MANAGING TIME

& STRESS

Murali D. Nair, PhDClinical Professor

University of Southern Californiamuralina@usc.edu

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.