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Analyze paperwork frequently. Review filing policies and rules regularly and purge files at least once each year. All standard forms, reports, and memos should be reviewed annu- ally. Each should justify its continued existence and its present format. Do not be afraid to recommend changes and, when possible, initiate those changes. Place Your Order Here!

Send every communication electronically. Unless a paper memo, report, or letter is re- quired, send your work electronically. Place Your Order Here!

LEARNING KEY SKILLS IN NURSING MANAGEMENT The informational file contains materials that must be read immediately, whereas the reading file materials are not as urgent and can be read later. Do not be afraid to throw things away or erase them from your computer’s memory. Do not let them become clutter when they no longer

Sort paperwork for effective processing. A system of file folders either for paper mail or e-mail can be very helpful. Here is a system to handle it: • Place all paperwork (or e-mail) requiring personal action in a red file or in an “action” folder on your computer’s hard drive. Handle that according to its

Plan and schedule paperwork. Writing and reading reports, forms, e-mail, letters, and memos are essential elements of a job. They will, however, become a major source of frus- tration if their processing is not planned and scheduled as an integral part of daily activi- ties. Learn the organization’s information system and requirements, analyze the paperwork

  Checking e-mail too often can waste time. Each time you read a message, you are forced to think about it and you lose your focus on the task at hand. Turn off your e-mail alert and set specific times of day to check your in-box. Also discourage people who forward you unwanted messages. Set

Interruption Log Name Purpose Time Topics Importance Actions Joan, RN Stopped in manager’s office to talk 10 minutes Kids’ baseball games, husband’s new job Not related to work activities, but helps build relationship with staff Proactively plan time for occasional personal conversa- tions with staff to build relationships; plan to eat lunch in breakroom one

Keeping an interruption log on an occasional basis may help. The log should show who interrupted, the nature of the interruption, when it occurred, how long it lasted, what topics were discussed, the importance of the topics, and time-saving actions to be taken. An example is shown in Box 13-3. Analysis of these data may

Controlling Interruptions An interruption occurs any time you must stop in the middle of one activity to give attention to something else. Interruptions can be an essential part of your job, or they can be a time waster. An interruption that is more important and urgent than the activity in which you are involved is

How time is used is often a matter of resolving conflicts among competing needs. It is easy to become overloaded with responsibilities and with more tasks to do than can be accomplished in the time available. This is typical. There is never enough time for all the activities, situations, and events in which one might