The Top 25 Tools for Nurse Managers
Brought to you by HCPro, INC.
This resource covers the following topics areas. Tools included are listed below each topic heading.
Interviewing and hiring
1. Sample interview questions
2. Letter to candidate after interview
3. Sample pre-interview letter
4. Exit interview questions
5. Job description for hiring staff nurses
Recognition and reward
6. Sample recognition memo
7. Newspaper bragging story template
8. Nurse retention survey
9. Scripts for difficult conversations
Competency assessment and performance review
10. Peer evaluation tool for charge nurses
11. Sample confidential performance log
12. Professional development for new graduate
13. Professional development for experienced nurse
14. Competencies Tracking Sheet
15. Documentation of unacceptable behavior
Finance and budgeting
16. Key balance sheet terms
17. Five financial survival skills for nurse managers
18. Sample productivity tool (HPPD only)
19. Timeline for new role development
20. Labor budget guide
Orientation and preceptors
21. Preceptorship program policy
22. How to run a unit preceptorship meeting worksheet
23. Mentorship evaluation
Quality improvement
24. Process improvement team charter
25. Interview your risk management department
Interviewing and hiring
1. Sample interview questions
Asking the right questions in interviews can help managers get answers that will enable them to select the right candidate for the right job. Use this list of questions as a guide.
Interview questions
When interviewing a candidate for a position at your facility, some good questions to ask include the following:
What do you love most about your current job?
Why are you looking to make a change?
What are your salary requirements?
What are your professional goals?
Can you provide me with an example of a challenge you faced while on the job and then tell me how you overcame it?
How long do you anticipate staying at this hospital?
What type of nursing tasks do you least enjoy?
Describe a situation in which you were working in a nursing capacity and you felt angry.
With what type of people do you most enjoy working? With what type do you least
like working?
If you were not a nurse, what other profession do you think you would enter?
Why did you choose to become a nurse and not a physician?
Tell me what you would do if you knew you had done excellent work but a doctor questioned it.
Can you give me an example of a time when you knew you had done a good job?
What traits do you like in a supervisor?
How would you respond if a head nurse asked you to complete a menial task?
Could you tell me a bit more about this gap in your practicing experience?
Why are you interested in this hospital in particular?
Source: Cohen, Cox, Klitch, Webb. (2004). Core Skills for Nurse Managers: A Training Toolkit. Danvers, MA: HCPro, Inc. http://www.hcmarketplace.com/prod-2784/Core-Skills-for-Nurse-Managers.html.
2. Letter to candidate after interview
Develop your own post-interview letter using this sample as a guide. Use facility stationary.
Name
Address
Date
Dear ______,
Thank you for making time to meet with me this past ______. It was a pleasure to spend time with you. As we discussed, other potential candidates are also being interviewed and when that process is complete and someone is selected for the position, you will be notified. At times, a second interview is requested when more than one candidate qualifies as a potential hire.
We appreciate your interest in our organization. Please let me know if other questions arise in the interim.
Sincerely,
Your name, credentials
Your position
Source: Cohen, Cox, Klitch, Webb. (2004). Core Skills for Nurse Managers: A Training Toolkit. Danvers, MA: HCPro, Inc. http://www.hcmarketplace.com/prod-2784/Core-Skills-for-Nurse-Managers.html.
3. Sample pre-interview letter
Get interviews off to a good start before even meeting the job candidates. Adapt this sample pre-interview letter to your liking and send it to the potential staff member one or two weeks before the scheduled date.
Name
Address
Date
Dear______,
I am looking forward to your interview scheduled for ______at ______. In preparation, please review the mission of ABCD Hospital as well as the job description of the position for which you are applying.
With time being so valuable to all of us, we have found it very beneficial for applicants to have this information to review in advance. Our ______department is excited about adding new members to their team, and ABCD hospital welcomes your visit to our facility. Please do not hesitate to contact me if you need any additional information prior to the interview.
Sincerely,
Your name, credentials
Your position
Source: Cohen, Cox, Klitch, Webb. (2004). Core Skills for Nurse Managers: A Training Toolkit. Danvers, MA: HCPro, Inc. http://www.hcmarketplace.com/prod-2784/Core-Skills-for-Nurse-Managers.html.
4. Exit interview questions
The most effective exit interviews are those that yield information nurse managers can use to improve work environments for their current and future nurses. Refer to this list to make sure you are asking departing staff members the right questions.
Sample exit interview questions
Exit interviews are an important HR function. Below are some suggested interview questions to ask a departing employee.
What is your reason for leaving?
Because you have been an integral part of this unit, do you have any insight to offer on how it could be run differently in the future?
Is there anything that this department or facility could have done differently to make you happier here?
Do you have any ideas about ways to improve the unit?
Do you have any recommendations for a replacement?
What was the most positive aspect of your experience here?
Can you cite ways in which you have experienced professional growth?
What was your major problem while working here?
Is there one single change that would have made you reconsider your decision to leave?
Source: Cohen, Cox, Klitch, Webb. (2004). Core Skills for Nurse Managers: A Training Toolkit. Danvers, MA: HCPro, Inc. http://www.hcmarketplace.com/prod-2784/Core-Skills-for-Nurse-Managers.html.
5. Job description for hiring staff nurses
Interviewing and hiring can be stressful for nurse managers as they seek to find just the right candidate. The ultimate goal is to hire nurses who practice as professionals, fit into the organizational culture, and assist the organization in achieving its strategic goals. The job description is the first place to start. It's imperative that it defines and portrays the type of person needed to fill the vacant position.
Any Hospital USA
Registered Nurse Level One Job Description ______
DEFINITION
Provide services in a compassionate, professional, ethical, and knowledgeable fashion to promote health maintenance and disease prevention.
QUALIFICATIONS
Education: Graduation from an accredited school of nursing required. Bachelors of Science in Nursing preferred.
Required licenses/certifications: Ability to obtain a valid [name of state] Registered Nurse License by date of employment. National certification in specialty practice area preferred. Current BLS/CPR for healthcare provider verification.
Minimum work experience: Prior nursing experience preferred. Will consider new graduate nurse.
EXAMPLES OF DUTIES
Registered nurses at Any Hospital USA are expected to perform job duties according to the State Nursing Practice Act and in accordance with Any Hospital policies and procedures. Registered nurses are accountable for the quality of nursing services delivered by self and others who are under their direction. Duties include, but are not limited to, the following:
· Assess patients to determine mental, physical, and spiritual needs
· Work with members of the healthcare team to develop an interdisciplinary plan of care that reflects patient preferences
· Implement nursing and medical interventions as directed by the plan of care and per medical orders
· Monitor patient progress with the plan of care and identify changes in patient condition
· Advocate on behalf of patients and families
· Provide individualized education to patients and families
· Delegate responsibilities to other members of the healthcare team
· Deliver medications following the six rights of medication administration
· Carry out technical skills safely, effectively, efficiently, and within one’s scope of practice
· Maintain complete and accurate medical records
Knowledge of:
[Name of state] Nurse Practice Act, ANA Scope and Standards Practice, and principles of evidence-based nursing care. Knowledge of Any Hospital USA’s emergency preparedness plan, policy for infection prevention and control, environment of care, and patient safety principles.
Ability to:
· Multitask in a fast-paced work environment while maintaining patient safety and quality of care
· Demonstrate consistent ability to use nursing clinical judgment in one’s practice
· Recognize and report changes in patient condition when health, safety, or quality is at risk
· Routinely assess evidence-based practices and work with healthcare team members to incorporate best practices into patient care
· Collaborate with members of the healthcare team to deliver patient-centered care
· Contribute to a healthy workplace environment by managing conflict using professional communication skills
· Use quality assurance and performance improvement data to improve one’s practice
Created by Debbie Buchwach, MSN, RN-BC.
Source: Avillion, A.E., and Buchwach, D. (2010). Nursing Orientation Program Builder: Tools for a Successful New Hire Program. Danvers, MA: HCPro, Inc. http://www.hcmarketplace.com/prod-8193/Nursing-Orientation-Program-Builder.html
Recognition and reward
6. Sample recognition memo
Staff members thrive in environments where they are praised for their hard work. Make sure your staff knows you appreciate every positive example they set at your facility using this sample recognition memo.
Sample recognition memo
Hospital logo/Stationary
In recognition of (employee name)
Who on (date) put the best interest of the patient/family first and demonstrated the mission of (name of organization) by
(Type in scenario here. Sample below)
Completing his 12-hour shift and after clocking out, returned to the unit to drive home the elderly wife of a patient who had no transportation or other family. The husband was more worried about his elderly wife than his own pending surgery. (Employee name) not only drove the patient’s wife home, but helped her o pick up groceries. (Employee name) never shared any of this, it was a co-worker that shared with me what had transpired.
What a fine example of not only our facility but of the nursing profession as well.
______Date______
Darin Spolene
Department Manager
Surgical Services
______
Margaret Bowlen Date ______
CEO
Source: Cohen, Cox, Klitch, Webb. (2004). Core Skills for Nurse Managers: A Training Toolkit. Danvers, MA: HCPro, Inc. http://www.hcmarketplace.com/prod-2784/Core-Skills-for-Nurse-Managers.html.
7. Newspaper bragging story template
As a nurse manager, you should take advantage of local resources and brag about your nurses every chance you get. Organizations do not brag enough about all the accomplishments thattheir nursing staff is able to complete, whether it’s meeting patient safety goals or recognizing operating room nurses who just received their OR certification. Use this tool to get some bragging going on in your local community newspapers.
Newspaper “bragging” story template
ABC hospital is pleased to announce two surgical nurses recently completed their specialty certifications. After providing a preliminary course to prepare for the intensive written exam, ABC hospital sponsored the nurses who all successfully passed the challenge.
Their completion demonstrates a commitment to patient excellence, as well as a desire to maintain a higher knowledge level of their specialty. ABC hospital is proud of our nursing staff and supports their efforts in developing their professionalism and education.
INSERT PHOTO OF A NURSE HOLDING AWARD
Tip:
Include a photo of the nurses holding their certificates
Print their individual names under the image
Include manager in photo congratulating them
Source: Clair, B., and Ostermeier, L. (2008). Nurse Retention Toolkit: Everyday Ways to Recognize and Reward Nurses. Danvers, MA: HCPro, Inc. http://www.hcmarketplace.com/prod-6551.html
8. Nurse retention survey
A simple way to find out what motivates staff—and crucially what will make them stay—is to ask them. It is important to keep a finger on the pulse of why they are leaving, but more importantly, why they are staying. Use this survey to get an understanding of how to improve nurse retention at your facility.
Staff satisfaction survey
Name one thing that you wish your manager did or offered to you.
If you could name one thing the organization could offer you as an employee, what would it be?
Can you name two things we offer you that keep you here as an employee?
What do you think are the two most common reasons people leave our department/organization?
Which of the following would be an important benefit for you/your family?
Pick up/drop off dry cleaning
Packaged complete dinners one night a week for a discounted price at local store
Car wash discount card
On-site banking
Is there anything in particular about this organization that makes you feel proud to be an employee here?
If you could change one thing that you think would have the greatest impact on improving retention, what would it be?
Name one thing a co-worker recently did that made you feel valued as an employee.
Name one thing your manager has done to make you feel valued as an employee.
Share something a previous employer did that you felt had an impact on retention.
What have you heard from other nurses outside of our organization that impacts their retention?
Created by: Shelley Cohen, RN, BS, CEN, founder and president of Health Resources Unlimited in Tennessee. Reprinted with permission.
Source: Clair, B., and Ostermeier, L. (2008). Nurse Retention Toolkit: Everyday Ways to Recognize and Reward Nurses. Danvers, MA: HCPro, Inc. http://www.hcmarketplace.com/prod-6551.html
9. Scripts for difficult conversations
Scripting is a tool that gives nurses guidelines for handling situations more effectively. It can help with daily interactions with patients, peers, and physicians. And used correctly, it can be empowering. Having a few good phrases on hand for situations in which they are the recipient of or witness to horizontal violence can give nurses ammunition to disarm offenders professionally and hold them accountable for their actions. It also helps avoid negativity when addressing a problem with a peer. This tool lists some scripted phrases for dealing with negatives behaviors and difficult conversations.
Situation
/ ScriptPractice variation/being criticized / “Can you explain to me why you did [procedure] that way and not by protocol?”
“Let me show you the method that the protocol/policy describes. I’m sure you’ll see why it’s important to do it this way.”
“Do you want to show/tell me how you would have done it differently/how you would have handled the situation?”
Being ignored / “I understand you’re busy, what can I do to help?”
“Excuse me, I’d like to help/participate.”
“I can come back in 10 minutes if that works better for you.”
Feelings of resentment/personal conflicts / “I’m trying to do my best, but I need to …”
“Please help me understand why you feel this way.”
“Can we discuss this in the breakroom? I would like to understand what I did to upset you.”
“We all need to work together. Can we find a compromise/common ground so we can move forward?”
Being teased or humiliated / “I don’t understand why you did [action]. Can you explain it to me?”
“Please help me understand why …”
“I’m sorry you feel/think/believe that. What can I do to change your perception?”
“I heard what you said to [person A] about [person B]. I think we should talk and figure things out. We all need to work together.”
“That hurt my feelings. Can we sit down and talk about this? We need to work this out.”
Source: Garrison, K.L., Byrne, J.C., Moore, F.M. (2009). Quick-E! Pro Scripting: A Guide for Nurses. Danvers, MA: HCPro, Inc. http://www.hcmarketplace.com/prod-7539/QuickE-Pro-Scripting-A-Guide-For-Nurses.html