Managing Stress and Time

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Managing Stress and Time
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Learning Outcomes

• Becoming aware of Stress Symptoms
• What are the main causes of stress
• The importance of Organisation
• Time Management a framework

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Contents

• Stressors
• Stress and its impact on performance
• In-tray exercise
• Getting Organised
• A framework for Time Management

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Five minute task

• Either individually or in small groups write down
  some of the things that stress you on a
  day-to-day basis.
• These can either be professional, social, or
  personal or a combination of all

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What is Stress?

• How do you feel when someone asks you to do
  something that frightens you in a physical or
  physiological way?
• How do you feel when someone is shouting or
  screaming at you?
• Stress is the bodys psychological, emotional and
  physiological response to any demand that is
  perceived as threatening

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The financial cost of stress in the workplace

• The 1999 CBI report put the cost of
  stress-related employee absence at between 530
  per employee in small businesses and up to 545
  in organisations of over 500 employees. The IPD
  puts the annual cost of job stress at around 7
  billion.
• In the US it is estimated that stress costs
  between 200-300 billion!

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The cost of stress to the individual

• Chronic stress severe health impairment
• Many clinicians account 50-75 of all illness to
  be affected/initiated/caused by stress
• There are reproducible correlations between
  stress and coronary heart disease
• Much depression, anxiety, mental instability is
  attributed to stress

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Stress and its impact on performance
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• Awareness
• Sometimes you just dont feel stressed by what
  you are doing, however, you may be extremely
  stressed being aware of stress is essential
• What are the sources of stress
• Identifying what the sources of stress is
  necessary for the third step
• Doing something constructive
• Ignoring stress is not a good strategy, you will
  need to address three attributes
• Developing a resiliency to stress
• Dealing directly with the stressor
• Alleviating the immediate stress you are feeling

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In tray exercise

• You have 40 minutes to complete the in-tray
  exercise and 10 minutes to complete the
  participant report
• If you like share your feedback with others

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Feedback from the in-tray exercise

• Your observations
• Did you feel stressed by any of this
• Was your response to the exercise automatic, or
  did you have to think about it
• What would you have done differently if you did
  it again?

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Now we know what stress looks like what can be
done about it?

• Get yourself organised
• Plan effectively
• Get your work-life balance right

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Common Excuses

• the ability to be organised is something innate.
  Its a quality that you either possess or lack,
  and I just dont have it
• There is no way that I could be organised in
  this place. The constant interruptions, the
  crises, the disorganised colleagues
• I would like to be more organised but Im just
  too busy to spend time on it at the moment.
  Perhaps in a couple of months time

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Attitudes to Organisation

• Ive been like this for so long Im not sure I
  can change my ways
• Im just naturally untidy
• Im so easily distracted cant keep my
  attention on anything for long

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Organising an example

• The Urgency/Importance Matrix

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Time Management
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What is time management

• a system for controlling and using time as
  efficiently as possible
• Managing Your Time, Iain Maitland
• ISBN 0-85292-775-4
• There is always too little time and too much to
  do
• There is only way to address this continuity
  strip out as much redundancy as possible

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What are the benefits and difficulties of
effective Time Management

• Take five minutes individually or in groups and
  identify some

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Class Activity Time Management

• Reflect on how you currently plan and track your
  time.
• What changes might you usefully make?
• What tasks do you currently procrastinate over?
• What are the reasons for this? What strategies
  can you use to overcome this?
• What difficult deadlines have you been faced
  with recently?
• What were the reasons for this difficulty? How
  can you change your way of working to overcome
  these?

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Dealing with Procrastination
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A framework to achieve this

• Analyse your workload
• Getting organised
• Delegating successfully
• Tackling paperwork
• Controlling Time Wasting Activities
• Making the most of your FREE TIME

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How do you analyse your workload

• Know your objectives
• SMART
• Compile a time log
• How do you spend your time questionnaire
• Assessing your time
• How do you waste time

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Expected vs. Actual
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Getting Organised

• Prioritising Tasks
• Using a diary system
• Composing Lists

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Delegating

• Advantages
• Disadvantages
• What are the issues of Delegation?
• How do you overcome issues?

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Tackling Paperwork

• Arranging your Workspace
• Reading Effectively
• Writing Effectively
• Using the Telephone and Email

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Controlling time wasting activities

• Coping with Interruptions
• Solving other peoples problems
• Being assertive

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Making the most of free time

• Gaining Spare time
• Enjoying your leisure time
• What do you do with your travelling time

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Travel Time Exercise