Time Management Tools - Healthy Families Learning Center

1 time Management Tools How you manage your time can play an important role in preventing stress. time is the most valuable and sought-after resource that is available to everyone. time Management is a simple way to control how you spend your days. By managing your time , you may be more productive without working harder. Without good planning, you will struggle to complete all of your work, which in turn will make you frustrated and add to your stress. Scheduling Tips Write it down. Buy a calendar and start writing down your appointments. Keep a written record that can make paperwork easier to complete later. Create a list of what you want to accomplish every day, week, or month Schedule the standard.

2 Record simple, everyday tasks on a list. Reflect the drive time and other typical items that are involved in appointments. Complete a calendar that provides a clearer picture of how you need to spend your time . Double the estimate. Give yourself 20 minutes to complete a form that you think will take you ten. Allow for the unknown like the unplanned conversation with a supervisor or the surprise phone call. Create a sense of accomplishment from completing your task early if you do get the form done in 10 minutes. Tips for Completing Tasks Use the 80/20 rule. Know what takes you longer to accomplish; by focusing 80 percent of your time on a larger, more complicated task, you will be able to accomplish more.

3 Use the other 20 percent of your time to finish smaller, simpler tasks. Stop procrastinating! Leaving hard tasks or overwhelming paperwork for later just adds to your workload. Delay a task and it will only loom over your head as you do other work. Start early and do a little each day. Break it down. Take a large task and break it apart into small pieces. Do a project one piece at a time ; it makes the task seem smaller. December 2006 1 time Management Tools Tips for Setting Boundaries Establish parameters. Exhausting your time resource is a danger, so you should be able to say no . Recognize when it s not feasible for you to add more paperwork or meetings in a particular week and schedule them for later in the month.

4 Do not overbook; realistic scheduling will allow you to do a good job and finish other tasks in the time you have available. From time Management , by MindTools ( , obtained October 4, 2006). From Personal time Management for Busy Managers, by Gerard M. Blair ( ~gerard/ ~gerard/ , obtained October 4, 2006). From time Management Made Easy, by J. McHenry ( , obtained October 4, 2006). December 2006 2 Tips on Completing Paperwork A Home Visitor s Paperwork One of the most stressful parts of a home visitor s job can be completing the paperwork and data entry into the computerized database. Different forms need to be completed based on the type of visit.

5 In order to get the work done in less time , try some of these tips specific to each form. These tips are from Healthy Families Indiana Note: This is not a comprehensive list. See your supervisor for more details. Name of Document Completing the Form Tips to Increase Efficiency All Documents Let others in the office know when you are completing your paperwork to cut down on interruptions. Recognize that paperwork for some visits will take more time . Schedule visits to these Families early in the month to get everything completed on time . Plan for your next visit when you schedule it. Gather all resources at that time . Home Visit Record This is the most frequent form.

6 It should be completed within 24 hours of a visit. It takes about 15 to 20 minutes to enter the information into the computer. Try to complete some quick notes in your car right after a visit. These will help you as you enter the information later. HOME This assessment follows the timeline established for the Denver. It evaluates parent-child interactions and usually requires a 30-minute observation. Spend 15 minutes entering this information into the computer as soon as you return to the office. It should be done at the same time as you are entering the Denver. IFSP This form establishes the program goals and will guide you in your home visits.

7 It may take three or more visits to successfully complete the paperwork involved. It should be completed every six months. After the paperwork is finished, you can refer to it with a family to show progress. It will help you remember the information and assistance a family requested. While long, it s a great tracking tool . December 2006 1 Tips on Completing Paperwork Community Life Skills Scale and Difficult Life Circumstances Not all HFI sites complete these forms. They are completed annually and take two to three visits to gather all the information. The CLS is done with an interview while the DLC can be completed by the family. Write legibly and be sure to ask all questions before leaving the family s home.

8 Transferring the information to the computer will only take about 15 to 20 minutes. Miscellaneous Forms Home visitors must track various services that are provided to Families in the HFI. These include immunizations, medical visits, level of progress, referrals, consent forms, time sheets, mileage forms, enrollment forms, and curriculum use. Complete some tracking items while with the family. For example, record medical visits and immunizations while speaking with the mother. Carry extra consent forms, time sheets, and mileage forms in your vehicle to complete at the end of a visit. Resources From Healthy Families Indiana Marion County IV Site, provided October 12, 2006.

9 December 2006 2 Safety Tips for Home Visitors Staying Safe Home visits, if not conducted properly, can pose a threat. Breaking the process down step by step lets you see safety tips for each step. These tips should provide you with guidance should you ever find yourself in an unsafe situation. They may also help you avoid danger. Step in Home Visit Safety Tip Locating the Home See if a home assessment worker has visited previously. She could provide you with some information on the home and neighborhood. Knowing the area can be both a time saver and provide safety. Scheduling the Visit The first visit to a home is important. While you can make an unannounced home visit, the first visit should be scheduled.

10 This prevents you from surprising a new client who may be hesitant to open the door to a stranger, fearing gangs, abusive ex-partners, or bill collectors, or could even be in the midst of an illegal activity. Such an interruption could be dangerous for you. Also, do not schedule evening visits without supervisor approval. Driving Don t get too close to other vehicles on the road. This prevents accidents and protects you from carjackers. Keep your cell phone within reach in case you need to make a call, but only use it in case of emergency. You should concentrate on the road. If you must use your cell phone, try to use the hands-free setting.