Chapter 2: Managing Personal Stress How can you control your own stress, and the stress of your employees?

Managing Stress: Objectives Eliminate stressors Develop resiliency Cope temporarily with stress

Stress Reduces national economy by $500 billion Leaves almost half of all adults with health problems Causes between 60 and 80 percent of industrial accidents In workplace, is primarily caused by incompetent management

Managers Who Experience Stress... selectively perceive information fixate on a single approach to a problem overestimate how fast time passes adopt a crisis mentality consult and listen to others less rely on old habits are less able to generate creative thoughts

Stress as a Force Field Driving Force A Restraining Force A Current Level of Functioning Driving Force A Driving Force B Driving Force C Driving Force D Restraining Force A Restraining Force B Restraining Force C Restraining Force D

Reactions to Stress Alarm – increase in anxiety, fear, sorrow or loss Resistance – attempt to control stress using defense mechanisms Exhaustion – stop trying to defend against stress. Stress related pathology occurs in this stage

Stress Defense Mechanisms Aggression – attack stressor directly Regression – use behavior that was successful at an earlier time Repression – deny that stress exists Withdrawal – leave stressful situation Fixation – persist in response regardless of effectiveness

Experiencing Stress STRESSORS Anticipatory Encounter REACTIONS Time Situational REACTIONS Physiological Psychological RESILIENCY Physical Psychological Social

Types of Stressors Time Stressors Work overload Lack of control Encounter Stressors Role conflicts Issue conflicts Action conflicts

Types of Stressors Situational Stressors Unfavorable working conditions Rapid change Anticipatory Stressors Unpleasant expectations Fear

Consequences of Stress Physiological Immune response Coronary disease Viral infection Psychological Burnout

Percent of EE’s reporting burnout Some Causes of Burnout Employees free to talk to each other Personal conflicts on job Mgmt unsupportive of employees Sick and vacation benefits 20% 40% Percent of EE’s reporting burnout

Stress as a Person/ Situation Interaction Assumption: Events trigger stress, but people respond to stress differently Resiliency factors moderate stress Without Resiliency Reaction Stressors With Resiliency No Reaction

Resiliency Factors Physical: cardiovascular health, dietary control, rest Psychological: emotionality, self-esteem, hardiness Social: close emotional ties, common experiences, supportive interactions, mentors, teams

Managing Stress Enactive Strategies Proactive Strategies Reactive Strategies Purpose Eliminate stressors Develop resiliency Temporary coping Effects Permanent Long term Short term Approach Enactive Proactive Reactive Time Required Long Moderate Immediate

Eliminating Stressors Type of Stressor Elimination Strategy Time Effective time management. Efficient time management. Delegating Encounter Collaboration and team building Emotional intelligence Situational Work redesign Anticipatory Goal setting Small wins

Managing Time Effectively Spend time on important, not urgent, matters Identify what you feel is important vs. what you feel is urgent Focus on results, not methods Don’t feel guilty for saying “no”

Types of Activities That Determine Time Use URGENCY HIGH LOW 1 Crises Customer Complaints 3 Developmental Opportunities Innovating Planning HIGH LOW IMPORTANCE 2 Mail Ringing Telephone Unscheduled Interruptions 4 Escapes Routines Arguments

Personal Principles for Time Use Ask yourself: What do I stand for? What do I care passionately about? What do I want to be remembered for? What do I want to have accomplished 20 years from now? What principles do I want everyone in the world to follow?

Managing Time Efficiently – 20 Rules for Everyone Read selectively Make a list of things to accomplish Have a place for everything Prioritize your tasks Do several trivial things simultaneously List five 10-minute tasks Divide up large projects Determine critical 20 percent of tasks Save best time for important matters Limit others’ access to you Don’t procrastinate Keep track of time Set deadlines Do something productive while waiting Do busy work at one set time Reach closure on one thing per day Schedule some personal time Don’t worry on continuing basis Write down long-term goals Be alert for ways to improve your time management

Managing Time Efficiently – 20 Rules for Managers Hold routine meetings at end of day Hold short meetings standing up Set a time limit Cancel meetings sometimes Have agendas, stick to them, and keep track of time Start meetings on time Prepare meeting minutes and follow up Insist that subordinates suggest solutions to problems Meet visitors in doorway Go to subordinates’ offices Don’t overschedule your day Have someone else answer phone and e-mail Have a place to work uninterrupted Do something with each piece of paper Keep workplace clean Delegate work, identify amount of initiative granted, and give others credit for their success

Collaboration Maintain an “emotional bank account” Make deposits by treating people with kindness, courtesy, honesty and consistency Minimize withdrawals made by not keeping promises, not listening, not clarifying expectations, or not allowing choice

Emotional Intelligence Emotionally intelligent people can: recognize their own emotions manage their own emotions regulate emotionally influenced behavior (delay gratification) empathize with the emotions of others manage the emotions of others

Work Redesign Lack of freedom is most important contributor to stress Use job redesign model to reduce stress combine tasks form identifiable work units establish customer relationships increase decision-making authority open feedback channels

Eliminating Anticipatory Stressors through Goal Setting 1. Establish a Goal 2. Specify Actions and Behavioral Requirements 4. Identify Criteria of Success and a Reward 3. Generate Accountability and Reporting Mechanisms

Small Wins Strategy Identify something under your control Change it in a way that leads toward desired goal Find another small thing to change and change it Keep track of changes made Maintain the small gains made through change

Developing Resiliency Some stressors will not go away Resiliency increases capacity to withstand negative effects of stress

Balance Life Activities

Increase Cardiovascular Conditioning MOVE! Exercise: Lowers blood pressure Increases heart efficiency Lowers triglyceride levels Lowers cholesterol Increases energy Reduces anxiety and depression

Take Control of Your Diet Eat a variety of foods Maintain optimal weight Reduce fat intake Eat more whole foods Reduce sugar intake Reduce sodium intake Avoid alcohol and caffeine

Improve Hardiness Take control of your life Do something that you can be committed to and involved in Feel challenged by change, not paralyzed

Moderate Type A Personality Syndrome Type A people: have a chronic, combative struggle with the social and physical environment are aggressive, hostile, impatient are subject to time demands, self-imposed pressure eat fast, walk fast, talk fast!

To Moderate Type A Behavior Focus on small wins Use deep-relaxation strategies meditation yoga self-hypnosis biofeedback

Increase Social Resiliency Maintain friendships and family relations Find and use a mentor must be two-way relationship Work in teams involve others in defining challenges encourage participation share resources broadly focus on team, rather than individual, rewards

Temporary Stress Reduction Muscle relaxation Deep breathing Visualization - Imagery and fantasy Rehearsal Reframing

Managing Your Own Stress Enactive, proactive and reactive strategies Recognize and observe your own stress reactions (e.g., irritability, muscle tightness, fatigue, sleep disorder, distractibility, confusion, etc. Learn to surf...reframe perceptions

Managing Your Own Stress Build time management skills Regularly revisit goals and priorities, beware of reactivity Learn to delegate. Trust and share your work with others Communicate and participate with colleagues and employees Find reason and time to laugh

Managing Others’ Stress... attend to your own stress mentor and monitor time management: set goals with time lines, check in regularly redesign work: task demand, control, intellectual challenge, clarified responsibilities set boundaries and expectations: create a healthy organizational culture

Managing Others’ Stress... make time to play, celebrate small and big wins, develop relationships, and relax don’t sweat the small stuff communicate and participate