyze workflow

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13. If you do it yourself, you can get more done
in less time. In other words, If you want it
done right, youd better do it yourself is still
the best advice.

• FALSE
• Your ability to achieve results relies on the
  performance of your team
• The more you are inclined to do it yourself,
  the more likely your time is not being well used

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Emotional Competencies that Conserve Energy

• Self-control managing disruptive emotions and
  impulses effectively
• Trustworthiness displaying honesty and
  integrity
• Conscientiousness dependability and
  responsibility in fulfilling obligations
• Adaptability flexibility in handling change and
  challenge
• Innovation being open to novel ideas,
  approaches, new information

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14. Most of the ordinary day-to-day activities
dont need to be planned, and most people
couldnt plan them anyway.

• FALSE
• Identify the patterns in your job
• Allow room for the unexpected
• Emphasize early actions

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15. It isnt always possible to work on the basis
of priorities.

• FALSE
• Not all things are equally important
• Refer to the Quadrants to identify priorities
• Ask yourself What is the best use of my time?
  What is most important?

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16. Finding the problem is easy its finding the
solution that is difficult.

• FALSE
• Problems represent opportunities for growth
• Dont confuse symptoms and problems
• Collect data for full understanding
• Identifying all underlying issues

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17. A good way to reduce wasted time is to look
for shortcuts in managerial functions.

• FALSE
• Look for shortcuts in trivial areas
• Identify bureaucracy busters
• Devote sufficient time to coaching and
  communicating

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18. Most people know how they spend their time
and can easily identify their biggest time
wasters.

• FALSE
• Keep a time log for a week or two
• Analyze your habits and patterns
• Selectively focus on change select 5 to change
  and make it a habit

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Create A Time Log
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19. If you really managed your time well, youd
be working and living like a robot.

• FALSE
• Your time is your life Waste your time, waste
  your life
• Clarify your objectives
• Match activities to objectives

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20. The busy and active people who work the
hardest are the ones who get the best results.

• FALSE
• Focus on activities
• How much time does each activity contribute to
  your objectives?
• What activities should you be doing that you are
  not doing?

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21. If you really tried to control or manage your
time, you would miss out on many unexpected
opportunities.

• FALSE
• How many opportunities were missed because you
  were not in control of your time?

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22. The problem with time management is that it
doesnt allow for spontaneous behavior, its dull
and mechanical rather than dynamic.

• FALSE
• Schedule fun, as well as priorities and
  activities
• Schedule ALL your vacation days

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23. It isnt necessary to write out your
objectives.

• FALSE
• Clarify
• Endure they are not forgotten
• Increase commitment
• Make goals clear, measurable and specific

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24. Most of the results you achieve are produced
by a few critical activities.

• TRUE
• Remember the Pareto Principal (80-20 rule) 80
  of the consequences stem from 20 of the causes
• In business, dramatic improvements can often be
  achieved by identifying the 20 of customers,
  activities, products or processes that account
  for the 80 of contribution to profit and
  maximizing the attention applied to them

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Scoring

• 22 to 24 Excellent and you are making good use
  of your time
• 19 to 21 Good and you are on your way to
  controlling your time
• 16 to 18 You are in pretty good shape, but need
  to review some of your assumptions
• Fewer than 16 Need improvement and your
  assumptions are getting the best of your efforts
  to control your time

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Time Control Personal Productivity

• Time is an event
• Control is the key to personal productivity
• You have 2 options
• Be proactive in achieving control in your life
  and control the events that make up your life
• OR
• Simply REACT

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Managing the Phone

• Establish call-in and call-back hours
• Declare how much time you have to talk
• Use a timer
• Keep track of conversations
• Research first, call second
• Screen incoming calls thoroughly

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Managing the Phone (contd)

• Analyze your calls
• Use your body
• Make phone appointments

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Controlling Paperwork

• Handle each piece of paper only once
• When in doubt, throw it out
• Ask yourself, Can I find this elsewhere if its
  ever necessary?
• Purge your files and desk frequently
• Use email and save to a CD or flash drive
• Get your name off junk mail and spam lists

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Controlling Paperwork (contd)

• Use the phone or talk to the person instead of
  writing
• Write a reply directly on the memo you receive
• Create check lists, form letters, etc.
• Delegate routine paperwork

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Stress Management and Burnout

• Define Stress
• A physical, chemical, or emotional factor that
  causes bodily or mental tension and may be a
  factor in disease causation (Merriam Webster
  Dictionary)
• In psychology and biology, any strain or
  interference that disturbs the functioning of an
  organism. The human being responds to physical
  and psychological stress with a combination of
  psychic and physiological defenses. If the stress
  is too powerful, or the defenses inadequate, a
  psychosomatic or other mental disorder may
  result. (Encyclopedia Brittanica)

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Stress Management and Burnout

• Stress can be good or bad a life completely
  without stress is unrealistic and undesirable

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Stress Management and Burnout

• People experience and manifest stress
  differently.
• You take it home with you!
• You bring it to work with you!

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Stress Management and Burnout

• Sources of Stress
• Heavy work load Disorganization
• Poor supervision
• Too many bosses
• Inability to set priorities
• Expectations of clients/families
• Displaced feelings of clients/families

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Stress Management and Burnout

• Sources of Stress
• Regulatory requirements
• Deaths of clients
• Ethical dilemmas
• Personal/family problems
• Abuse victim (as a child, and/or at home now)

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Stress Management and Burnout

• Psychosocial Symptoms of Stress
• Negative, cynical attitude
• Sense of resignation
• Plays the victim

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Stress Management and Burnout

• Physical Symptoms of Stress
• Headaches
• Rashes
• Flu
• Back pain, other aches and pains

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Stress Management and Burnout

• Physical Symptoms of Stress
• Headaches
• Rashes
• Flu
• Back pain, other aches and pains

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Stress Management and Burnout

• Physical Symptoms of Stress
• Tired
• High blood pressure
• Insomnia
• Sexual dysfunction
• Gastric upsets

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Stress Management and Burnout

• Emotional Symptoms of Stress
• Frustration
• Anxiety
• Anger
• Fear
• Depression

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Stress Management and Burnout

• Emotional Symptoms of Stress
• Irritability
• Feel unable to do the job
• Feel clients are demanding more than he/she can
  give
• Dread going to work

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Stress Management and Burnout

• Emotional Symptoms of Stress
• Guilty about incomplete or less than satisfactory
  work
• Guilty about not enough time
• Feel out of control

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Stress Management and Burnout

• Mental Symptoms of Stress
• Distraction
• Confusion
• Worry
• Forgetfulness

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Stress Management and Burnout

• Burnout is a loss of will, an inability to
  mobilize interest and capabilities, results in
  depleted energy, low resistance to illness,
  increased dissatisfaction, pessimism, increased
  absenteeism.

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Stress Management and Burnout

• How to Recognize Burnout
• Uses derogatory and abstract labels (they always,
  those families)
• Uses jargon with clients as a defense
• Hides behind rules
• Psychological distancing
• Lack of self esteem

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Stress Management and Burnout

• How to Recognize Burnout
• Excessive use of sick humor
• Becoming impersonal with staff, clients
• Deterioration of tasks and social performance
• Excessive absence
• Weight gain/weight loss

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Stress Management and Burnout

• How to Recognize Burnout
• Excessive use of drugs/alcohol
• Change in demeanor, mood swings
• Accidents/workers comp claims increase

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Stress Management and Burnout

• Preventing Stress and Burnout
• Allow for emotional breathers - short breaks to
  relax - deep breathing, relax muscles,
  visualization, meditation
• Share feelings with an appropriate colleague
• Talk to social worker or chaplain about feelings
• Go to employee assistance program

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Stress Management and Burnout

• Preventing Stress and Burnout
• Make goals realistic
• Assess the role of technology in making your job
  easier
• Maintain physical health
• Relaxation and recreation

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Stress Management and Burnout

• Preventing Stress and Burnout
• Humor
• Learn time management and organization skills
• Learn behavior management skills
• Learn priority setting
• Make it ok to say no

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Stress Management and Burnout

• Preventing Stress and Burnout
• Try to get control of your job
• Job redesign - review your job description to
  assure that all tasks are appropriate
• Review jobs of others to find ways to increase
  autonomy (self scheduling, input on assignments,
  etc.)
• Learn assertiveness if a deficit

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Stress Management and Burnout

• Preventing Stress and Burnout
• Give yourself permission to ask for help
• Find a mentor or ask your Administrator for him
  to provide a mentor
• Remind your NHA to appreciate your hard work

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Intuition

• What is Intuition?
• Gut feeling
• Brilliant idea
• Sixth sense
• dont know where that came from
• Click with people
• Saw it in a dream
• Spontaneous knowing

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Intuition

• -The only real valuable thing is intuition
• -Einstein

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Intuition

• Who is an intuitive person?
• Creative
• Aware of hunches
• Think about future possibilities
• Sense invisible and impalatable
• Perceive wholes and compress into flash
• Poets and Prophets

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Intuition

• The Highest Form of Knowing
• It is a skill that can be learned
• Like a muscle, the more you practice, the
  stronger it gets
• Wise part of us that knows most about us and
  world around us.
• Few are willing to embrace and truly allow it to
  become an integral part of our lives.
• Discounted and replaced

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Intuition

• Purpose for Increasing Intuition
• Focus on practice outcomes
• Improved relationships
• Confident decision making
• Clear goal setting
• Increased creativity and productivity
• Correct judging and forecasting

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Intuition

• Your Personal Intuitive Style
• Expressed in a different and highly individual
  way.
• Identify your style by remembering times when
  you knew
• Usually have a consistent source
• Learn where to look, listen and turn when you
  want intuitive information
• An art-form-need to experiment

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Intuition

• Truths about Intuition
• Everyone is born with it
• It is not a special" gift
• It does not take years to develop
• Can be easily developed and improved

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Intuition

• Practice Exercises
• Phone ringsguess who is calling before you pick
  up the phone
• If something is missinglet it come to you
  while you go about your business
• Before you get the mail, decide on at least one
  item that will be in the mail
• At any given time during the day, relax and try
  to guess the exact time without looking
• Guess what time your spouse, child etc will come
  through the door

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Intuition

• Steps to Intuitive Development
• Spiritual practices
• Asking questions and listening for answers
• Pay Attention to impressions (sleep/awakening)
• Trust your inner self
  
• (as much as analytical self)
• Have insatiable curiosity

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Intuition

• Value Intuition at Work
• Adds value to employer by anticipating solutions
  at early stages of a problem
• Improves client satisfaction
• Increased workforce retention