Effective Time Management Tips for Dispensary Managers

By Kirstye Todd, Dispex Tutor

Your role as a dispensary manager is multifaceted and demanding, requiring you to juggle
dispensing, patient care, staff management, inventory control, and administrative duties.
Efficient time management is crucial to ensure that all these responsibilities are met without
compromising the quality of care provided to patients.

Here are some practical time management tips to help you streamline your tasks and maintain
a well-organised dispensary.

Prioritise tasks with a daily plan.

Start each day by listing out the tasks that need to be accomplished. Categorise these tasks based
on their urgency and importance. The Eisenhower Matrix, which divides tasks into four categories
(urgent and important, important but not urgent, urgent but not important, neither urgent nor
important), can be particularly helpful. Focus on high-priority tasks first to ensure that critical
duties are handled promptly.

Delegate effectively.

As a manager, it is essential to recognise that you do not have to do everything yourself. Delegate
tasks to your team members based on their skills and expertise.
This not only lightens your workload,
but also empowers your staff and helps them develop their own skills. Ensure that you provide clear
instructions and set realistic expectations to avoid any confusion.

Implement efficient scheduling.

Use a digital calendar or scheduling software to organise appointments, meetings and other
important events. Block out specific times for routine tasks such as medication ordering, staff
meetings, and administrative work. This helps prevent overbooking and ensures that you
allocate time for all necessary activities.

Utilise technology.

Use technology to automate and streamline repetitive tasks. By integrating technology into your
practice, you can save considerable time and reduce the risk of errors. This could be stock
ordering portals or digital CD registers.

Set boundaries.

It is easy to get caught up in the myriad of tasks that come with managing a dispensary. Set
boundaries to protect your time. For instance, designate specific hours for administrative work,
and stick to them as much as possible. Avoid taking on additional tasks during these periods
to maintain focus and productivity.

Conduct regular reviews.

Periodically review your workflow and time management strategies. Identify areas where you
can improve efficiency and make necessary adjustments. This could
involve reassigning tasks,
altering schedules, or
adopting innovative technologies. Regular reviews help ensure that your
time management practices evolve with the changing needs of your practice.

Encourage a team-oriented environment.

Cultivate a collaborative work environment where staff members feel comfortable sharing their
ideas and suggestions. This can lead to more efficient ways of handling tasks and better overall
time management. Regular team meetings can be an excellent platform for discussing workflow
improvements and addressing any challenges.

Stay organised!

Maintain an organised workspace to minimise distractions and save time searching for documents
or supplies. Implement a filing system for paperwork and ensure that digital files are stored in a
logical, easily accessible manner. An organised environment contributes significantly to efficiency
and time management.

Continuous learning and improvement

Stay informed about the latest best practices in time management and dispensary administration.
Attend workshops, webinars, and conferences to learn new strategies and tools that can enhance
your efficiency. Continuous learning helps you stay ahead in a dynamic field and apply innovative
solutions to time management challenges.

Effective time management not only enhances your productivity, but also improves the overall
quality of care provided to your patients. Remember, managing your time well is key to achieving
a balanced and successful dispensary.