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Time management and stress malami

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Time management and stress malami

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  3. 3. Outline Why is Time Management Important? Goals, Priorities, and Planning TO DO Lists Desks, paperwork, telephones Scheduling Yourself Delegation Meetings Technology General Advice Strategies of Stress Management 3
  4. 4. Why Time Management is Important? By using time management skills effectively, you can reduce work stress by being more in control of your time, and by being more productive. This ensures that you have time to relax outside work. 4
  5. 5. Time Management and Stress Bad Time Management = Stress Stress = Poor Productivity 5
  6. 6. The Problem is Severe By some estimates, people waste about 2 hours per day. Signs of time wasting: ◦ Messy desk and cluttered (or no) files (see next slide); ◦ Can’t find things; ◦ Miss appointments, need to reschedule them late and/or unprepared for meetings; ◦ Volunteer to do things other people should do; ◦ Tired/unable to concentrate 6
  7. 7. Hear me Now, Believe me Later Being successful doesn’t make you manage your time well. Managing your time well makes you successful. 7
  8. 8. Goals, Priorities, and Planning Why am I doing this? What is the goal? Why will I succeed? What happens if I chose not to do it? 8
  9. 9. PLANNING Failing to plan is planning to fail Plan Each Day, Each Week, Each Month You can always change your plan, but only once you have one! 9
  10. 10. TO Do Lists Break things down into small steps Like a child cleaning his/her room Do the ugliest thing first 10
  11. 11. The four-quadrant TO DO List Due Soon Not Due Soon 1 2 Important Not 3 4 Important 11
  12. 12. Paperwork Clutter is death; it leads to thrashing. Keep desk clear: focus on one thing at a time A good file system is essential Touch each piece of paper once Touch each piece of email once; your inbox is not your TODO list 12
  13. 13. Telephone Keep calls short; stand during call Start by announcing goals for the call Have something in view that you’re waiting to get to next 13
  14. 14. Office Logistics Make your office comfortable for you, and optionally comfortable for others No soft comfortable chairs! 14
  15. 15. Scheduling Yourself You don’t find time for important things, you make it Everything you do is an opportunity cost Learn to say “No” 15
  16. 16. Everyone has Good and Bad Times Find your creative/thinking time. Defend it ruthlessly, spend it alone, maybe at home. Find your dead time. Schedule meetings, phone calls, and mundane stuff during it. 16
  17. 17. Cutting Things Short “I’m in the middle of something now…” Start with “I only have 5 minutes” – you can always extend this Stand up, stroll to the door, complement, thank, shake hands Clock-watching; on wall behind them 17
  18. 18. Delegation No one is an island You can accomplish a lot more with help 18
  19. 19. Delegation is not dumping Grant authority with responsibility. Concrete goal, deadline, and consequences. Treat your people well 19
  20. 20. Challenge People People rise to the challenge: You should delegate “until they complain” Communication Must Be Clear: “Get it in writing” Give objectives, not procedures Tell the relative importance of this task 20
  21. 21. Meetings Lock the door, unplug the phone Maximum of 1 hour Prepare: there must be an agenda 1 minute minutes: an efficient way to keep track of decisions made in a meeting: who is responsible for what by when? 21
  22. 22. Technology Laptop computer (and docking station) ◦ You can scavenge time & work anywhere ◦ one machine in your life is the right number Google (now with image search!) Digital Library (I haven’t been in the library in over five years) 22
  23. 23. E-Mail Tips Save all of it; no exceptions If you want somebody to do something, make them the only recipient. Otherwise, you have diffusion of responsibility. Give a concrete request/task and a deadline. If you really want somebody to do something, CC someone powerful. Nagging is okay; if someone doesn’t respond in 48 hours, they’ll probably never respond. (True for phone as well as email). 23
  24. 24. General Advice: Vacations Phone callers should get two options: ◦ If this can’t wait, contact so, so, person at 080-350… ◦ Otherwise please call back June 1 Thisworks for Email too! Vacations should be vacations. ◦ It’s not a vacation if you’re reading email 24
  25. 25. General Advice - D-O I-T N-O-W D = Divide and conquer what you have to do. Break big tasks into smaller pieces and give each piece a realistic deadline. O = Organize your materials... and plan how you will tackle the job. I = Ignore interruptions. Come in early or stay after hours to assure needed quiet time to complete important projects. T = Take the time to learn how to do certain essential things yourself instead of always having to wait for a secretary, consultant or some other helper to do it for you. 25
  26. 26. General Advice - D-O I-T N-O-W N = Now, don’t procrastinate. Put the task you have been dreading the most at the top of your to-do list. O = Opportunity is knocking. Take advantage of opportunities. W = Watch out for time gobblers such as the Internet, E-mail, watching TV, talking on the phone. But do make time to have lunch, exercise and take vacations to recharge your batteries and reconnect with your family and friends. 26
  27. 27. STRESS MANAGEMENT Stress happens when we are not relaxed, when our minds aren't settled. When there's too much to do, too many distractions, and too many problems. An overload of stress is bad for your body, your emotional health, and your business. You can't eliminate it completely, but there are ways to reduce your stress levels. 27
  28. 28. STRESS MANAGEMENT Stress management starts with identifying the sources of stress in your life. Your true sources of stress aren’t always obvious, and it’s all too easy to overlook your own stress. Most definitely you’re constantly worried about work deadlines. But maybe it’s your procrastination, rather than the actual job demands, that leads to deadline stress. 28
  29. 29. STRESS MANAGEMENT To identify your true sources of stress, look closely at your habits, attitude, and excuses: Do you explain away stress as temporary (“I just have a million things going on right now”) even though you can’t remember the last time you took a breather? Do you define stress as an integral part of your work or home life (“Things are always crazy around here”) or as a part of your personality (“I have a lot of nervous energy, that’s all”). 29
  30. 30. STRESS MANAGEMENT Do you blame your stress on other people or outside events, or view it as entirely normal and unexceptional? Until you accept responsibility for the role you play in creating or maintaining it, your stress level will remain outside your control. 30
  31. 31. STRESS MANAGEMENT Unhealthy ways of coping with stress Smoking Drinking too much Overeating or undereating Zoning out for hours in front of the TV or computer Withdrawing from friends, family, and activities 31
  32. 32. STRESS MANAGEMENT Using pills or drugs to relax Sleeping too much Procrastinating Taking out your stress on others (lashing out, angry outbursts, physical violence) 32
  33. 33. STRESS MANAGEMENT STRATEGIES Avoid unnecessary stress Alter the situation Adapt to the stressor Accept the things you can’t change Make time for fun and relaxation Adopt a healthy lifestyle 33
  34. 34. #1: Avoid unnecessary stress Learn how to say “no” – Know your limits and stick to them. Taking on more than you can handle is a surefire recipe for stress. Avoid people who stress you out – If someone consistently causes stress in your life and you can’t turn the relationship around, limit the amount of time you spend with that person or end the relationship entirely. Take control of your environment – If the evening news makes you anxious, turn the TV off. If traffic’s got you tense, take a longer but less- traveled route. 34
  35. 35. #1: Avoid unnecessary stress Avoid hot-button topics – If you get upset over religion or politics, cross them off your conversation list. Pare down your to-do list – Analyze your schedule, responsibilities, and daily tasks. Drop tasks that aren’t truly necessary to the bottom of the list or eliminate them entirely. 35
  36. 36. #2: Alter the situation Express your feelings instead of bottling them up. If something or someone is bothering you, communicate your concerns in an open and respectful way. Be willing to compromise. When you ask someone to change their behavior, be willing to do the same. This way there will be good chance of finding a happy middle ground. 36
  37. 37. #2: Alter the situation Be more assertive. Don’t take a backseat in your own life. Deal with problems head on, doing your best to anticipate and prevent them. If you’ve got a a deadline, tell any chatty colleague that you only have five minutes to talk. Manage your time better. Poor time management can cause a lot of stress. 37
  38. 38. #3: Adapt to the stressor Reframe problems. Try to view stressful situations from a more positive perspective. Rather than fuming about a traffic jam, look at it as an opportunity to pause and regroup, listen to your favorite radio station, or enjoy some alone time. Look at the big picture. Take perspective of the stressful situation. Ask yourself how important it will be in the long run. Will it matter in a month? A year? Is it really worth getting upset over? If the answer is no, focus your time and energy elsewhere. 38
  39. 39. #3: Adapt to the stressor Adjust your standards. Perfectionism is a major source of avoidable stress. Stop setting yourself up for failure by demanding perfection. Set reasonable standards for yourself and others, and learn to be okay with “good enough.” Focus on the positive. When stress is getting you down, take a moment to reflect on all the things you appreciate in your life, including your own positive qualities and gifts. This simple strategy can help you keep things in perspective. 39
  40. 40. #4: Accept the things you can’t change Don’t try to control the uncontrollable. Many things in life are beyond our control— particularly the behavior of other people. Rather than stressing out over them, focus on the things you can control such as the way you choose to react to problems. Look for the upside. As the saying goes, “What doesn’t kill us makes us stronger.” When facing major challenges, try to look at them as opportunities for personal growth. 40
  41. 41. #4: Accept the things you can’t change Share your feelings. Talk to a trusted friend or make an appointment with a therapist. Learn to forgive. Accept the fact that we live in an imperfect world and that people make mistakes. Let go of anger and resentments. Free yourself from negative energy by forgiving and moving on. 41
  42. 42. #5: Make time for fun and relaxation Set aside relaxation time. Include rest and relaxation in your daily schedule. This is your time to take a break from all responsibilities and recharge your batteries. Connect with others. Spend time with positive people who enhance your life. A strong support system will buffer you from the negative effects of stress. 42
  43. 43. #5: Make time for fun and relaxation Do something you enjoy every day. Make time for leisure activities that bring you joy, whether it be stargazing, playing the piano, or working on your bike. Keep your sense of humor. This includes the ability to laugh at yourself. The act of laughing helps your body fight stress in a number of ways. 43
  44. 44. #6: Adopt a healthy lifestyle Exercise regularly. Physical activity plays a key role in reducing and preventing the effects of stress. Make time for at least 30 minutes of exercise, three times per week. Nothing beats aerobic exercise for releasing pent-up stress and tension. Eat a healthy diet. Well-nourished bodies are better prepared to cope with stress, so be mindful of what you eat. Start your day right with breakfast, and keep your energy up and your mind clear with balanced, nutritious meals throughout the day. 44
  45. 45. #6: Adopt a healthy lifestyle Reduce caffeine and sugar. The temporary "highs" caffeine and sugar provide often end in with a crash in mood and energy. By reducing the amount of coffee, soft drinks, chocolate, and sugar snacks in your diet, you’ll feel more relaxed and you’ll sleep better. Avoid alcohol, cigarettes, and drugs. Self- medicating with alcohol or drugs may provide an easy escape from stress, but the relief is only temporary. Get enough sleep. Adequate sleep fuels your mind, as well as your body. Feeling tired will increase your stress because it may cause you to think irrationally. 45