Chapter 2: Managing Personal Stress

How can you control your own stress, and the stress of your employees?

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Managing Stress: Objectives

Eliminate stressorsDevelop resiliencyCope temporarily with stress

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Stress

Reduces national economy by $500 billion

Leaves almost half of all adults with health problems

Causes between 60 and 80 percent of industrial accidents

In workplace, is primarily caused by incompetent management

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Managers Who Experience Stress...

selectively perceive information fixate on a single approach to a problemoverestimate how fast time passesadopt a crisis mentalityconsult and listen to others less rely on old habitsare less able to generate creative

thoughts

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Current Levelof Functioning

Driving Force A

Driving Force B

Driving Force C

Driving Force D

Restraining Force A

Restraining Force B

Restraining Force C

Restraining Force D

Stress as a Force Field

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Reactions to Stress

Alarm – increase in anxiety, fear, sorrow or loss

Resistance – attempt to control stress using defense mechanisms

Exhaustion – stop trying to defend against stress. Stress related pathology occurs in this stage

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Stress Defense Mechanisms

Aggression – attack stressor directlyRegression – use behavior that was

successful at an earlier timeRepression – deny that stress existsWithdrawal – leave stressful situationFixation – persist in response regardless

of effectiveness

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Experiencing Stress

STRESSORS•Anticipatory•Encounter•Time•Situational

REACTIONS•Physiological•Psychological

RESILIENCY•Physical•Psychological•Social

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Types of Stressors

Time StressorsWork overloadLack of control

Encounter StressorsRole conflicts Issue conflictsAction conflicts

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Types of Stressors

Situational StressorsUnfavorable working

conditionsRapid change

Anticipatory StressorsUnpleasant

expectationsFear

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Consequences of Stress

Physiological Immune responseCoronary diseaseViral infection

PsychologicalBurnout

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Stress as a Person/ Situation Interaction

Assumption: Events trigger stress, but people respond to stress differently

Resiliency factors moderate stress

Stressors

Reaction

WithoutResiliency

No ReactionWith

Resiliency

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Resiliency Factors

Physical: cardiovascular health, dietary control, rest

Psychological: emotionality, self-esteem, hardiness

Social: close emotional ties, common experiences, supportive interactions, mentors, teams

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Managing Stress

Enactive Strategies

Proactive Strategies

Reactive Strategies

PurposeEliminate stressors

Develop resiliency

Temporary coping

Effects Permanent Long term Short term

Approach Enactive Proactive Reactive

Time Required

Long Moderate Immediate

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Eliminating Stressors

Type of Stressor Elimination Strategy

Time

Effective time management.

Efficient time management.

Delegating

EncounterCollaboration and team building

Emotional intelligence

Situational Work redesign

AnticipatoryGoal setting

Small wins

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Managing Time Effectively

Spend time on important, not urgent, matters

Identify what you feel is important vs. what you feel is urgent

Focus on results, not methodsDon’t feel guilty for saying “no”

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Types of Activities That Determine Time Use

URGENCY

IMPORTANCE

HIGH LOW

HIGH

LOW

1Crises

CustomerComplaints

3Developmental Opportunities

Innovating

Planning

2Mail

Ringing Telephone

Unscheduled Interruptions

4Escapes

Routines

Arguments

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Personal Principles for Time Use

Ask yourself:What do I stand for?What do I care passionately about?What do I want to be remembered for?What do I want to have accomplished 20

years from now?What principles do I want everyone in the

world to follow?

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Managing Time Efficiently – 20 Rules for Everyone

Read selectively Make a list of things to

accomplish Have a place for everything Prioritize your tasks Do several trivial things

simultaneously List five 10-minute tasks Divide up large projects Determine critical 20

percent of tasks Save best time for

important matters Limit others’ access to you

Don’t procrastinate Keep track of time Set deadlines Do something productive

while waiting Do busy work at one set time Reach closure on one thing

per day Schedule some personal time Don’t worry on continuing

basis Write down long-term goals Be alert for ways to improve

your time management

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Managing Time Efficiently – 20 Rules for Managers

Hold routine meetings at end of day

Hold short meetings standing up

Set a time limit Cancel meetings sometimes Have agendas, stick to

them, and keep track of time Start meetings on time Prepare meeting minutes

and follow up Insist that subordinates

suggest solutions to problems

Meet visitors in doorway Go to subordinates’ offices Don’t overschedule your day Have someone else answer

phone and e-mail Have a place to work

uninterrupted Do something with each

piece of paper Keep workplace clean Delegate work, identify

amount of initiative granted, and give others credit for their success

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Collaboration

Maintain an “emotional bank account”Make deposits by treating people with

kindness, courtesy, honesty and consistency

Minimize withdrawals made by not keeping promises, not listening, not clarifying expectations, or not allowing choice

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Work Redesign

Lack of freedom is most important contributor to stress

Use job redesign model to reduce stresscombine tasks form identifiable work unitsestablish customer relationships increase decision-making authorityopen feedback channels

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Eliminating Anticipatory Stressors through Goal Setting

1. Establish a Goal

2. Specify Actions and Behavioral Requirements

4. Identify Criteria of Success and a

Reward

3. Generate Accountability and

Reporting Mechanisms

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Small Wins Strategy

Identify something under your controlChange it in a way that leads toward

desired goalFind another small thing to change and

change itKeep track of changes madeMaintain the small gains made through

change

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Developing Resiliency

Some stressors will not go awayResiliency increases capacity to

withstand negative effects of stress

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Balance Life Activities

Spiritual Activities

Family Activities

Social Activities

Intellectual Activities

Cultural Activities

Physical Activities

Work Activities

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Increase Cardiovascular Conditioning

MOVE! Exercise:Lowers blood pressure Increases heart efficiencyLowers triglyceride levelsLowers cholesterol Increases energyReduces anxiety and depression

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Take Control of Your Diet

Eat a variety of foodsMaintain optimal weightReduce fat intakeEat more whole foodsReduce sugar intakeReduce sodium intakeAvoid alcohol and caffeine

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Improve Hardiness

Take control of your lifeDo something that you can be

committed to and involved inFeel challenged by change, not

paralyzed

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Moderate Type A Personality Syndrome

Type A people:have a chronic, combative struggle

with the social and physical environment

are aggressive, hostile, impatientare subject to time demands, self-

imposed pressureeat fast, walk fast, talk fast!

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To Moderate Type A Behavior

Focus on small winsUse deep-relaxation strategies

meditationyogaself-hypnosisbiofeedback

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Increase Social Resiliency

Maintain friendships and family relationsFind and use a mentor

must be two-way relationshipWork in teams

involve others in defining challengesencourage participationshare resources broadly focus on team, rather than individual,

rewards

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Temporary Stress Reduction

Muscle relaxationDeep breathingVisualization - Imagery and fantasyRehearsalReframing

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Managing Your Own Stress

Enactive, proactive and reactive strategies

Recognize and observe your own stress reactions (e.g., irritability, muscle tightness, fatigue, sleep disorder, distractibility, confusion, etc.

Learn to surf...reframe perceptions

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Managing Your Own Stress

Build time management skillsRegularly revisit goals and priorities,

beware of reactivityLearn to delegate. Trust and share your

work with othersCommunicate and participate with

colleagues and employeesFind reason and time to laugh

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Managing Others’ Stress...

attend to your own stressmentor and monitor time management:

set goals with time lines, check in regularly

redesign work: task demand, control, intellectual challenge, clarified responsibilities

set boundaries and expectations: create a healthy organizational culture

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Managing Others’ Stress...

make time to play, celebrate small and big wins, develop relationships, and relax

don’t sweat the small stuffcommunicate and participate