Provide Caregiving with Efficiency: A Carer's Guide to Boost Personal Productivity

One in four caregivers feels their productivity drops by a third because of increased caregiving demands. And those caring for older adults with significant health needs, are far less efficient, according to the National Institute of Health. Have you ever looked at your caregiving to-do list and wondered when you'll check everything off? The endless trail of tasks waiting to be completed are more than the work hours available. Besides giving medication, you have paperwork to handle and client's special needs to take care of. It gets more overwhelming when those in your care expect more of your time than you have available. A sudden demand for extra care can knock you off schedule and reduce your productivity. How do you handle these challenges, prevent burnout, and be productive? Learn time management tips for caregivers. In this article, we'll explore how to structure your day for work and rest to improve your performance in your caregiving role.

This is a guest post by the wonderful Lucy Rose. Thank you, Lucy, for writing this for me.

Schedule and Prioritise

Caregiving isn't like other roles, where you follow a rigid routine and tick off everything in one shift. After all, the person you're taking care of can have an emergency or want to switch indoor exercising with outdoor activities. Instead, you create a schedule and prioritise duties based on urgency. For example, your top three priorities each day might include ensuring patient wellness and maintaining their safety. Other duties can be addressed as time allows. The benefit of scheduling is providing structure while also allowing you the flexibility to adapt to what the individual needs, which can change quickly and might require immediate attention. Take advantage of management apps like Todoist, Google Calendar, or CareZone as well to help you keep on top of appointments, medication reminders, and deadlines.

Communicate Flawlessly

Have you thought about how your communication skills impact your productivity as a caregiver? The impacts of communicating poorly in healthcare can be detrimental for caregivers and patients. For instance, say you’ve just started caring for a new client. But they aren’t fully aware of their needs; this could result in incorrect treatment or missed care that takes extra time to correct. Also, if there’s a miscommunication with your manager on your first day, your productivity will be hindered.

Let’s say your employer forgets to share important travel expectations or items you need for work. You'll obviously be late to get to your client’s residence and experience inefficiencies. That said, never hesitate to ask clarifying questions before starting your caregiving role. Create a caregiver's starter checklist that covers essential aspects of your job, such as travel options, insurance details, and necessary supplies. Having a clear idea of what you need to ask can make it easier to communicate your needs effectively. You can make daily communication easier by creating handover summaries or brief updates on progress to share with your team members. This will help reduce misunderstandings and improve collaboration.

Set Gentle Boundaries

What do you do when your clients expect more from you than you can comfortably offer within your shift? Review your contract together to clarify your responsibilities and expectations, so you don't come across as unsympathetic. Don’t fear expressing what you are capable of doing. For instance, you can decline an extension of your hours by explaining your need to take time off to recharge and offer better services. Or you could suggest working an extra two hours on Tuesdays and Fridays with additional compensation. Be clear about your non-negotiables too, such as break times and days off for yourself. Taking time to meditate, exercise, or engage in hobbies is vital to replenish your mental and emotional energy.

Time Audits and Time-Blocking Matter

Do you assess how you spend your time during the day? Are there activities that take up more time than they should, leaving less hours for what really matters? Time auditing will help pinpoint where you might be wasting time so you can adjust your schedule. If you find that poor planning and distractions, like scrolling through social media or procrastinating, are derailing your productivity, make the necessary changes.

Alongside organising your shifts, implement time blocking for deep work. This time management technique involves setting aside specific periods to focus on particular tasks. For instance, you might block out time from 9 a.m. to 11 a.m. for client assessments and then dedicate 12 p.m. to 2 p.m. to provide direct care. You can further enhance your productivity by grouping similar tasks together within the same time block. For example, reserve an hour or two to manage paperwork or respond to emails rather than tackling them as they come in. This way you concentrate better and minimise the mental fatigue that comes from switching between different tasks rapidly.

It's okay to think that working faster is the best way to promote productivity as a caregiver. But it's more about intention when you schedule and prioritise tasks. Be clear when you communicate your responsibilities and be gentle with your boundaries. Plus, assess how you use available working hours and practice time blocking. If you implement these simple time managing hacks well, you can manage both your duties and personal care with maximum efficiency.

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