How do you deal with stress at work? Have you ever thought of organizing, prioritizing and managing your time?
It’s Monday morning at my job and work has just started to pile up on my desk. I’m beginning to feel the stress. I immediately start to make a list of my priorities. If I have any meetings or appointments I enter them on the list with the time of the meeting or the appointment and leave space to write or type in
my work projects. My most important work priority is listed first on my list after placing my meetings and appointments, with the due dates of the work and how long it will take for each project. I always allow a little extra time for difficult jobs. This is my “mapping out phase”. Then I set to work doing the work, meetings, and appointments that are due that day.
I begin to work on my first project and I am so involved in the work that my stress has been forgotten. From time to time I check my watch to stay on time with my schedule. When I finish that job I cross it off my list and start on the next one. At this point usually an hour or two has passed and I stand up stretch and reach for my bottle of water and take a sip. Then I reach for a celery stick, a carrot, or a granola bar. Then I continue working on the next item on my list.
When someone comes in and asks me to do something for them, I quickly decide if I can help them in 30 seconds or less or whether it will have to be put on tomorrows list. My priorities have already been established by my organized list, my map for the day. I have learned when it is necessary to say “no” or put them off until tomorrow.
If someone suddenly comes in and demands money for a job I have never heard of. I ask them to let me copy their original invoices or bills so I can investigate their claims within the next 48 hours. I will also ask for a phone number to reach them. I quickly make a copy and return their original to them. I look directly at them, when I speak to them, and reply calmly despite the nastily made demand for money. After the person leaves, I will write down what time the person came to my office and how they behaved. On Tuesday, I will verify if the work was done, how well it was done and if the bill is correct. I will also ask for before and after pictures of the job.
I recently joined a local Toastmasters club which gave me the skills and confidence to speak quickly and clearly in response to almost anyone’s tirade. At Toastmasters this impromptu speaking is called Table Topics. During our Toastmasters meeting a different question is asked to each Toastmaster member by the Table Topics Master. Each member speaks for a minute or two on the specific question asked. We do not know what the question will be so we have to think of an answer to the question within a few seconds. This is a wonderful way to learn to speak quickly on your feet. My Toastmasters club also teaches you how to prepare a speech and how to deliver the speech with confidence. Our members critique our speeches to tell us how to make each speech better. My Toastmasters club has helped me improve my oral and written communications skills and has made me a better leader.
So, what are the 3 ways you can relieve your stress through time management?
1) “Map out” all your work by scheduling and organizing your work on a sheet of paper or on your computer. Remember to “prioritize” your work. Think about which job is most important and when it is due. Also decide how long it will take you to do the work and add in a little extra time in case you run into difficulties. Place your most important job that is due that day as “number 1” on your list and continue filling out your schedule. If you have any meetings or appointments put them on the list with the time of the meeting or the appointment and move around the prioritized work to fit in your schedule. All work, meetings and appointments must be listed on your schedule, your map. When someone comes in and asks you to do something extra for them, quickly decide if you can help them in 30 seconds or less or whether you should tell them “no” or that you will put their request on tomorrows list. Remember your priorities have already been established on your organized list, your map for the day.
2) When someone comes in demanding money or anything else, copy all documents, look them in the eye, remain calm, and tell them you will investigate the matter within 48 hours. Ask for their phone number. After they leave, write down their name, what time they came in, and how they behaved. On Tuesday’s list verify if the work was done, how well it was done and if the bill is correct. Also ask for before and after pictures of the job.
3) Visit a Toastmasters club near you to see how you can learn to think faster on your feet and be more comfortable dealing with difficult people. Toastmasters clubs also teach their members to prepare speeches, to give speeches improving both written and oral presentations.
You too can manage your stress by using the principals of time management to organize and map out your work and your time.
Madeline Frank, Ph.D. is an Amazon.com Best Selling Author, sought after speaker, business owner, and concert artist. She helps businesses and organizations "Tune Up their Businesses". Her innovative observations show you the blue prints necessary to improve and keep your businesses successful.
For more information about booking Dr. Madeline Frank for your next event email her at mfrankviola@gmail.com or visit http://madelinefrank.com/.