10.3.2: Time Management

Prioritizing and staying organized will help Home Health Aides/Personal Care Aides to make the most efficient use of their time and energy. In some households, Home Health Aides/Personal Care Aides may only be required to do a few household tasks. For other households, there may be several tasks for them to complete. It is often helpful to make a list of tasks that must be done. Always follow the Care Plan and perform the tasks it states. If a patient asks a HHA/PCA to perform a task in which they are not comfortable, they should use the good communication skills they learned in this course to speak with them about it. Inform a supervisor and seek guidance from him or her.

Home Health Aides/Personal Care Aides should encourage their patient to assist and perform tasks as they are able. Between both people, they may be able to perform many tasks. This will help promote their self-esteem and independence, while also efficiently using time. Document the time it takes to complete tasks on the Care Plan. Never document a task was completed before it was done.

Always remember that providing personal care to the patient is the FIRST priority of a HHA/PCA. They must never neglect or ignore a patient’s needs in order to complete a household task. It is helpful, however, to learn to plan time and prioritize tasks in order to complete all that is required.

Make a Task List

On a piece of paper, Home Health Aides/Personal Care Aides should write down all the things they must complete during their time in the patient’s home as the Care Plan directs. Look at all the tasks that must be completed during the week and during the month. Some items may only need to be done once per week or month.

Prioritize Tasks

Prioritizing tasks means placing the tasks in order of importance. For example, it is more important to focus on meeting a patient’s needs such as eating and toileting than it is to do household chores such as laundry or vacuuming. This does not mean that the HHA/PCA does not complete the household chores. It means if a patient has an important need such as bathing, toileting, or eating, that those needs should be met prior to completing household tasks such as laundry or sweeping. Home Health Aides/Personal Care Aides can learn to prioritize by using several methods. Here, we will discuss the ABC method and the 1-10 method. You can view these and other helpful time management tips by visiting Planet of Success at: http://www.planetofsuccess.com/effective–time–management/

The ABC Method

Learn to prioritize by the ABC method.

• A: Tasks which are important and urgent at this time.
• B: Tasks which are important but not urgent at this time.
• C: Tasks which are not important and not urgent at this time.

After making a task list, go through it and mark which items should be A, B, or C. Those that are marked A should be completed today. Once those are completed, move on to complete tasks that are marked “B”. Tasks that are labeled “C” can be completed as time allows. Remember though, just because a task is marked “C” does not mean it does not have to be completed. It just may have to be completed at a later time.

Example of a task list using the ABC Method:

A

• Provide patient bath
• Cook and feed breakfast
• Help patient with scheduling doctor appointment

B

• Laundry
• Make patient bed
• Mop kitchen floor

C

• Clean out refrigerator
• Organize linen closet
• Vacuum living room
• Grocery shopping

The 1-10 Method

Prioritize using the 1-10 method. Tasks that are most important are ranked “1”, while the least important tasks are ranked “10”. Tasks lists can be organized by priority number or labeled with the priority number. Remember, patient needs and preference will indicate what items will need to be made a priority.

Example of task list using the 1-10 method:

• Patient bath#2
• Make patient bed#4
• Laundry#5
• Mop kitchen floor#6
• Clean out refrigerator #9
• Cook and feed breakfast#1
• Vacuum living room#8
• Grocery shopping#7
• Help patient with scheduling doctor appointment#3
• Organize linen closet#10

Tips for Efficient Use of Time

Here are some tips to help Home Health Aides/Personal Care Aides make the most efficient use of their time:

• Break down larger jobs into smaller tasks.
• Be flexible and realistic. It is not always possible to get everything done that is on your task list. Sometimes, unexpected situations come up. Complete the highest priority tasks first.
• Revise the task schedule as needed. Instead of going grocery shopping, which takes a longer amount of time, you may instead be able to do a task you intended to complete later in the week and which takes less time, such as laundry.
• Do two things at once whenever possible. This will help you make the most efficient use of your time. For example, you can put laundry in the washing machine and while the loads are cleaning, work on providing a patient bath or cooking a meal.
• Whenever possible, group tasks that can be done in the same place. This helps to eliminate (remove) unnecessary steps.
• After giving a patient a bath and changing the bed linens, gather up all the dirty laundry that is in the room at the same time. Use a laundry basket or hamper to help make the most efficient use of time and energy. Then, take all the clothing at one time to the laundry area, rather than making several trips.
• When cooking, make more than one meal at a time and freeze some for use at a later time.
• Instead of cooking a small batch of a meal, cook a larger quantity and freeze it into smaller portions.
• Be economical with patient supplies. Being economical means being mindful of waste. Use only the necessary amount of cleaners to get the job done. This avoids waste.
• Use baskets, hampers, grocery bags, and trays to help carry several items at once. This helps to reduce the number of steps you must take to complete a task. However, be careful to not overload yourself or carry too much at once.
• Keep supplies organized and in one place. For example, cleaning supplies can be stored under the kitchen sink in a secure cabinet.
• Use the proper tools for the task to be completed. Know how to use the tools correctly and in a safe way. For example, use a chef’s knife instead of a steak knife for chopping food.
• Clean as you go. If something spills, wipe it up right away before it dries or stains. Cleaning stains is often time-consuming.
• While preparing food, clean during preparation to keep your space clean and clutter-free. This will keep you organized and save time in the long run.
• Remember to always use proper body mechanics. Injuries cost us pain, time, and money. Protect your body.

Self Check Activity \(\PageIndex{1}\)

Use the ABC method to prioritize the following tasks by putting the tasks in order (A is 1st, B is 2nd, C is 3rd).

Tasks:

A). Provide a bed bath

B). Sweep and mop the kitchen floor

C). Wash the only set of bed linens the patient has, which are soiled.

Answer

1. A

2. C

3. B

FEEDBACK:

Using the ABC method of prioritization means following these simple rules:

• A: Tasks which are important and urgent at this time. These tasks are completed first.
• B: Tasks which are important but not urgent at this time. These tasks are completed second.
• C: Tasks which are not important and not urgent at this time. These tasks are completed as time allows.