Time and stress management skills

Time and Stress Management

What Is Stress?

Stress

– Psychological, Emotional, Physiological

Response

Stressors

– Threatening Environmental Conditions

Why Is Stress Management Important?

Organizational Costs

Individual Costs

– Health Impairment

– Job Burnout

– Performance Decline

Exhibit 6.1: Relationship Between Stress and Job Performance

Experiencing stress

STRESSORS

Anticipatory,

Encounter,Time,

Situational

REACTIONS

Physiological,

Psychological

RESILIENCY

Physical

Psychological

Social

Exhibit 6.2: Model of the Stress Management Process

Potential Stressors

Personal Factors

Family problems

Financial problems

Health problems

Organizational Factors

High stress occupation

Job role

Overload

Under-utilization

Role ambiguity

Role conflict

Responsibility for others

Job Environment

Poor working conditions

Organizational politics

Poor work relationships

Environmental Factors

Economic Uncertainty

Technological Change

Politics

Consequences

Psychological

Heart Disease

Ulcers

Headaches

Emotional

Anxiety

Depression

Burnout

Behavioral

Aggression

Productivity

Avoidance

Successful Coping

High self esteem

Goal accomplishment

Feeling of well being

Stress Management

Individual

Seek help

Time management

Change jobs

Build resiliency

Personality

Companionship

Experience

Health (Exercise, diet)

Relaxation

Recreation

Organizational

Job Design

Selection & Placement

Training & Mentoring

Team Building

Employee Assistance

Communicating

Wellness Promotion

Experienced Stress

(SYMPTOM AWARENESS)

Managing Stress: Objectives

Becoming Aware of Negative Stress Symptoms

Determining the Sources

Determining the Cause

And then… – Cope temporarily with the stress

– Eliminate stressors

– Develop resiliency

How Can Awareness of Stress Symptoms Be Enhanced?

Physical Symptoms

Psychological Substitutes Never Rarely Sometimes Often Always

Constant fatigue [] [] [] [] []

Low energy level [] [] [] [] []

Recurring headaches [] [] [] [] []

Gastrointestinal disorders [] [] [] [] []

Bad breath [] [] [] [] []

Sweaty hands or feet [] [] [] [] []

Dizziness [] [] [] [] []

High blood pressure [] [] [] [] []

Pounding heart [] [] [] [] []

Sources of Stress

Major Organizational Stressors – High-stress Occupations

– Job Role

– Interpersonal Relationships

Major Personal Stressors – Family Problems

– Financial Problems

– Health Problems

– Personality

Major Environmental Stressors – Economic Uncertainty

– Political Uncertainties

– Technological Change

Types of Stressors: Causes

Time

Encounter

Situational

Anticipatory

Managing Stress

Eliminate

Stressors

Develop

Resiliency

Temporary

coping

mechanisms

Permanent

effects

Long term Short term

Enactive

approach

Proactive

approach

Reactive

approach

Long time

required

Moderate time

required

Immediate

Resiliency:

Physiological

– Cardiovascular

conditioning

– Proper diet

Social

– Supportive relations

– Mentors

– teamwork

Psychological

–Balanced lifestyle

–Hardy personality

–Small wins strategy

–Relaxation techniques

Short term strategies

Reframing

Imagery

Types of stressors and what we can do about them

Time Stressors

– Work overload

– Lack of control

Elimination Strategies

– Principles of time management

– Delegation

Eliminating time stressors: Time management

“Effective time management can enable managers to gain control over their time and

organize their fragmented, chaotic

environment.”

Effective time management means…

Spending time on important, not just urgent

matters

Distinguishing clearly between importance and

urgency

Focusing on results not methods

Not feeling guilty when saying no

Effective time management

URGENCY

High Low

IMP

OR

TA

NC

E

Low

High

80/20 Rule

Activities Time Spent Results

Trivial 80% 20%

Vital 20% 80%

Efficient time management

Too little time; too much to do

How do I get more done?

Schedule

Schedule Activities

• Horizontal Scheduling

• Vertical Scheduling

• Directing and Controlling

Rules

Read selectively

Make lists

Everything in its place

Prioritize

Multitask the routine

Discretionary task jar

Divide up the big jobs

Critical 20%

Best time for important jobs

Arrange non-interrupted time

Don’t procrastinate

Keep track of time

Set deadlines

Use waiting time

Designate time for busy work

Closure on one thing a day

Schedule personal time

Limit worry time

Long term objectives

Continuous improvement

Tips for managers

Hold routine meetings at end of day

Set time limit

Hold meetings only if needed

Agendas, minutes

Start on time

Paper work decisions

Organize

Limit interruptions

Delegate

Empowerment: allow for initiative

Give credit to those who deserve it

Types of stressors and what we can do about them

Encounter Stressors: – Role Conflicts

– Issue

– Interaction

Elimination Strategies: – Delegation

– Interpersonal skills

Conflict resolution

Resilience – Social support; Collaboration

Self awareness

EQ

Types of stressors and what we can do about them

Situational Stressors: – Unfavourable working conditions

– Rapid change

Elimination Strategies: – Work redesign

– Changing jobs

Short term Strategies

resiliency

Work redesign

Level of task demand

Level of autonomy (individual control &

discretion)

Level of interest

Feedback

Types of stressors and what we can do about them

Anticipatory Stressors: – Unpleasant expectations

– Fear

Elimination Strategies: – Time management

Priorities; planning

Short term strategies

Resiliency

Stress and Self awareness

Values

Attitude towards change

Cognitive style

Interpersonal orientation

“There is more to life than

increasing its speed.”

Mahatma Gandhi