Time and Stress Management

What Is Stress?

Stress– Psychological, Emotional, Physiological

Response Stressors

– Threatening Environmental Conditions

Why Is StressManagement Important?

Organizational Costs Individual Costs

– Health Impairment– Job Burnout– Performance Decline

Exhibit 6.1: Relationship BetweenStress and Job Performance

Experiencing stress

STRESSORSAnticipatory,

Encounter,Time, Situational

REACTIONSPhysiological,

Psychological

RESILIENCYPhysical

Psychological

Social

Exhibit 6.2: Model of the Stress Management Process

Potential Stressors

Personal FactorsFamily problemsFinancial problemsHealth problems

Organizational FactorsHigh stress occupationJob roleOverloadUnder-utilizationRole ambiguityRole conflictResponsibility for others

Job EnvironmentPoor working conditionsOrganizational politicsPoor work relationships

Environmental FactorsEconomic UncertaintyTechnological ChangePolitics

Consequences

PsychologicalHeart DiseaseUlcersHeadaches

EmotionalAnxietyDepressionBurnout

BehavioralAggressionProductivityAvoidance

Successful CopingHigh self esteemGoal accomplishmentFeeling of well being

Stress Management

IndividualSeek helpTime managementChange jobsBuild resiliencyPersonalityCompanionship ExperienceHealth (Exercise, diet)RelaxationRecreation

OrganizationalJob DesignSelection & PlacementTraining & MentoringTeam BuildingEmployee AssistanceCommunicatingWellness 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

mechanismsPermanent

effectsLong 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

IMPO

RTA

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