STRESS MANAGEMENT AND

EFFECTIVE PROCUREMENT

Prepared and presented

Ntanzi John

Presentation Outline• What is Stress?• What is effective Procurement Management• Symptoms of stress• General causes of stress• Types of stress• Causes of stress in procurement• How to avoid stress in procurement• Overcoming stress in procurement• Ability to tolerance stress• Conclusion

What is stress?•A feeling you get when you have to handle more than you are used to. •Physical response to events that make one feel threatened or upset .•Our body's way of responding to any kind of demand.•Stress can come from both good and bad experiences, it is normal up to a certain level.

What is Effective Procurement?• Implementing procurement best

practices which establish the mission, vision and the knowledge needed to successfully manage the process and methods required to attain world class performance in procurement.

• There is need for continuous improvement in order to perfect the act.

Symptoms of stress• Moody neglecting responsibilities.• Poor performance• Inability to concentrate• Short temper, fighting• Loneliness, less sleep• Loss of appetite or gaining it• Increased alcohol consumption smoking• Aches, running tummy• Nervousness [pacing]

What causes stress?Anything that puts high demand on you

External factors• Work• Finance• Health• Marriage• Children and

family• Studying

Internal Factors• Perfectionism• Lack of

assertiveness[ yes]• Peer pressure• Negative self talk• Setting unrealistic

goals• Pessimism

Types of stress

1. Survival: Fight or fright2. Internal: helplessness3. Environment: noise, work

pressure, family4. Fatigue and overwork: Very

dangerous and builds over time

Causes of Stress in Procurement• There are two

•Internal •External

• Control the internal factors• Manage the external factors

Internal Causes of Stress in Procurement• Many documents and forms• Bid and performance securities• Late evaluations and negotiations• Risk of stock outs• Corruption and influence peddling• Slow/ uncooperative employees [Support

departments’ speed of work] • Poor management of procurement issues by

end users• Uncooperative Contract Managers

Internals Causes

• Risk of expiry of bids and revalidation

• Risk of Administrative Reviews• Pressure from relatives and friends• Pressure from Supervisors at work.• Late payments to suppliers

External Causes of Stress in Procurement

• Pressure from Providers/suppliers• Many PPDA reports • Tedious Proc. Performance Measuring System• Contract Committees reluctance to meet• Accounting Officers who meddle in procurement procedures• Presentations to Board of Directors• Reporting structure that is not supportive• Influence peddlers who want to overturn approvals

How to avoid stress in a procurement environment• Computerise the procurement flow of

documents • Plan and start early for big procurements• Have a specifications manual for

common user items• Have a TOR template and circulate it to

end users• Train all stake holders

Avoiding stress cont’d

• Engage in framework contracts• Acquaint yourself with the intricacies of your total supply chain

• Communicate effectively with all participants in the procurement process and in writing

• Be ethical, transparent and professional

Avoiding stress cont’d

• Follow the law and let it guide your stand

• Benchmark with leading PDUs• Put in extra time in your work• Be proactive and preempt situtaions• Live one day at a time• Avoid fraud

Avoiding stress cont’d

• Follow up with SG, CC and other approval levels

• Carry our pre-bid meetings• Deal with manufacturers where possible

• Encourage team work

Avoiding stress cont’d

• Avoid peer pressure• Read thru documents• Be assertive• Set your upper and lower limits• Acquaint yourself with the world

calendar e.g. know summer,Christmas in Europe and fasting in Arab countries.

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How to overcome stress in Procurement• Self help: work without play• Self management : delegate do not handover

• Be assertive: not a yes man• Eat: do not avoid or dodge meals especially lunch

Overcoming stress in procurement• Seek professional guidance• Share the stressing issues with Supervisors, friends and family.

• Relax: Take leave/ holiday• Medication: should not arise

Ability to tolerance stress

• Strong support of your colleagues• Encouragements and support from supervisors.

• Self control• Attitude towards work• Ability to deal with emotions• You knowledge and the level of your preparedness

Conclusion

Stress and procurement are inseparable but we should endeavor to mitigate factors causing it. Peck at what you can swallowRun away - kickdown

Thank you for your attention and God bless you all

Stressed