Time and Stress Management What Is Stress l

Time and Stress Management

What Is Stress? l Stress – l Psychological, Emotional, Physiological Response Stressors – Threatening Environmental Conditions

Why Is Stress Management Important? l l Organizational Costs Individual Costs – – – Health Impairment Job Burnout Performance Decline

Exhibit 6. 1: Relationship Between Stress and Job Performance

Stress in Canada Region Alberta % as “stressed as they could handle” “on the way to overwhelmed” 38 Atlantic Canada 41 British Columbia 37 Ontario 39 The Prairies 32 Quebec 64

The most stressful jobs 1. 2. 3. 12. 16. 20. 42. 50. 103. 104. 173. 245. US President Firefighter Senior executive Public relations Advertising account executive Stockbroker Advertising sales College Professor Market research analyst Personnel Accountant Actuary 176. 6 110. 9 108. 6 78. 5 74. 6 71. 7 59. 9 54. 2 42. 1 41. 8 31. 1 20. 2

Some facts l l l 25% of white collar workers and 40% of blue collar workers had a stress-related absence in 1998 at a cost of $12 billion One in three Canadians bet 25 -44 claims to be a workaholic The rate of physical and psychological assaults on women in the workplace is 19% higher in Canada than in the US. For men the rate is 400% higher.

Experiencing stress STRESSORS REACTIONS Anticipatory, Encounter, Time, Situational 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 Experienced Stress (SYMPTOM AWARENESS) 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 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

Managing Stress: Objectives l l 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? l l 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 l Major Organizational Stressors – – – l Major Personal Stressors – – l High-stress Occupations Job Role Interpersonal Relationships Family Problems Financial Problems Health Problems Personality Major Environmental Stressors – – – Economic Uncertainty Political Uncertainties Technological Change

Types of Stressors: Causes l l 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: l Physiological – – l Cardiovascular conditioning–Balanced lifestyle Proper diet –Hardy personality Social – – – l. Psychological Supportive relations Mentors teamwork –Small wins strategy –Relaxation techniques

Short term strategies l l Reframing Imagery

Types of stressors and what we can do about them l Time Stressors – – l Work overload Lack of control Elimination Strategies – – Principles of time management Delegation

Eliminating time stressors: Time management l “Effective time management can enable managers to gain control over their time and organize their fragmented, chaotic environment. ”

Effective time management means… l l 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 IMPORTANCE High Low

80/20 Rule Activities Time Spent Results Trivial 80% 20% Vital 20% 80%

Efficient time management l l Too little time; too much to do How do I get more done?

Schedule l Schedule Activities • Horizontal Scheduling • Vertical Scheduling • Directing and Controlling

Rules l l l l l Read selectively l Make lists l Everything in its place l Prioritize l Multitask the routine l Discretionary task jar l Divide up the big jobs l Critical 20% Best time for important jobsl l Arrange non-interrupted time l 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 l l l l 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

l l l Delegate Empowerment: allow for initiative Give credit to those who deserve it

Types of stressors and what we can do about them l Encounter Stressors: – – – l Role Conflicts Issue Interaction Elimination Strategies: – – Delegation Interpersonal skills l l Conflict resolution Resilience – Social support; Collaboration l l Self awareness EQ

Types of stressors and what we can do about them l Situational Stressors: – – l Elimination Strategies: – – l l Unfavourable working conditions Rapid change Work redesign Changing jobs Short term Strategies resiliency

Work redesign l l Level of task demand Level of autonomy (individual control & discretion) Level of interest Feedback

Types of stressors and what we can do about them l Anticipatory Stressors: – – l Unpleasant expectations Fear Elimination Strategies: – Time management l l l Priorities; planning Short term strategies Resiliency

Stress and Self awareness l l Values Attitude towards change Cognitive style Interpersonal orientation

“There is more to life than increasing its speed. ” Mahatma Gandhi