MANAGING TIME
& STRESS
Murali D. Nair, PhDClinical Professor
University of Southern [email protected]
TOO MUCH TO DO, TOO LITTLE TIME
Working Harder/Longer is NOT the answer
Avoid the “Activity Trap”
Busy Work vs. Highest PrioritiesREFLECT:
What are the ways staff use their time EFFICIENTLY or INEFFICIENTLY in your
agency?
PLANNING
Planning takes time BUT Planning saves time
REFLECT: What does planning look like in your organization? When has adequate planning in your agency proven a valuable use of time? When has it saved time for you or your staff members?
Setting PrioritiesABCD List
Determine Major Responsibilities
A. Highest Priority
B. Medium Priority
C. Low Priority
D. Posteriority
REFLECT:Make an ABCD List of those to-do items
currently on your plate. What takes highest precedent? What can be
eliminated?
Setting Priorities“TO – DO” LISTS
Prepare a priority list each day
As you complete tasks, check them off
If you do not complete all tasks, reflect on your established time frames
Some managers prefer to make a priority list the night before
REFLECT: How does it make you feel to accomplish the priorities you set for yourself? Does this feeling motivate you?
Constantly Ask Yourself…
What is the best use of MY time RIGHT NOW?
REFLECT:By asking yourself this question, what
could it help you do?
80/20 Principle
Focus on the “right” 20%
Low-value activities with small payoff
Say “NO”
RESTRUCTURING TIME
REFLECT:Think about your “to-do” list now – what is the right 20%? What can you eliminate? What and when do you need to say “NO” to?
COMBATTING TIME GOBBLERS
Handle each piece of paper by:a. Acting on it immediately
b. Referring it to someone elsec. Filing it
d. Discarding ite. Delaying action
NEVER handle a piece of paper more than once!REFLECT:
What is your organization’s formal and informal approach to paper work? How, as a manager, do you
personally handle paperwork?
COMBATTING TIME GOBBLERS – Cont’d
Everything has a place
Alternative methods – Phone calls? Face-to-face?
Sort mail
Always carry reading material
Reply to incoming correspondence directlyREFLECT:As a manager, how do you prefer to correspond? Can you incorporate those methods in a way that saves time?
MANAGING CONVERSATIONS• Keep a notebook
• Organize your thoughts
• Limit socializing
• Be Mindful of drop-in visitors
REFLECT: Think about your own organization – are your staff inefficient at managing conversations?
MANAGING CONVERSATIONS – CONT’D • Meet drop-in visitors outside your office
• Request a summary of issues prior to meeting
• Set an agenda
• Establish a time limit
• Allow time each day for interruptions and unscheduled meetings
• Learn how to say “no”REFLECT: What are some additional ideas to managing conversations?
MANAGING PHONE CALLS
Have materials available
Establish quiet hours
Limit the time you will accept calls
Outline discussion topics
Set aside time
Keep it BRIEF
Indicate time constraints
Keep a list of frequently called numbers on hand
Don’t play phone tag
Time management
REFLECT:As a manager, how do you handle phone
calls?
BLOCK TIME Outlin
es and
Draft
Problem
Solving
Completing
Assignments
Major Projects
REFLECT:What are the major projects on your plate
right now as a manager? As an organization? How are those projects
going to get completed?
MANAGING ORGANIZATIONAL
STRESSRole Ambiguity
Overload or Underload of Work
Contradictory or Inconsistent Expectations
Poor Preparation
Poor Match between Staff and Jobs REFLECT:
What are additional causes of organizational stress? What kinds of stress occur in your organization?
REDUCING STRESSReconnect
Identify causes of stress
Make changes
Recognize over-investment
Identify outside causes of stress
Develop work habits to relieve stress
REFLECT: What approaches does your organization takes to relieve stress?
REDUCING STRESSDevelop a good support
system
Have someone to talk to
Pursue outside hobbies and recreation
Take time to care for yourself
Develop realistic expectations
Exit the situation
REFLECT:What approaches do YOU take to relieve stress?
REDUCING STRESS HOME REMEDIES
Deep BreathingNature
Yoga, Tai ChiExercise (walk, bike ride)
Raw foodNew Friends
BooksArt (paint, write poems, write short stories)
Random acts of kindness
REFLECT:Have you ever tried any of these home remedies?
READINGSDr. Herbert Benson of Harvard University:
The Relaxation Response has been Clinically Proven to Short-Circuit Stress
Dr. Deepack Chopra:Ageless Body, Timeless Mind
Dr. Hans Selye: The Discovery of Stress – Brain Connection
REFLECT:Are there any books, videos or CDs you can think of?
REMEMBER…Manageable stress is natural
Negative stress becomes an issue ONLY when staff are unable to cope with the pressures of the job
The BEST antidote for stress is to have high expectation, coupled with a supportive organizational climate
Staff should be able to address those factors that cause stress, and management must take the time to mitigate unnecessary stressors.