Monday 29 June 2020

Time Management vs Stress Management

TIME MANAGEMENT V/S STRESS MANAGEMENT
“If you love life , don’t waste time , for time is what time is made up of”

Good time management is essential if you are to handle a heavy workload without excessive stress. Time management helps you to reduce long-term stress by giving you direction when you have too much work to do.
It puts you in control of where you are going and helps you to increase your productivity. By being efficient in your use of time, you should enjoy your current work more, and should find that you able to maximise the time outside work to relax and enjoy life.
Poor time management is a major cause of stress. I’m sure we have all had the feeling that there is too much to do and not enough time. We can start to feel panicky and anxious and lose focus. It’s important to note that you can have this feeling even if there’s hardly anything to do at all.
The values clarification process does not generally result in such a stark decision-making process as is the case with unexpected pregnancy. More ordinarily, people will find themselves faced with the more pedestrian task of trying to balance numerous work and family responsibilities. This balance can be best accomplished through a values-driven time management process.
Time management methods involve finding ways to work more efficiently, so as to maximize one's use of time. A variety of techniques and tools for list-making, task analysis scheduling, and task prioritization are typically used for this purpose. The basic time management process involves the following steps:
·       developing a thorough understanding of all the various steps that must be performed to get a particular task completed
·       writing these steps down in the order they must be performed 
·       identifying dependencies among steps that may cause bottlenecks to occur
·       scheduling the steps (using memory tools, including day planners, memo boards, sticky notes, shared calendars, project management software and personal information managers to assist in their timely performance)
·       tracking execution of the steps as they occur
·       using what is learned from experience executing the steps to improve the efficiency with which various steps may be performed
Traditional approaches to time management suffer from an over-emphasis on efficiency, technique, and getting things done and under-emphasize aligning actions with values and on preserving work/life balance. Emphasizing task completion over maintaining a balanced life tends to create stress rather than reduce it. This style of prioritizing sets the stage for failure and negative thinking when people fail to meet deadlines, or meet them in one sphere of life only by neglecting responsibilities and dependencies in the other. People are often asked to prioritize tasks according to their urgency (e.g., according to deadlines) without also considering their importance (e.g., whether or not they match values). This misplaced emphasis tends to cause people to neglect their less demanding but perhaps more satisfying relationships in favor of "oiling squeaky wheels" with potentially damaging long term results.
We recommend taking a values-centred and balance-focused approach to time management so as to avoid some of these pitfalls. The same techniques for analysing, scheduling and tracking task performance described above can be usefully employed, so long as these techniques are used in the service of meeting work and family responsibilities, rather than just focusing on work needs.
Creating protected time for both work and family responsibilities
A good way to make sure that work demands do not intrude into people's needs for family and personal time is to set time boundaries around work activities, and to not allow those boundaries to stretch too far. This can be quite a trick to pull off for people in some lines of work, and will be impossible for some to manage. By the same token, knowing that you are in a line of work that will regularly cause you to neglect your personal and family life is information you can use to make values-based decisions about whether or not to stay in that line of work over the long term.
Taking breaks and vacations
A vital way to preserve work/life balance is to make sure to build time for play and relaxation directly into your schedule. One way to do this is to schedule and stick to having periodic breaks in between periods of work. Rather than making such breaks simply about getting a coffee or smoking a cigarette, try incorporating restorative physical activity into your routine. Try stretching, walking, a relaxation technique such as progressive muscle relaxation, or even a few yoga postures during these break times to get your energy moving again. Prophylactic, preventative use of techniques for defusing stress at such times can help keep stress from accumulating.
On a larger scale, it is important to schedule time away from work for purposes of vacation. While large-scale vacations (several weeks of travel to exotic locations) can be wonderful, many Americans simply do not have enough vacation time from work or the available resources to make them practical. There is also a question as to whether a long vacation is the best way to relax and decrease stress. Shortly after you return to work from any vacation, many people quickly become stressed out again. Keeping this in mind, it can be questionable logic to blow your entire vacation budget on something you can do only once a year. As an alternative, consider taking a number of mini-vacations spread more frequently throughout the year.
Spreading Out Predictable Sources of Stress

It is often possible to predict that particular events will be stressful, and then to use this knowledge intelligently so as to minimize their impact on the quality of your life. Scheduling stressful events to occur during times when you have fewer responsibilities and more attention to give them can lessen their negative impact. For example, repainting the house in the summertime when you have some days off will likely be less stressful than tackling the project in the evenings when you are rushing home from work. Similarly, it is useful to stagger major lifestyle changes so that they occur widely spaced apart in time (when that is practical). Even life changes that are positive sources of eustress, such as getting married or bringing home a new child, can become unpleasant and overwhelming when too many things happen at once. In the same vein, stressors that are predictable can often be scheduled during times when they are more manageable. For example, if going to the grocery on a Saturday afternoon is stressful because of the crowds and long lines, schedule your week to fit the shopping in on another day.
Sometimes stressful events can simply be avoided entirely. It is possible to research commuting traffic patterns in advance of buying or renting a home and move to a region where commutes are easier. Alternatively, it may be possible to reschedule the hours you work so that you do not need to commute during peak traffic hours. Telecommuting (e.g., working from home) may also be an option to explore if your employer allows it.
Myths About Stress and Time Management
Myth #1: All stress is bad. No, there's good and bad stress. Good stress is excitement, thrills, etc. The goal is to recognize personal signs of bad stress and deal with them.

Myth #2: Planning my time just takes more time. Actually, research shows the opposite.

Myth #3: I get more done in more time when I wisely use caffeine, sugar, alcohol or nicotine. Wrong! Research shows that the body always has to "come down" and when it does, you can't always be very effective then after the boost.

Myth #4: A time management problem means that there's not enough time to get done what needs to get done. No, a time management problem is not using your time to your fullest advantage, to get done what you want done.

Myth #5: The busier I am, the better I'm using my time. Look out! You may only be doing what's urgent, and not what's important.

Myth #6: I feel very harried, busy, so I must have a time management problem. Not necessarily. You should verify that you have a time management problem. This requires knowing what you really want to get done and if it is getting done or not.

Myth #7: I feel OK, so I must not be stressed. In reality, many adults don't even know when they're really stressed out until their bodies tell them so. They miss the early warning signs from their body, for example, headaches, still backs, twitches, etc.

Major Causes of Workplace Stress

1.   Not knowing what you want or if you're getting it - poor planning.

2.   The feeling that there's too much to do. One can have this feeling even if there's hardly anything to do at all.

3.   Not enjoying your job. This can be caused by lots of things, for example, not knowing what you want, not eating well, etc. However, most people always blame their jobs.

4.   Conflicting demands on the job.
5.   Insufficient resources to do the job.6. Not feeling appreciated.

Biggest Time Wasters
1.   Interruptions. There will always be interruptions. It's how they're handled that wastes time.
2.   Hopelessness. People "give in", "numb out" and "march through the day".
3.   Poor delegation skills. This involves not sharing work with others.

Common Symptoms of Poor Stress and Time Management 

1.   Irritability. Fellow workers notice this first.
2.   Fatigue. How many adults even notice this?
3.   Difficulty concentrating. You often don't need to just to get through the day!
4.   Forgetfulness. You can't remember what you did all day, what you ate yesterday.
5.   Loss of sleep. This affects everything else!
6.   Physical disorders, for example, headaches, rashes, tics, cramps, etc.
7.   At worst, withdrawal and depression.

Wise Principles of Good Stress and Time Management
1.   Learn your signs for being overstressed or having a time management problem. Ask your friends about you. Perhaps they can tell you what they see from you when you're overstressed.
2.   Most people feel that they are stressed and/or have a time management problem. Verify that you really have a problem. What do you see, hear or feel that leads you to conclude that you have a time or stress problem?
3.   Don't have the illusion that doing more will make you happier. Is it quantity of time that you want, or quality?
4.   Stress and time management problems have many causes and usually require more than one technique to fix. You don't need a lot of techniques, usually more than one, but not a lot.
5.   One of the major benefits of doing time planning is feeling that you're in control.
6.   Focus on results, not on busyness.
7.   It's the trying that counts - at least as much as doing the perfect technique.
Simple Techniques to Manage Stress
There are lots of things people can do to cut down on stress. Most people probably even know what they could do. It's not the lack of knowing what to do in order to cut down stress; it is doing what you know you have to do. The following techniques are geared to help you do what you know you have to do.
1.   Talk to someone. You don't have to fix the problem, just report it.
2.   Notice if any of the muscles in your body are tense. Just noticing that will often relax the muscle.
3.   Ask your boss if you're doing OK. This simple question can make a lot of difference and verify wrong impressions.
4.   Delegate.
5.   If you take on a technique to manage stress, tell someone else. They can help you be accountable to them and yourself.
6.   Cut down on caffeine and sweets. Take a walk instead. Tell someone that you're going to do that.
7.   Use basic techniques of planning, problem solving and decision making.
8.   Concise guidelines are included in this guidebook. Tell someone that you're going to use these techniques.
9.   Monitor the number of hours that you work in a week. Tell your boss, family and/or friends how many hours that you are working.
10.                 Write weekly status reports. Include what you've accomplished last week and plan to do next week. Include any current issues or recommendations that you must report to your boss. Give the written status report to your boss on a weekly basis.
11.                 "Wash the dishes". Do something you can feel good about.

Simple Techniques to Manage Time

There never seems to be enough time in the roles of management and supervision. Therefore, the goal of time management should not be to find more time. The goal is set a reasonable amount of time to spend on these roles and then use that time wisely.

1.   Start with the simple techniques of stress management above.
2.   Managing time takes practice. Practice asking yourself this question throughout the day: "Is this what I want or need to be doing right now?" If yes, then keep doing it.
3.   Find some way to realistically and practically analyse your time. Logging your time for a week in 15-minute intervals is not that hard and does not take up that much time. Do it for a week and review your results.
4.   Do a "to-do" list for your day. Do it at the end of the previous day. Mark items as "A" and "B" in priority. Set aside two hours right away each day to do the important "A" items and then do the "B" items in the afternoon. Let your answering machine take your calls during your "A" time.
5.   At the end of your day, spend five minutes cleaning up your space. Use this time, too, to organize your space, including your desktop. That'll give you a clean start for the next day.
6.   Learn the difference between "Where can I help?" and "Where am I really needed?" Experienced leaders learn that the last question is much more important than the former.
7.   Learn the difference between "Do I need to do this now?" and "Do I need to do this at all?" Experienced leaders learn how to quickly answer this question when faced with a new task.
8.   Delegate. Delegation shows up as a frequent suggestion in this guide because it is one of the most important skills for a leader to have. Effective delegation will free up a great deal of time for you.
9.   If you are CEO in a corporation, then ask your Board for help. They are responsible to supervise you, as a CEO. Although the Board should not be micro-managing you, that is, involved in the day-to-day activities of the corporation, they still might have some ideas to help you with your time management. Remember, too, that good time management comes from good planning, and the Board is responsible to oversee development of major plans. Thus, the Board may be able to help you by doing a better themselves in their responsibilities as planners for the organization.
10.                 Use a "Do Not Disturb" sign! During the early part of the day, when you're attending to your important items (your "A" list), hang this sign on the doorknob outside your door.
11.                 Sort your mail into categories including "read now", "handle now" and "read later". You'll quickly get a knack for sorting through your mail. You'll also notice that much of what you think you need to read later wasn't really all that important anyway.
12.                 Read your mail at the same time each day. That way, you'll likely get to your mail on a regular basis and won't become distracted into any certain piece of mail that ends up taking too much of your time.
13.                 Have a place for everything and put everything in its place. That way, you'll know where to find it when you need it. Another important outcome is that your people will see that you are somewhat organized, rather than out of control.
14.                 Best suggestion for saving time - schedule 10 minutes to do nothing. That time can be used to just sit and clear your mind. You'll end up thinking more clearly, resulting in more time in your day. The best outcome of this practice is that it reminds you that you're not a slave to a clock - and that if you take 10 minutes out of your day, you and your organization won't fall apart.
15.                 Learn good meeting management skills. Meetings can become a terrible waste of time. Guidelines for good meeting management are included later in this section.

Shweta Upreti MBA
Manager HR (Internship InCharge)
Aircrews Aviation Pvt Ltd
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