MANAGING TIME & STRESS Murali D. Nair, PhD Clinical Professor University of Southern California

TOO MUCH TO DO, TOO LITTLE TIME Working Harder/Longer is NOT the answer Avoid the “Activity Trap” Busy Work vs. Highest Priorities REFLECT: 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 Priorities ABCD 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 else c.Filing it d.Discarding it e.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 directly REFLECT: 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 Outlines 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 STRESS Role 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 STRESS Reconnect 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 STRESS Develop 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 Breathing Nature Yoga, Tai Chi Exercise (walk, bike ride) Raw food New Friends Books Art (paint, write poems, write short stories) Random acts of kindness REFLECT: Have you ever tried any of these home remedies?

READINGS Dr. 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.