Coping with Stress

Coping with Stress 

Breathing Stretching Exercise: Conventional yogic breathing exercises help us
overcome anxiety and stress.

Besides, it also –
• steadies the mind in concentration
• improves digestion
• increases appetite
• reduces the risk of coronary diseases.

The way to perform a breathing exercise is as follows: Sit cross-legged. Close the right
nostril with the right thumb and inhale very, very slowly through the left nostril. Then with the
little and ring fingers of the right hands close the left nostril. Retain breath as long as you
can. Then exhale very slowly after removing the thumb. This stage constitutes one
process. Again inhale through the right nostril, retain the breath and exhale through the left
nostril. This ends the process. One can do 20 in the morning and 20 in the evening.

This relaxation technique will help you deal with high levels of stress. This exercise can be
done anywhere - even at your desk.

• Sit on a chair (armless is preferable) with your right hand hanging by your side and
your left hand resting on your left thigh.

• Sit upright, with a straight spine. Imagine that you have a piece of string attached to
the crown of your head that is pulling you gently up, and extending your spine.

• Close your eyes and slowly breathe in through the nose and out through the mouth.
Breathe using your diaphragm (letting your stomach out on the in breath). Do this
for a minute or so until you are happy that your breathing is deep and regular.

• Next, concentrate on your heart. The blood in the heart is pumped first toward the
upper right of the body. Follow, in your mind, the image of the blood flowing from the
heart, towards the shoulder, down the right arm to the fingertips. When it gets to the
fingertips it turns, goes back up the arm and continues its journey around the body.

• Focus on the fingertips. You should feel a gentle tingling sensation. This is not magic;
it is just that your concentration is now on your fingers - not your problems. The
more relaxed the muscles are, then the quicker the tingling sensation and the stronger
it is. When you have repeated this exercise several times you can put yourself
in a focused and relaxed state very quickly.

• Once you have reached a satisfactory level of relaxation and clarity of thought, count
down slowly from ten to zero. At zero take a final full breath in and out, open your
eyes, and do what you need to do.

You can stay in this state for as long as you want or need to. As a preparation for action,
clearing the mind and stepping away from the speed and confusion of our daily lives, this
exercise is ideal.

Coping with Stress – Physical stress-busters

Coping with Stress – Physical stress-busters

 Stretching Exercise: 

Regular physical exertion of any intensity helps discharge muscle
tension and builds strength, resilience and energy. Here is a simple stretching exercise
managers can practice sitting right at the desk. Try to do 3-4 exercises at least once every
hour of continuous work, breaking for 5-10 minutes. Try to do exercise 1 more frequently.
Adopt a good posture with shoulders and arms relaxed. Perform each stretch smoothly
and SLOWLY, avoid jerky and bouncy movements. (Source: www.bbk.ac.uk – Stretching
Exercises at Your Desk)

1. Neck Stretch – Sit tall. Keep face forward; try to touch your left shoulder with your
left ear. Hold for 6 seconds. Return head upright. Repeat on the right. Do not tense
or hunch your shoulders. Repeat 6 times on both sides.

2. Diagonal Neck Stretch – Turn your head slightly towards the right and then look
down as if you are looking in your pocket. Stay like this for 15 seconds and then
relax. Now do the same on your left side. Do this exercise for three times on each
side.

3. Cable Stretch – While sitting with chin in, shoulders relaxed, hands relaxed in lap,
and feet flat on the floor, imagine a cable pulling the head upward. Hold for 3 seconds
and relax. Repeat 3 times.

4. Shoulder Shrug – Slowly bring shoulders up to the ears and hold for approximately
3 seconds. Rotate shoulders back and down. Repeat 10 times.

5. Executive Stretch – While sitting, lock hands behind head, bring elbows back as
far as possible. Inhale deeply while leaning back and stretching. Hold for 20 seconds.
Exhale and relax. Repeat 1 time.

6. Foot Rotation – while sitting, slowly rotate each from the ankle. Rotate each foot 3
times in one direction, then 3 times in the opposite direction. Relax. Repeat 1 time.

7. Hand Shake – While sitting, drop arms to the side; shake hands downward gently.
Repeat frequently.

8. Wrist Stretch – Hold arm straight in front of you. Pull the hand backwards with the
other hand, then pull downward. Hold for 20 seconds. Relax. Repeat 3 times each.

Coping with Stress – Physical Techniques

Coping with Stress – Physical Techniques

In the past, daily work was largely physical. Now that physical exertion is no longer a
requirement for earning a living, people do not get rid of stress so easily. It accumulates
very quickly. People need to develop a regular exercise program to reduce the effects of
stress before it becomes distress. Regular physical activity improves health in the following
ways:

• Reduces the risk of dying prematurely
• Reduces the risk of dying from heart disease
• Reduces the risk of developing diabetes
• Reduces the risk of developing high blood pressure
• Helps reduce blood pressure in people who already have high blood pressure.
• Reduces the risk of developing colon cancer
• Reduces feelings of depression and anxiety
• Helps control weight.
• Helps build and maintain healthy bones, muscles, and joints.
• Helps older adults become stronger and better able to move about without falling.
• Promotes psychological well-being

Responses to Stress

Responses to Stress

Medical professionals call the body’s reaction to stress as General Adaptation
Syndrome (GAS). Originally described by Hans De Solye in the 1920s, the general
adaptation syndrome describes a three stage reaction to stress. Stressors in humans
include physical stressors - emotional or mental stressors.

Stage 1: Alarm reaction

The first stage of the general adaptation stage, the alarm reaction, is the immediate
reaction to a stressor. This is the “Fight or Flight” response that prepares the body for
immediate action. The physical and emotional “fight or flight” response to stress ensues
automatically, as a natural defense mechanism, whether or not the threat is real. Its
major characteristics are:

• Adrenaline starts pumping
• Breathing quickens
• Heart starts pounding (beats quicker, too)
• Blood pressure increases
• Blood vessels constrict

• Blood rushes from the internal organs to the muscles These reactions are a part of
human inheritance, giving one the added strength one needs in emergencies. If a
real threat were to materialize, one would be prepared to meet it head on. If, on the
other hand, the threat is imagined, or is one that does not require a physical reaction,
the pent-up energy is released.

Common causes of stress

Common causes of stress

Common causes of stress within the workplace include:

• The Drive for Success: Modern society is driven by ‘work’. Personal adequacy
equates with professional success and people crave for status and abhor failure.
The demand for monetary success / professional status is simply overwhelming.

• Working Conditions: Physical and mental health is adversely affected by
unpleasant working conditions, such as high noise levels, lighting, temperature and
unsocial or excessive hours.

• Overwork: Stress may occur through inability to cope with the technical or intellectual
demands of a particular task. Circumstances such as long hours, unrealistic
deadlines and frequent interruptions will compound this.

• Underwork: This may arise from boredom because there is not enough to do, or
because a job is dull and repetitive.

• Uncertainty: About the work - role objectives, responsibilities, and expectations,
and a lack of communication and feedback can result in confusion, helplessness,
and stress.

• Conflict: Stress can arise from work which the individual does not want to do or
that conflicts with their personal, social and family values.

• Responsibility: The greater the level of responsibility the greater the potential level
of stress

• Relationships at work: Good relationships with colleagues are crucial. Open
discussion is essential to encourage positive relationships.

• Changes at work: Changes that alter psychological, physiological and behavioural
routines such as promotion, retirement and redundancy are particularly stressful.

Through timely identification and conscious intervention, managers must try to deal
with the stressors. They should speak to themselves and seek answers to questions
such as:

• What are the sources and levels of stress?
• How is stress affecting their health?
• How is stress affecting performance in the workplace?
• How knowledgeable are they about managing stress?
• What additional support they need for mitigating the stress?

Stressors and Stress Factors

Stressors and Stress Factors

Internal psychological stress can often be the most harmful because there is frequently
no resolution to the stressful situation. These stressors are anxieties about events that
may or may not happen, and the stress response continues to be active as long as one is
worrying about it. The internal psychological stressors include:

• Lifestyle choices
• Caffeine
• Lack of sleep
• Overloaded schedule
• Negative self – talk
• Pessimistic thinking
• Self criticism
• Over analysing
• Mind traps
• Unrealistic expectations
• Taking things personally
• All or nothing thinking
• Exaggeration
• Rigid thinking
• Personality traits
• Perfectionists
• Workaholics

Stressors and Stress Factors

Stressors and Stress Factors

In recent times, there has been increasing interest in distinguishing the effects of physical
and psychosocial workplace stressors on the aetiology of work-related health disorders
Generally, people are prone to either internal or external stressors, and both types have
physical or psychological origins. Physical external stressors include unpleasant
environmental conditions such as pain or hot and cold temperatures. Physical internal
stressors include things like infections or inflammation.

External psychological stressors are such things as poor working conditions or
conflicting relationships.
 External psychological stressors include:

• Physical Environment
• Noise
• Poor Lighting
• Heat
• Confined Spaces
• Social Interaction
• Rudeness
• Bossiness
• Aggressiveness
• Bullying
• Organisational
• Rules
• Regulations
• Deadlines
• Major Life Events
• Birth
• Death
• Transfer
• Promotion
• Marital problems
• Daily Hassles
• Commuting
• Mechanical breakdowns

Kinds of Stress-Chronic Stress

Kinds of Stress-Chronic Stress

Chronic stress comes when a person never sees a way out of a miserable situation.
It’s the stress of unrelenting demands and pressures for seemingly interminable period.
With no hope, the individual gives up searching for solutions.

Some chronic stresses stem from traumatic, early childhood experiences; get
internalized and remain forever painful and present. Some experiences profoundly
affect personality. A view of the world, or a belief system, is created that causes unending
stress for the individual. When personality or deep-seated convictions and beliefs must
be reformulated, recovery requires active self-examination, often with professional help.
The worst aspect of chronic stress is that people get used to it. They forget it is there.
People are immediately aware of acute stress because it is new; they ignore chronic
stress because it is old, familiar, and sometimes, almost comfortable.

Chronic stress kills through suicide, violence, heart attack, stroke, and, perhaps, even
cancer. People wear down to a final, fatal breakdown. Because physical and mental
resources are depleted through long-term attrition, the symptoms of chronic stress are
difficult to treat and may require extended medical as well as behavioral treatment
and stress management.

Kinds of Stress-Episodic Acute Stress

Kinds of Stress-Episodic Acute Stress

The symptoms of episodic acute stress are the symptoms of extended over arousal:
persistent tension headaches, migraines, hypertension, chest pain, and heart disease.

Treating episodic acute stress requires intervention on a number of levels, generally
requiring professional help, which may take many months.

Often, lifestyle and personality issues are so ingrained and habitual with those suffering
episodic acute stress that they see nothing wrong with the way they conduct their lives.
They blame their woes on other people and external events. Frequently, they see their
lifestyle, their patterns of interacting with others, and their ways of perceiving the world
as part and parcel of who and what they are.

Sufferers can be fiercely resistant to change. Only the promise of relief from pain and
discomfort of their symptoms can keep them in treatment and on track in their recovery
program.

Kinds of Stress

Kinds of Stress

American Physiological Association classifies stress into three categories - acute
stress, episodic acute stress, and chronic stress — each with its own characteristics,
symptoms, duration, and treatment approaches.

1. Acute Stress

Acute stress is the most common form of stress. It comes from demands and pressures
of the recent past and anticipated demands and pressures of the near future. Acute
stress is thrilling and exciting in small doses, but too much is exhausting. A fast run
down a challenging ski slope, for example, is exhilarating early in the day. That same
ski run late in the day is taxing and wearing. Skiing beyond limits can lead to falls and
broken bones. By the same token, overdoing on short-term stress can lead to
psychological distress, tension headaches, upset stomach, and other symptoms.
Because it is short term, acute stress doesn’t have enough time to do the extensive
damage associated with long-term stress. The most common symptoms are:
• emotional distress: some combination of anger or irritability, anxiety, and
depression, the three stress emotions;
• muscular problems including tension, headache, back pain, jaw pain, and the
muscular tensions that lead to pulled muscles and tendon and ligament
problems;
• stomach, gut and bowel problems such as heartburn, acidity, flatulence, diarrhea,
constipation, and irritable bowel syndrome;
• elevation in blood pressure, rapid heartbeat, sweaty palms, heart palpitations,
dizziness, migraine headaches, cold hands or feet, shortness of breath, and
chest pain.
Acute stress can crop up in anyone’s life, and it is highly treatable and manageable.

Eustress and Distress

Eustress and Distress

Not all stress is detrimental. Indeed, a certain amount of stress in life is desirable. It
relieves monotony, spurs people toward worthwhile goals, and is an integral part of
many pleasurable activities: the joy experienced with successful accomplishments,
for example. Selye coined the word “eustress” (good stress) to refer to stress of this
kind, and to distinguish it from distress, which is prejudicial to health and well-being.

Eustress or positive stress occurs when the level of stress is high enough to motivate
a person to move into action to get things accomplished.

Eustress provides a sense of urgency and alertness needed for survival when confronting threatening situations.

Distress or negative stress occurs when the level of stress is either too high or too low
and the body and/or mind begin to respond negatively to the stressors. It is a
contributory factor to ill-health, such as headaches, digestive problems, skin complaints,
insomnia and ulcers. Excessive, prolonged and unrelieved stress can have a harmful
effect on mental, physical and spiritual health.

The Physiology of Stress contd.,

The Physiology of Stress contd.,

A. Brown, Remedial Massage Therapist, L.C.S.P. (Assoc)

unresolved stress may also manifest itself through increased consumption of alcohol,
drugs, food, caffeine or tobacco. These behaviours ordinarily mask your stressors
rather than empower you to deal with them.
Symptoms of Stress
Below are some of the symptoms of stress listed out by Palmer, S. and Dryden, W.
(Counselling for Stress Problems). It should be noted that these symptoms can also
occur with a range of medical or psychological disorders.

Behavioural Symptoms

Restlessness
Loss of appetite/ overeating
Aggression/ irritability
Poor driving
Accident proneness
Sleep disturbances/ insomnia
Increased nicotine/ caffeine intake
Avoidance/ phobias
Impaired speech/ voice tremor Anorexia, bulimia
Poor time management

Behavioural Symptoms

• Appetite changes - too much or too littel
• Eating disorders - anorexia, bulimia
• Increased intake of alcohol & other durgs
• Increased smoking
• Restlessness
• Fidgeting
• Nail biting
• Hypochondria

Compulsive behaviour

Checking rituals
Tics, spasms
Nervous cough
Low productivity
Withdrawing form relationships
Clenched fists
Teeth grinding
Talking/walking/eating faster
Increased absenteeism
Decreased/ increased sexual activity
Sulking behavior
Frequent crying
Unkempt appearance
Poor eye contact
Alcohol/drug abuse

Emotional Symptoms

Anxiety
Depression
Anger
Guilt
Hurt
Morbid jealousy
Shame/ embarrassment
Suicidal feelings
Physical Symptoms
Tension
Headaches
Palpitations


PHYSICAL SYMPTOMS

• Sleep pattern changes
• Fatigue
• Digestion changes
• Loss of sexual drive
• Headaches
• Aches and pains
• Infections
• Indigestion
• Dizziness
• Fainting
• Sweating & trembling
• Tingling hands & feet
• Breathlessness
• Palpitations
• Missed heartbeats

Cognitive Symptoms

I must perform well
Life should not be unfair
Self/other-damning statements
Low frustration statements e.g. I can’t stand it.
I must be in control
It’s awful, terrible, horrible, unbearable etc.
I must have what I want
I must obey ‘my’ moral code and rules
Others must approve of me
Cognitive distortions e.g. all or nothing thinking
Interpersonal Symptoms
Passive/ aggressive in relationships
Timid/ unassertive
Loner
No friends
Competitive
Put other’s needs before own
Sycophantic behaviour
Withdrawn
Makes friends easily/ with difficulty
Suspicious/ secretive
Manipulative tendencies
Gossiping

Biological Symptoms

Flu/common cold
Lowered immune system
Poor nutrition, exercise and recreation
Organic problems
Diarrhoea/ constipation/flatulence
Frequent urination
Allergies/skin rash
High blood pressure/ coronary heart disease(angina/heart attack)
Dry skin
Chronic fatigue/ exhaustion/ burn-out
Cancer
Diabetes
Rheumatoid arthritis
Asthma
Biologically based mental disorders
Epilepsy
Use of: drugs, stimulants, alcohol, tranquillizer, hallucinogens

The Physiology of Stress

The Physiology of Stress

Our bodies’ reaction to stress is rooted in our ancestry. In earlier times, stress had a survival
value. All animals have inherent in them an emergency reaction to get themselves out of
danger quickly. This is what is often called the ‘Fight or Flight’ or ‘Alarm’ reaction. When
the mind perceives a threat the ‘Alarm Button’ or hypothalamus in the brain is pressed.

The brain then sends out messages to different parts of the body, which is immediately
prepared for action, system by system.

1. The muscles - become tense.
2. The adrenal glands - these are situated above our kidneys and release stress
hormones to get the reaction going and sustain it.
3. The heart - beats faster. Blood pressure rises. The major blood vessels dilate and
more blood is therefore sent to vital organs e.g. the muscles needed to run away or
to fight.
4. The lungs - faster breathing increases the oxygen supply to produce energy, and
eliminate the waste carbon dioxide.
5. The liver - releases glycogen (stored sugar) into the blood supply, raising blood
glucose for energy
6. Stored fats - are released, again for use as energy by the muscles.
7. The skin - sweats to keep us cool.
8. The eyes - pupil dilates to improve our sideways vision to find a way of escape.
9. The digestive system - slows down and almost stops temporarily, as the blood is
diverted to more important organs e.g. muscles. The food stays longer in the
stomach, the bowel slows down and the bowel sphincters close.
10. The bladder sphincters close.

There are many other changes, but these are the most important. This reflex was a lifesaver
for our prehistoric ancestors who had to ‘fight’ or ‘flee’ regularly to save their lives.
Occasionally, it is useful for us if we need to respond very rapidly on a physical level to a
threat - for example, if we are charged by a bull whilst sitting in a field! A surge of energy
will help us reach the gate in time. It is an emergency reaction for use in the short term only,
followed by a time for ‘winding down’ after the chase or the fight, during which the affected
organs in the body can return to normal. Problems develop when the reaction is sustained
for longer periods as happens too frequently in the present day and in war-torn regions.

The perceived ‘threats’ in modern society are less likely to be physical attacks on us.
Rather, they take the form of psychological pressures resulting from the many different and
often conflicting demands made on us, as we attempt to fulfill expectations laid on us in our
various roles as workers, parents, partners, colleagues, friends etc. When experiencing
‘distress’ the body systems are put out of balance and then remain in this state, resulting
all too often in ill health. The irony is that what was intended as a life saving reflex is now
one of the major causes of serious illness in our society.

Understanding Stress

Understanding Stress

Medical research suggests that some thirty hormones are released as part of the
body’s automatic and innate “fight or flight” stress response. These hormones provide
quick energy to cope with emergencies and exigencies. Stress hormones often build
and, without release, contribute to wear and tear. Excessive stress can inhibit the body’s
immune system functioning and directly impair the functioning of key body systems.
This is the reason why stress can increase one’s susceptibility to illness, exacerbate
an illness, or protract recovery from an illness.

Unrelieved stress, over time, can take the form of:
• Tense muscles that lead to headache, neck-ache, jaw-ache, back-ache
• Stomach pain, indigestion, bowel upset, ulcers
• Feelings of anxiety, nervousness, tension, helplessness
• Increasing anger or irritability, chest pain
• Depression, exhaustion, lack of concentration, insomnia
• Restlessness, boredom, confusion, the impulse to run and hide

Persons who are stressed may “take out” their frustration on those around them. Others
may keep their feelings to themselves and experience a sullen gloomy feeling or a
sense of isolation.

Stress Management Skills

Stress Management Skills

Understanding Stress

“It’s not stress that kills us, it is our reaction to it.”
- Hans Selye

Time Magazine (June, 1983) called stress “The Epidemic of the Eighties,” and regarded
it as the leading health problem. There can be little doubt that the situation has
progressively worsened since then. Contemporary stress tends to be even more
pervasive, persistent and insidious. Recent statistics reveal that:

• Stress is now the number one reason behind sickness from work.” (Gee
Publishing Survey)
• “More than two-thirds of people are suffering from work related stress.” (ICM
Research)
• “Stress in the workplace is undermining performance and productivity in 9 out
of 10 organizations.” (Industrial Society)
Stress is defined as the emotional and physical strain caused by a person’s response
to pressure from the outside world. It occurs when there is a mismatch between what
the people aspire to do what they are capable of doing. In other words, stress results
when the pressure to perform a certain task is greater than the resources available to
perform it.

S = P > R
[S - Stress; P-Pressure; R- Resource]

Stress is not altogether a modern phenomenon. Stress has been of concern in the
medical profession since the days of Hippocrates. Walter Cannon, a physiologist at
Harvard, however, formalized the modern notion of stress, at the beginning of the
twentieth century. Cannon described the “flight or fight response”, a heightened arousal
state that prepares an organism to deal with threats. When under threat, one’s body
releases a rush of adrenaline in order to allow a ‘fight or flight’ response (i.e. to give

the push one needs to fight the threat or to run away from it).

TIME MANAGEMENT-Which of the following Time Enhancers have you tried lately?

Which of the following Time Enhancers have you tried lately?

• Listen to radio and TV news shows to keep up on the latest news; this should
enable you to skim through newspapers and magazines.
• Limit recreational TV watching to one hour a day.
• Limit all casual, idle, or gossip chatter to five minutes.
• Open and sort through mail as soon as it arrives at your desk or home; handle
each piece only once.
• Using the “automatic dialing and redial’’ telephone to speed up making and
returning phone recalls.
• Use a timer to help you limit phone calls to less than five minutes.
• Hold as few meetings as possible; use an agenda and stick to it; limit the time to
no more than one hour for each meeting.
• Pay each bill on the day it arrives in the mail, keeping the entries in your checkbook
accurate and up to date.
• Use daydreaming as a form of stress release or relaxation, and limit it to a total
of fifteen minutes per day.
• Get professional help for personal problems if you find thinking about them
occupies a lot of your free time.
• Use a tape recorder with ear phones to listen to motivational tapes, relaxation
tapes, or soft relaxing music when in traffic or on a commuter bus, train, plane,
etc.
• Use a daily schedule book or “date minder’’ to create a log of scheduled activities
to help you review your success at managing your time.
• Bring books and mail to read or a tape recorder to listen to when you have appointments
where you know you will be waiting for a length of time.
• Eliminate naps and extend your nightly sleep time or increase your daily exercise
schedule to increase your energy level.
• Eliminate snacking between meals; eat three balanced meals a day
• Give up smoking (cigarettes, cigars or pipes).
• Give up the need for a “quick one’’ at your local bar, tavern, or lounge.
• Exchange alcoholic consumption time for exercise or some other time enhancer.
• Go shopping with a list, stick to the list, and leave when you have completed your list.
• Avoid browsing shopping unless it is a planned social, couple, or family shopping
activity.
• Find alternative leisure activities that require no betting of legal tender.

Study your answer and take steps necessary to eliminate your time wasters.
Time Tips

SHARMAS COMMUNICATION SKILLS-TIME

TIME

It is said that time and tide waits for none so our attempts would be to make the best use of time
and prevent others from wasting our time too. This chapter winds up all our observations
on time management in this book. It summarizes as to what causes us to waste our time
and suggests solutions to save time as much as possible.

It also offers tips to make the best use of time. As with all the precious resources, time is a scarce resource. The wisdom lies in making the most of it. Horace Mann says:

“Lost, yesterday,
Somewhere between sunrise and sunset,
Two golden hours,
Each set with sixty diamond minutes.
No reward is offered,
For they are gone forever”

Dr. Mackenzie’s Four Steps to Saying “No.”

Dr. Mackenzie’s Four Steps to Saying “No.”

1. Listen
This lets the requesting person know you’re giving full attention to the request and lets
you fully understand what is being asked.

2. Say “No” politely but firmly right away
Don’t build false hopes with wishy-washy answers.

3. Give your reasons, if appropriate
Your reasons may include your priorities, your schedule, etc. This reinforces your
credibility.

4. Offer alternatives, if possible
Demonstrate your good faith by suggesting other ways to meet the person’s need.
There are many ways to say “No” after listening to a request that you simply
cannot handle.

Dr. Mackenzie offers a few:

• “I’m sorry, my other commitments just won’t permit me to take on another project right
now.”

• “You know, on New Year’s Day I promised my family I wouldn’t take on anything else
this year. I’ve been neglecting them too much.”

• “Thanks for the compliment, but I’m afraid I’ll have to decline. maybe next year.”
• If a request catches you off-guard, don’t say anything until you count to ten first.

a. Leaving tasks unfinished: Managers must take time log and assess the impact
of leaving tasks unfinished. They should set deadlines on all important tasks to
provide incentive to complete them. They should get organized to permit effective
control of tasks. They should recognize that sound organization saves time in
retrieving information, processing decisions, and maintaining control over projects.

b. Lack of Self-Discipline: When a manager switches priorities of his team, he makes
self-discipline difficult to practice. S/he should take time log to record frequency,
assess cost, discuss with colleagues to seek ways of reducing problem.

SHARMAS COMMUNICATION SKILLS-Analyzing The Daily Time Log

Analyzing The Daily Time Log

After completing your Daily Time Log, take a few moments to analyze your results.
This analysis will give you a clear picture on how you spend your time and how you can
improve.
1. Did you have a plan for each day with clear priorities in writing?
2. Were you doing the right job at the right time?
• What did you do that should not have been done at all?
• Could it have been done more effectively at another time?
• Could it have been delegated? If so, to whom can it be delegated?
3. What could be done in a better way?
• Faster
• More simply
• In less detail
• With better results
4. Concerning interruptions:
• How are you interrupted (phone, visitors, meetings, crises, self, boss, clients)?
• How often are you interrupted?
• For how long have you been interrupted?
• How important were the interruptions?
• How long does it take to recover—to get back on track?
• How many interrupted tasks were left unfinished at the end of the day?
5. Concerning contacts/ communications with others:
• How important is time spent in accordance with your real priorities?
• Who (with the right person) are they?
• How often do you spend with them?
• How long?
6. To what extent did you reach your goals?
Source: Mackenzie, R. Alec. The Time Trap, 2nd rev. ed., NY: ANACOM, American Management
Association, 1990.