Transcript Stress Management

Managing Time and
Stress Effectively
October to November 2008
Welcome
&
Introduction
Our Days Agenda
08h00 – 08h30
Registration and Tea
08h30 – 08h50
Fasset Overview
08h50 – 10h20
Speaker Time and Stress Management
10h20 – 10h40
Tea Break
10h40 – 12h20
Speaker Time and Stress Management Continued
12h20 – 13h00
Lunch
13h00 – 14h20
Speaker Time and Stress Management Continued
14h20 – 14h40
Tea Break
14h40 – 16h00
Speaker Time and Stress Management Continued
16h00
Close
Topic Agenda
TOPIC
PAGES
Time Management
5-9
Goals, Priorities and Planning
10 – 20
The Pareto Principle
21 – 22
Plan your Time
23 – 26
To Do List
27 – 30
Communication Skills
31 – 35
Learning to say NO
35 – 38
Stress Management
41 - 44
Practical Stress Management
44 - 46
In Summary 10 ways to simplify your life
46 - 59
Procrastination and Indecision
Overload Fatigue and Demotivation
Saving Time – Perfectionism vs Fine tuning
Topic 1 - Time Management
TOPIC
PAGES
Time Management
5-9
Your time management
Looking for time
Summary of activities
Managing work
Why improve your time
management?
• Do you always meet deadlines?
• Do you have enough time to do the things that
are important?
• Do you spend enough time with your family /
friends?
• Do you spend enough time relaxing, taking
exercise, enjoying your hobbies?
Why improve your time
management?
• Are you always content with the amount of time
that you have available?
• Do you spend enough time thinking about /
planning the future?
• Do you spend enough time with the members of
your team?
• Do you spend enough time with your customers?
• Do you spend enough time reading and keeping
up to date?
Self Management
•
If we don’t manage ourselves strictly in the
following areas, much time will be wasted
 Failure to delegate when required
 Fire fighting and crisis management;
 Inadequate technical knowledge, or re-inventing
the wheel;
 Procrastination
 Over-loading, fatigue and
de-motivation
 Perfectionism
Workshop - Pg 5
• Your time management techniques
&
• Managing your time
Agenda Revisited
TOPIC
PAGES
Time Management
5-9
Goals, Priorities and Planning
10 – 20
The Pareto Principle
21 – 22
Plan your Time
23 – 26
To Do List
27 – 30
Communication Skills
31 – 35
Learning to say NO
35 – 38
Stress Management
41 - 44
Practical Stress Management
44 - 46
In Summary 10 ways to simplify your life
46 - 59
Procrastination and Indecision
Overload Fatigue and Demotivation
Saving Time – Perfectionism vs Fine tuning
Why focus on Goal-setting?
• Goal Setting helps us:
– Deciding what is important for you to achieve in your
life
– Separating what is important from what is irrelevant
– Motivating yourself to achievement
– Building your self-confidence based on measured
achievement of goals
– You should allow yourself to enjoy the achievement of
goals and reward yourself appropriately. Draw lessons
where appropriate, and feed these back into future
performance.
Goals, Priorities & Planning – Pg 10
• When setting Goals we need to follow the
SMART approach. All goals need to be:– Specific
– Measurable
– Action Oriented
• Remember to apply the 4 W’s – What + When +
Where + Whom
– Realistic
– Timely
3 levels of goal setting - Pg 12
1. Decide what you want to do with your life and
what large-scale goals you want to achieve.
2. Break these down into the smaller and smaller
targets that you must hit so that you reach
your lifetime goals.
3. Once you have your plan, you start working
towards achieving it.
Categories to set goals
•
•
•
•
•
•
•
•
•
Artistic
Attitude
Career
Education
Family
Financial
Physical
Pleasure
Public Service
Guidelines to setting effective
goals - Pg 14
• Express your goals
positively
• Be Precise
• Set Priorities
• Keep operational
goals small
• Set Performance
Goals
• Set Realistic Goals
• Remember
ENJOY YOUR
SUCCESSES
Ho to Achieve your goals
• To be able
to achieve
your goals
you need
to : -
•
•
•
•
•
Know your needs
Take one step at a time
You need to set specifications
You must be the one taking action
Be realistic regarding needs and time
frames
• Believe in yourself
• Dream
Ho to Achieve your goals
• Set small reachable targets / goals
then long term set bigger and better
• To be able
goals
to achieve
• Create positive thinking by achieving
your goals
smaller goals
you need • Realise the power of positive
to : thinking
• Put a motivational tool in front of you
e.g. a model car, the picture of the
kitchen you want or a picture of a highly
successful business woman
Ten Steps
to
attaining
your Goals
1. Have a Dream
2. Look at your Big Picture
3. Plan Thoroughly
–
Businesses that plan to fail – FAIL
4. Take One Step at a Time
5. Always be Positive
6. Persist until you succeed
7. Don’t dream it! BE IT!
8. Stay active & alert
9. Review Regularly
10. Have fun & Enjoy yourself
Workshop – How to save time on
Crisis management
• Please turn to page 48 of your workbooks. We
will now take time to complete the Time
Management Improvement Checklist. – Focusing
on each of the areas we have covered during the
course of the day.
Agenda Revisited
TOPIC
PAGES
Time Management
5-9
Goals, Priorities and Planning
10 – 20
The Pareto Principle
21 – 22
Plan your Time
23 – 26
To Do List
27 – 30
Communication Skills
31 – 35
Learning to say NO
35 – 38
Stress Management
41 - 44
Practical Stress Management
44 - 46
In Summary 10 ways to simplify your life
46 - 59
Procrastination and Indecision
Overload Fatigue and Demotivation
Saving Time – Perfectionism vs Fine tuning
The Pareto Principle - Pg 21
• Where it comes from
• What it means
• How the 80/20 rule can
help you be more
effective.
Agenda Revisited
TOPIC
PAGES
Time Management
5-9
Goals, Priorities and Planning
10 – 20
The Pareto Principle
21 – 22
Plan your Time
23 – 26
To Do List
27 – 30
Communication Skills
31 – 35
Learning to say NO
35 – 38
Stress Management
41 - 44
Practical Stress Management
44 - 46
In Summary 10 ways to simplify your life
46 - 59
Procrastination and Indecision
Overload Fatigue and Demotivation
Saving Time – Perfectionism vs Fine tuning
Time management funnel
Clarify
your
goals &
objectives.
Set your priorities.
Identify ‘to do’s’
Adopt a system.
Decide what to do right now.
Goal and Objective Workshop –
Pg 24 - 26
• Managing your time is about
being effective (doing the
right things) as well as being
efficient (doing things right).
• Lets look at the Goal and
Objective Worksheet
Agenda Revisited
TOPIC
PAGES
Time Management
5-9
Goals, Priorities and Planning
10 – 20
The Pareto Principle
21 – 22
Plan your Time
23 – 26
To Do List
27 – 30
Communication Skills
31 – 35
Learning to say NO
35 – 38
Stress Management
41 - 44
Practical Stress Management
44 - 46
In Summary 10 ways to simplify your life
46 - 59
Procrastination and Indecision
Overload Fatigue and Demotivation
Saving Time – Perfectionism vs Fine tuning
Key Tips for your To – Do List Pg 28
• When you think it - ink it
• Constant companion - keep it with you
• DAILY review
To Do Tips on specific topics - Pg 29
•
•
•
•
•
Dealing with Paperwork
Inspiration
Working with the Telephone
Scheduling Yourself
Interruptions
– Takes 6 to 9 minutes
– 4 to 5 minute Recovery
To Do Tips on specific topics - Pg 29
• Work both in and out of your comfort Zone
• Delegation
– Delegation is not Dumping
• Challenging People
• Working with Email
Agenda Revisited
TOPIC
PAGES
Time Management
5-9
Goals, Priorities and Planning
10 – 20
The Pareto Principle
21 – 22
Plan your Time
23 – 26
To Do List
27 – 30
Communication Skills
31 – 35
Learning to say NO
35 – 38
Stress Management
41 - 44
Practical Stress Management
44 - 46
In Summary 10 ways to simplify your life
46 - 59
Procrastination and Indecision
Overload Fatigue and Demotivation
Saving Time – Perfectionism vs Fine tuning
The Communication Process
Who
With What
Effect
To Whom
Says What
In what
Way
The Communications Model Pg 31
Communicator
Message
Medium
Audience
Feedback
Challenges and processes of effective
communication - Pg 32
Downward Communication
Flows from
From top
positions
Messages
with higher management are then
to levels of
authority to
given to
middle
positions of
employees
management
lower
authority
The information flows from lover to higher levels.
Any staff member may request or give information to
anyone at a higher level of authority
Upward flow of information supplies valuable information
for decision making by those who lead the organisation
Supervisors are informed of how well subordinates accept
what should be done
It allows for clear communication and gripes and grievances to
surface more easily, and to be dealt with
Organisations cultivate appreciation and loyalty from staff
members as everyone is given the opportunity to
contribute to the operation of the organisation.
7 Principals to develop upward flow of
communication - Pg 34
1. Effective upward communication programme
must be planned
2. Upward communication operates continuously
3. Upward communication uses the routine
channels
4. The programme stresses sensitivity and
receptivity in entertaining ideas from the lower
levels.
7 Principals to develop upward flow of
communication - Pg 34
1. A key element to upward communication is
objective listening
2. An effective upward communication
programme involves taking action to respond
to problems
3. Upward communication uses a variety of
media and methods to promote the flow of
information
Horizontal communication
Consists of
sharing
information
among peers
within the
same business
unit
A business
unit will
consist of
members who
have the same
superior or
manager to
whom they
report
The members
of the business
unit have a
very
information
relationship
with one
another
Competition
can occur in
this form of
communication
more than in
others, as
members tend
to co-ordinate
their work
efforts to
achieve a
common goal
Cross Channel Communication
The need arises for
staff members to
cross-communicate
with other
departments
Agenda Revisited
TOPIC
PAGES
Time Management
5-9
Goals, Priorities and Planning
10 – 20
The Pareto Principle
21 – 22
Plan your Time
23 – 26
To Do List
27 – 30
Communication Skills
31 – 35
Learning to say NO
35 – 38
Stress Management
41 - 44
Practical Stress Management
44 - 46
In Summary 10 ways to simplify your life
46 - 59
Procrastination and Indecision
Overload Fatigue and Demotivation
Saving Time – Perfectionism vs Fine tuning
Tips on Saying no – Pg 36
• Lets look at different ways of saying
NO!!!! – refer to your workbooks Pg 36.
Remember :……
• Start the sentence with the word NO
• Shake your head and use nonverbal
assertiveness to underline your NO. Your voice
should be clear and direct. Keep eye contact.
How to save time by delegating
• Delegating tasks to others
allows you to use your own
time more effectively
• While you can delegate the
responsibility, you still retain
accountability
How to save time by delegating
• When delegating, be clear about the
required outcomes and the time-frames
• Let the person who is going to do the
work decide how to actually do it
• Delegate the whole task to one person,
rather than to multiple persons “jointly”
• This gives the person the sole
responsibility and increases motivation
How to save time by delegating
• Get on-going, feedback about progress on
the project
• Maintain open lines of communication,
and be available to provide support
Seven Habits of Highly Effective
People
Let’s
Review the
7 Habits
• From : - Restoring the
Character Ethic, by
Stephen R. Covey,
Simon and Schuster,
1989.
Seven Habits of Highly Effective
People
1.
2.
3.
4.
5.
Be Proactive
Begin With The End In Mind
Put First Things First
Think Win/Win
Seek First To Be Understanding, Then To Be
Understood
6. Synergize
7. Sharpen The Saw
Agenda Revisited
TOPIC
PAGES
Time Management
5-9
Goals, Priorities and Planning
10 – 20
The Pareto Principle
21 – 22
Plan your Time
23 – 26
To Do List
27 – 30
Communication Skills
31 – 35
Learning to say NO
35 – 38
Stress Management
41 - 44
Fire fighting and crisis management
Practical Stress Management
44 - 46
In Summary 10 ways to simplify your life
46 - 59
Procrastination and Indecision
Overload Fatigue and Demotivation
Saving Time – Perfectionism vs Fine tuning
Fire Fighting & Crisis Management
Fire Fighting & Crisis Management
• Understand the situation and all the
underlying issues
• List the desired outcome
• Identify the available and required
resources
• Identify and evaluate alternative solutions
Fire Fighting & Crisis Management
• Select a solution
• Design a Plan
• Implement the Plan
• Review progress, and update the
approach as required
Fire Fighting & Crisis Management
• A starting point to reduce future crises is to
review past crises
• Risk management or contingency
planning, i.e. you accept that a crisis will
happen, but you put measures in place to
limit the damage or the seriousness
thereof
What process to follow?
•
•
•
•
•
What is likely to go wrong?
How can I avoid it going wrong?
If it happens, when will I know about it?
What impacts will it have?
What will I do about it?
Maintaining
flexibility is
the key to
crisis
management
Inadequate
technical
knowledge,
or
re-inventing
the wheel
How to save time
• Provide proper training
• Having reference
manuals available
• Providing supervisors,
or mentors, or both
• Developing policy and
procedures
• Simplifying the process
How to save time
• If you lack the skills or competencies
needed to do your job, then ask for extra
training
• There are many ways to develop skills,
but working with the good managers on
difficult projects is one of the most
valuable ways to learn
Agenda Revisited
TOPIC
PAGES
Time Management
5-9
Goals, Priorities and Planning
10 – 20
The Pareto Principle
21 – 22
Plan your Time
23 – 26
To Do List
27 – 30
Communication Skills
31 – 35
Learning to say NO
35 – 38
Stress Management
41 - 44
Practical Stress Management
44 - 46
In Summary 10 ways to simplify your life
46 - 59
Procrastination and Indecision
Overload Fatigue and Demotivation
Saving Time – Perfectionism vs Fine tuning
by those who count.
Why Stress Management - Pg 38
Stress management can become a
competitive advantage in the workplace.
Most people work under stress at least
part of the time, and many work under
crisis conditions more often than they
would prefer.
Why Stress Management - Pg 38
To be able to consistently deliver more
output than your rivals, at a better level
of quality than them, under so-called
“death or glory” conditions, will
definitely get you noticed by those who
count.
Agenda Revisited
TOPIC
PAGES
Time Management
5-9
Goals, Priorities and Planning
10 – 20
The Pareto Principle
21 – 22
Plan your Time
23 – 26
To Do List
27 – 30
Communication Skills
31 – 35
Learning to say NO
35 – 38
Stress Management
41 - 44
Practical Stress Management
44 - 46
In Summary 10 ways to simplify your life
46 - 59
Procrastination and Indecision
Overload Fatigue and Demotivation
Saving Time – Perfectionism vs Fine tuning
Seven Stage Strategy
1. Make a list of all the things that cause you stress.
2. For each of the above, identify all the drivers.
3. For each of the drivers, identify the cause/s.
4. For each cause, formulate a corrective action plan.
Seven Stage Strategy
6. Combine all the action plans to create a strategy.
7. Build up physical, mental and emotional “stamina”.
8. Practice “emergency action measures”.
Build your Stamina to Counteract
Stress
Drink plenty of Water
Watch your diet
Stop Smoking
Moderate Alcohol
Regular Exercise
Massage
Take Time out for Yourself
Build your Stamina to Counteract
Stress
Avoid boredom
Establish regular sleep patterns
Holidays / Breaks – take them
Get Fit and improve your self image
Be Positive
Manage your personal life
Seek Professional Help if necessary
Emergency Action Measures for
Stress - Pg 44
Sit Quietly, breathe
With Anger – Walk away
Exercise – high intensity
Focus on feeling and being loved
Focus on the facts
Review the cause of your stress
Distance yourself from the situation
Regain Control
Meditate
Agenda Revisited
TOPIC
PAGES
Time Management
5-9
Goals, Priorities and Planning
10 – 20
The Pareto Principle
21 – 22
Plan your Time
23 – 26
To Do List
27 – 30
Communication Skills
31 – 35
Learning to say NO
35 – 38
Stress Management
41 - 44
Practical Stress Management
44 - 46
In Summary 10 ways to simplify your life
46 - 59
Procrastination and Indecision
Overload Fatigue and Demotivation
Saving Time – Perfectionism vs Fine tuning
Review of 10 ways to simplify your
life - Pg 44
1. Delegate – especially Social arrangements
2. Reduce Social engagements
3. Downsize your Bag
4. Learn to say NO
5. Hit Delete
Review of 10 ways to simplify your
life - Pg 44
6. Ignore your Email – make specific times
7. Do not waste any free time you might have
8. Designate a drop-off Zone
9. Prepare the night before
10. Use Online banking
Review of 12 point plan for Stress
control - Pg 47
1.
2.
3.
4.
Find a place to relax or meditate
Only work < 10 hours a day
Take your midday break
Take 1 out of 7 days to do something pleasant
and out of routine
5. Exercise regularly
6. Think logically and rationally about your
problems
7. Look for professional help when needed
Review of 12 point plan for Stress
control continues - Pg 47
8. Do not rely on Drugs or Alcohol
9. Do not set yourself unrealistic goals
10.Do not dwell on the past – focus on a positive
future
11.Evaluate you situation objectively and keep
perspective
12.Do not use the word “should” (I should have….)
on yourself
Agenda Revisited
TOPIC
PAGES
Time Management
5-9
Goals, Priorities and Planning
10 – 20
The Pareto Principle
21 – 22
Plan your Time
23 – 26
To Do List
27 – 30
Communication Skills
31 – 35
Learning to say NO
35 – 38
Stress Management
41 - 44
Practical Stress Management
44 - 46
In Summary 10 ways to simplify your life
46 - 59
Procrastination and Indecision
Overload Fatigue and Demotivation
Saving Time – Perfectionism vs Fine tuning
Procrastination & Indecision
Procrastination & Indecision
• The biggest thief of time is
procrastination
• This includes decision avoidance and
work avoidance.
• It therefore has an impact on others too
Reasons why people procrastinate
• We would rather be doing something
which is more FUN
• The work is new, and we are not
confident or comfortable with this task
• We just don’t know where to begin
• We keep getting interrupted with other
things that appear to be more urgent
Reasons why people procrastinate
• There are many other small issues
waiting to be done, so we try to clear all
those things out of the way
• There is no real point to hurrying up –
more work will just be given
• Once we commit ourselves we won’t be
able to change our minds
Reasons why people procrastinate
• We are just not “in the mood’
• We are afraid of failing, or of making a
poor decision, and thus looking stupid
• We resent being given this task, or we
resent the person who gave us this task
• We suspect we are being set up to fail
Step 1:
Recognize when you’re doing it
Warning signs include:
• Knowing you have to do the task, but
you keep searching for something else
to do instead
• Finally sitting down to start a task, and
then almost immediately going off to
make a cup of coffee or to check your
e-mails
Step 2:
Understand why you are doing it
• Make a list of reasons
• Understand the real reasons why you
are procrastinating
Step 3:
Take active steps
• Having identified WHY, address the
issue
• Motivate yourself
• Reward yourself
Agenda Revisited
TOPIC
PAGES
Time Management
5-9
Goals, Priorities and Planning
10 – 20
The Pareto Principle
21 – 22
Plan your Time
23 – 26
To Do List
27 – 30
Communication Skills
31 – 35
Learning to say NO
35 – 38
Stress Management
41 - 44
Practical Stress Management
44 - 46
In Summary 10 ways to simplify your life
46 - 59
Procrastination and Indecision
Overload Fatigue and Demotivation
Saving Time – Perfectionism vs Fine tuning
Overloading, Fatigue & Demotivation
Overloading, Fatigue & Demotivation
•
•
•
•
You have to love what you
do
The mind works best
when it is rested and
relaxed
To rejuvenate yourself,
learn to relax adequately
and wisely
Attempting too much too
quickly is also counterproductive
Overloading, Fatigue & Demotivation
• If you continually jump from one thing to
another, without finishing anything
properly, it actually takes more time
• Working long hours many days in a row
reduces efficiency
• While it is important not to overload
yourself or your staff, this should not be
abused as an excuse to work slowly
How to save time by managing
overload
• LEARN TO SAY “NO”
• If you allow people to dump their work or
problems on to your shoulders, they will
• Some of the most stressed people,
around simply lack the skill to ‘just say
NO’ – usually for fear of upsetting
people
How to save time by managing
overload
• Time spent on completing
various tasks varies from
individual to individual
• On average you need a
break after about two
hours of work, after which
your concentration and
efficiency will start to drop
off dramatically
How to save time by managing
overload
• When making decisions about what to
do when, consider your body’s natural
highs and lows.
• Plan to do priority tasks when your
energy is high and your concentration is
at its best
• Save routine, low-brain tasks for those
times when you’re normally tired, such
as after lunch or late in the day
Perfectionism
vs. Fine
Tuning
Perfectionism vs. Fine Tuning
• Consider what standard of performance
is really required
• Achieving high standards means
polishing the product
• Such actions are necessary where high
quality is demanded, but may not be
necessary for other tasks
Perfectionism vs. Fine Tuning
• “Doing it properly”
means “doing it as
well as it needs to
be done in order to
achieve the
objective”
• Do not let your time
be wasted by
unnecessary details
Agenda Revisited
TOPIC
PAGES
Time Management
5-9
Goals, Priorities and Planning
10 – 20
The Pareto Principle
21 – 22
Plan your Time
23 – 26
To Do List
27 – 30
Communication Skills
31 – 35
Learning to say NO
35 – 38
Stress Management
41 - 44
Practical Stress Management
44 - 46
In Summary 10 ways to simplify your life
46 - 59
Procrastination and Indecision
Overload Fatigue and Demotivation
Saving Time – Perfectionism vs Fine tuning
Benefits of making things simple
•
•
•
•
Simpler processes = less time
There are fewer things to go wrong
It is easier to explain and communicate
It is easier to do, so can more easily be
delegated
• Fewer steps and less time = cheaper
Workshop – Time Management
Improvement checklist
• Please turn to page 48 of your
workbooks. We will now take
time to complete the Time
Management Improvement
Checklist. – Focusing on each
of the areas we have covered
during the course of the day.
Summary of our day
TOPIC
PAGES
Time Management
5-9
Goals, Priorities and Planning
10 – 20
The Pareto Principle
21 – 22
Plan your Time
23 – 26
To Do List
27 – 30
Communication Skills
31 – 35
Learning to say NO
35 – 38
Stress Management
41 - 44
Practical Stress Management
44 - 46
In Summary 10 ways to simplify your life
46 - 59
Procrastination and Indecision
Overload Fatigue and Demotivation
Saving Time – Perfectionism vs Fine tuning
Thank You
For queries call
Fasset Call Centre
086 101 0001
www.fasset.org.za