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Institute for Management Studies • 201 W Liberty St • Ste 100 • Reno NV 89501 • (775) 322-8222 • www.ims-online.com
The Institute for Management Studies 38 Years of Executive Education Excellence
Presents
Managing Competing Demands:
Getting It Done and Having a Life
David Posen, M.D.
(800) 806-2307 [email protected] www.davidposen.com
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MANAGING COMPETING DEMANDS
GETTING IT DONE AND HAVING A LIFE
AN INTERACTIVE SEMINAR FOR
THE INSTITUTE FOR MANAGEMENT STUDIES
prepared and presented by:
David B. Posen, M.D.
Copyright © 2012
by David B. Posen, M.D. All Rights Reserved
1235 Trafalgar Road, Suite 406 Oakville, Ontario L6H 3P1
905-844-0744 or 1-800-806-2307 www.davidposen.com
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BIOGRAPHICAL OUTLINE FOR DR. DAVID POSEN
Dr. David Posen graduated from the University of Toronto Medical School in 1967.
He was involved in a research project in San Francisco before interning in Edmonton, Alberta.
After a year of general practice in the Canadian Arctic he spent a year practicing in Jerusalem.
In 1971 he started a family practice in Oakville, Ontario.
In 1985 Dr. Posen gave up his general practice to devote his time exclusively to stress
management, lifestyle counseling and psychotherapy. He has spoken widely to education,
government, business and professional groups across North America. His clients have included
Warner Brothers, US Steel, Chevron, Verizon, Allstate Insurance, US Foodservice, State Farm,
American Express, Microsoft, Cisco Systems, IBM, Dun & Bradstreet, McKinsey, Hilton Hotels,
University of Florida Athletic Association, KPMG, Ernst & Young, Ford, Hewlett Packard, Deloitte
& Touche, Bayer, Yellow Freight, University of California, Comcast Cable Communications and
the Million Dollar Round Table.
David is the author of three best-selling books, ALWAYS CHANGE A LOSING GAME, STAYING
AFLOAT WHEN THE WATER GETS ROUGH and, most recently, THE LITTLE BOOK OF STRESS
RELIEF, which is now in its tenth printing and has been translated into five languages. His
magazine articles have appeared in Canadian Living and Reader’s Digest as well as several
medical journals. He wrote a weekly column on stress and lifestyle management for a year on
the popular website www.canoe.ca. David has appeared many times on TV and radio across
Canada and has been quoted in many leading U.S. magazines such as People, Cosmopolitan,
Redbook, McCall’s, Men’s Health and USA Weekend.
Married with two children, David lives and works in Oakville, Ontario (near Toronto). In
addition to his busy schedule of seeing patients, writing and public speaking, he is an avid
reader, golfer and tennis player. He played trombone in the Oakville Symphony Orchestra for
nine years and now plays in both the Oakville Wind Orchestra and the Milton Concert Band.
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On a scale of 1-10,
Rate your current work-life balance
BALANCE
STRESS
1 10
On a scale of 1-10,
Rate your current stress level
1 10
© David B. Posen, M.D.
SURVEY RESULTS
29 BALANCE 1 10
STRESS
1 10
12
BALANCE
1 10
STRESS
1 10
4
BALANCE
1 10
STRESS
1 10
6.8
X
6.8
X
4.5
X
6.5
X
7.3
X
4.0
X
© David B. Posen, M.D.
WHY SHOULD YOU CARE?
Chronic Stress Affects:
Health (BP, cholest, insulin, immunity)
Energy (Fatigue, Exhaustion)
Mental Fx. (Concentration, Memory)
Performance & Productivity
Mood (Anxiety, Depression)
Relationships (“Contagious”)
Balance is an Antidote to Chronic Stress
© David B. Posen, M.D.
1
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Healthy Stress Cycle
S S S S R R R R
S = Stress
R = Rest, Relaxation, Recovery
Adapted from Eli Bay
Perpetual Stress Syndrome
S S S S R R R R
We’re not designed for this
© David B. Posen, M.D.
2
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4-Part Visual Metaphor
HERE
AND
NOW
GOAL
© David B. Posen, M.D.
LISTEN ON TWO CHANNELS
1. You as Individual
2. You as Leader
Role Model
Gatekeeper
Facilitator
Mentor
Shaper of Corporate Culture
© David B. Posen, M.D.
HERE
AND
NOW
Where Are You Now?
© David B. Posen, M.D.
3
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Work - Life Balance
Actual
Job
Home
Chores
%
% % % %
© David B. Posen, M.D.
The Human Function Curve
Good Stress Distress
The Hump
Healthy tension
Exhaustion
Illness
Burn-Out
Comfort zone
Fatigue
Perform ance
Arousal Stress
Adapted from Dr. Peter Nixon
HERE
AND
NOW
Clarifying Goals
GOAL
© David B. Posen, M.D.
4
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Work - Life Balance
Desired Job
Home Chores
%
% % % %
© David B. Posen, M.D.
HERE
AND
NOW
Identifying Obstacles
GOAL
© David B. Posen, M.D.
WHAT TIPS US OVER?
EXTERNAL
DEMANDS
DEADLINES
PEER
PRESSURE
© David B. Posen, M.D.
5
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What are the Unmade Beds
in YOUR Life?
What other Beliefs are running
your life?
© David B. Posen, M.D.
Overcoming Obstacles
HERE
AND
NOW
GOAL
© David B. Posen, M.D.
Work-Life Balance
“The 1st Juggling Act”
Work Life Work Life
© David B. Posen, M.D.
6
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MAXIMIZING PRODUCTIVITY
Work Fresh
Work Smart
Work Long Hours
Work Fast
Work Hard
© David B. Posen, M.D.
PRIORITIZING
Alan Lakein Model
“A” Priorities MUST be done
“B” Priorities SHOULD be done
“C” Priorities MAY be done
PRIORITIZING URGENT NOT URGENT
IMP
OR
TA
NT
Stephen Covey Model
1
4
7
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Anxiety Frustration
Flow Channel
Boredom Apathy
0 0
Chal lenges
Skills From “FLOW” by Mihaly Csikszentmihalyi
Harper & Row, 1990
1. Pick the right people
2. Give clear instructions
3. Confirm understanding
4. Stand Back. Give them room
5. Check periodically. Be available
6. Base accountability on results
7. Praise often & always say thank you
PRINCIPLES OF DELEGATING
© David B. Posen, M.D.
ROLE OF LEADER SUPERVISORS
Getting work done thru others
Planning and Organizing
Delegating
Removing Obstacles
Providing Resources
Developing People
Coaching and Mentoring
Motivating and Inspiring
Creating a Healthy Work Space
From Bill Kinslow, Chevron Internal OD Consultant.
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ROLE OF LEADER SUPERVISORS
Getting work done thru others
What % of your time is spent managing
the work of others?
.
What % is spent doing the work itself?
What % should go to each role?
From Bill Kinslow, Chevron Internal OD Consultant.
AVOID PERFECTIONISM
1. Perfection Isn’t Possible
2. Perfection Isn’t Necessary
3. GEPO (Good Enough, Push On)
4. Good, Fast, Cheap - Pick Any 2
5. 80:20 Rule
© David B. Posen, M.D.
LEARN TO SAY “NO”
BEING SELECTIVE IS
SELF-PROTECTIVE
© David B. Posen, M.D.
9
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MULTI-TASKING 2 Kinds:
Simultaneous (Divided Attention)
Parallel Tasks (2+ balls in the air)
We can’t “split-screen” - Built to focus
Multi-tasking is really Switch-tasking
Takes 16 min. to return to previous task….
…. if at all!
© David B. Posen, M.D.
GET A HANDLE ON E-MAIL
1. Don’t start your day with e-mail
2. Check x2-3/day; Turn off Ringer
3. “Answer” File
4. Send Less - Get Less
5. Avoid “Reply All” and “Cc”
6. Get to the Point (Action Summary)
7. Get off Lists
8. Subject Line: EOM, NRN, NTN
Adapted from “The Hamster Revolution” by Song, Halsey & Burress
10
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The Human Function Curve
Good Stress Distress
The Hump
Healthy tension
Exhaustion
Illness
Burn-Out
Comfort zone
Fatigue
Perform ance
Arousal Stress
Adapted from Dr. Peter Nixon
PRODUCTIVITY
PRODUCTIVITY TIME x EFFORT
PRODUCTIVITY = TIME x EFFICIENCY
PRODUCTIVITY = TIME x EFFECTIVENESS
AVOID “PRESENTEEISM”
© David B. Posen, M.D.
1. When you’re past “The Hump,” working
longer and/or harder is not only
unproductive, it’s counterproductive.
2. Be aware when you cross “The Hump”
3. Don’t cross it too often
4. Don’t get out too far
5. Don’t stay out there for too long
LESSONS FROM THE HUMAN
FUNCTION CURVE
© David B. Posen, M.D.
11
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EVEN VCRs
HAVE A “PAUSE” BUTTON
WE ALL NEED RECOVERY TIME
© David B. Posen, M.D.
RECOVERY ROUTINES
AND RITUALS
• Physical - to renew & refresh your energy
• Mental - to clear your head, rest your brain
• Emotional - to relax and restore calm
• Spiritual - to reconnect to your values
Adapted from “The Power of Full Engagement” by Loehr & Schwartz
TIME OUTS
S
S S S R R R R
Adapted from Eli Bay
We need Time to Refresh and Renew
12
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The Ultradian Performance Rhythm
90 Minutes 20 Minutes 90 Minutes 20 Minutes
En
erg
y/A
cti
vit
y L
evel
Top
Performance
Top
Performance
Ultradian Healing Break
Ultradian Healing
Response
From The 20 Minute Break by. E. L. Rossi, PhD.
The Inefficiency Cycle
Less Sleep & Leisure
Fatigue
Inefficiency
Long Hours © David B. Posen, M.D.
71 62 53
Sometimes, Less Is More!
© David B. Posen, M.D.
“I find I’m more productive
working fewer hours”
13
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50 45
Sometimes, Less Is More!
© David B. Posen, M.D.
“I was cheating myself
by an hour a day”
20
25 25
30 30
35 35
70
55 55
60 60
65 65
40–50 Hours a
Week
Where’s YOUR “Sweet Spot”? High Quality Work:
© David B. Posen, M.D.
It’s better to put in 40-50
productive hours a week
than 50-60 semi-productive
hours a week
© David B. Posen, M.D.
14
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5 RULES FOR VACATIONS
1. Take them - Take all you’re given
2. Take them regularly - spread out
3. Take them before you need them
© David B. Posen, M.D.
(Then you’ll never need them,
you’ll just enjoy them)
4. Come back one day early
5. Leave first day for Catch-ups
Stage 1
STRUGGLE
(Stress, hard work)
Stage 2
TIME OUT
(Breakout Trigger)
Stage 3
BREAKOUT
(Solution/Eureka) Stage 4
ELEVATED “NORMAL”
( insight/performance)
The Breakout Principle
Adapted from Dr. Herbert Benson
Work - Life Balance
“The 2nd Juggling Act”
Family
Friends Relaxation
Exercise
Sleep
Hobbies
Work
© David B. Posen, M.D.
15
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Work-Life “Balance”?
Sleep
56 hrs = 1/3
Work
56 hrs = 1/3
“Life”
56 hrs = 1/3
© David B. Posen, M.D.
MAKING TIME FOR LEISURE
Give yourself Permission
Make it a Priority
Rotate Your Values
Combine Your Values
Trade Money for Time
Turn Off Your Screens
Overcome Guilt (Self-Interest)
© David B. Posen, M.D.
Rotate Your Values
Work
© David B. Posen, M.D.
16
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WORK-LIFE BALANCE
IS NOT A LUXURY
• Increases Energy
• Improves Productivity
• Increases Resilience
• Reduces Stress
• Prevents Burn-Out
• Improves Relationships
• Enhances Self-Esteem
© David B. Posen, M.D.
SELFLESS
(Self Neglect)
SELFISH
(Self Indulgence)
Enlightened
SELF INTEREST
(Self Care)
© David B. Posen, M.D.
Manage your Time
And you’ll manage your Stress
© David B. Posen, M.D.
17
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• Nutrition
• Sleep
• Exercise
• Avoid “vices”
– Caffeine
– Alcohol
– Tobacco
– Drugs
Health Habits
© David B. Posen, M.D.
SYMPTOMS OF SLEEP DEPRIVATION
1. Fatigue
2. Concentration
3. Memory
4. Irritability
5. Depression
6. Immune Response
ARE ALSO SYMPTOMS OF STRESS
© David B. Posen, M.D.
Normal Sleep Pattern
Awake Awake
1
2
3
4
1
2
3
4
1
2
1
2
1
2
T REM REM 90 min.
18
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MRI during arithmetic task after normal night of sleep (top)
and following sleep deprivation (bottom)
From Dec/99 issue of NeuroReport
The Caffeine Effect On Sleep
Awake Awake
1
2
3
4
1
2
3
4
1
2
1
2
1
2
T REM REM 90 min.
19
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Manage your Energy
And you’ll manage your Stress
© David B. Posen, M.D.
YOUR PERSONAL MOSAIC
JOB or
TITLE
© David B. Posen, M.D.
Have a Life to go to
after work
In other words…
GET A LIFE!
© David B. Posen, M.D.
20
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CALL TO ACTION
What are you going to do differently
after you leave here today?
IF YOU DO NOTHING ELSE…
1. Monitor Your Stress and Pace Yourself
2. Get the Sleep you need
3. Cut down on Caffeine
4. Stop Multitasking
5. Take control of E-Mail
6. Delegate as much as possible
7. Do something for yourself every day
© David B. Posen, M.D.
ULTIMATELY,
WORK-LIFE BALANCE IS ABOUT
MAKING CHOICES
© David B. Posen, M.D.
21
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YOU HAVE MORE CONTROL
THAN YOU THINK
NOW YOU HAVE TO USE IT!
© David B. Posen, M.D.
THE PARADOX OF SUCCESS
John R. O’Neil
When Winning at Work
Means Losing at Life
David’s Books Are
Available Online.
Read an Excerpt
Before You Buy.
Visit:
www.davidposen.com
22
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MANAGING COMPETING DEMANDS
SEMINAR FOR INSTITUTE FOR MANAGEMENT STUDIES Prepared and Presented by David B. Posen, M.D.
WORKBOOK INDEX 1. Quotes to Reflect On 2. Assessing Your Values and Priorities 3. Lifestyle Change Worksheet 4. Ways to Work Smart – and Fresh 5. Dealing With Deadlines 6. Learning to Say No 7. Managing E-Mail 8. Healthstyles 9. Sleep 10. Ways To Leave Work At Work 11. Reducing Workplace Stress: Corporate Strategies 12. Ideas for Turning Theory into Action 13. Action Ideas and Reflections 14. Personal Action Plan
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QUOTES TO REFLECT ON IDENTIFY YOUR VALUES AND SUPPORT THEM BEHAVIORALLY Dr. Roger Mellott HOW YOU SPEND YOUR TIME SAYS A LOT MORE ABOUT WHAT YOU REALLY VALUE THAN ANYTHING YOU MIGHT SAY IS IMPORTANT TO YOU From “Love & Survival” by Dean Ornish, M.D. HOW YOU DO ANYTHING IS HOW YOU DO EVERYTHING Zen Saying IN LIFE, THERE ARE EITHER RESULTS OR REASONS START AS YOU MEAN TO CONTINUE WHEN THE GOING GETS TOUGH THE TOUGH GET STRATEGIC YOU CAN HAVE ANYTHING YOU WANT. YOU JUST CAN’T HAVE EVERYTHING YOU WANT TRADEOFFS ARE INEVITABLE
Posen Workbook - Page 1
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ASSESSING YOUR VALUES AND PRIORITIES
A. WHAT I VALUE B. ___________________
HOUSE/HOME
JOB
MONEY
SPOUSE/CHILDREN
YOURSELF (Health, Needs, etc.)
FRIENDS
FAMILY/RELATIVES
© David B. Posen, M.D.
Posen Workbook - Page 2
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LIFESTYLE CHANGE WORKSHEET 1. LIST THREE LIFESTYLE CHANGES YOU’D LIKE TO MAKE
i) ii) iii)
2. WHY HAVEN’T YOU DONE SO? (Reasons, Problems, Barriers) 3. HOW CAN YOU OVERCOME THESE OBSTACLES?
© David B. Posen, M.D.
Posen Workbook - Page 3
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WAYS TO WORK SMART – AND FRESH GET ORGANIZED: Use a “To Do” list – but don’t make it too long! Prioritize (e.g. A, B, C or Urgent vs. Important ) – then do first things first Develop systems, protocols, check lists
Avoid clutter (clear desktop) Develop a good filing system
Work on one thing at a time – avoid multitasking LIMIT DISTRACTIONS AND INTERRUPTIONS: Set aside blocks of time (to work without interruption)
Close your door Put “Do Not Disturb” on your door; put phone on Do Not Disturb Work somewhere other than your office (e.g. board room, library) Work at quiet times (before 9 or after 5)
Cut down on chatting and socializing. Limit personal phone calls. Check e-mail only at set times ENHANCE EFFICIENCY & MAXIMIZE YOUR EFFORTS:
Delegate as much as possible Avoid perfectionism Avoid unrealistic promises, expectations and deadlines Learn to say “no.” Set boundaries & limits (especially with demanding people) Discipline yourself on the phone (be brief) Make use of transition times (make a phone call, write a memo, read a report) Use technology and shortcuts (e.g. phone or e-mail vs writing letters) Ask for help
Do it now (Don’t Procrastinate) WORK FRESH – OPTIMIZE YOUR ENERGY & LEVERAGE YOUR TIME: Arrive well rested Monitor your energy and pace yourself
Take time-outs (nutrition, exercise, meditation, reading, power nap, puzzles, etc.) Breaks throughout the day (mini time-outs)
Leisure throughout the week (midi time-outs) Vacations throughout the year (maxi time-outs)
Do high concentration tasks when fresh, high activity tasks when tired Change tasks (if you’re getting stale)
© David B. Posen, M.D.
Posen Workbook - Page 4
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DEALING WITH DEADLINES
DEFINITION (FROM WEBSTER’S) (Military Usage): A line drawn around a prison, to cross which involves for a prisoner the liability of being instantly shot. Hence, a fixed limit, beyond which disaster is imminent. (Usual Usage): The hour at which the printing forms of a newspaper are locked, after which no copy can be inserted. Hence, the time set as a limit for completion of any operation. The latest time by which something must be done. GUIDELINES 1. Don’t accept or promise what you can’t deliver. Communicate/Negotiate. If unsure whether you can meet a deadline, accept the work only on condition and express your reservation. 2. Only set or accept realistic time frames--and then add a cushion. 3. Plan ahead. Organize. Break the task into component parts with time frames for each. 4. Start early. Don’t procrastinate. 5. Work smart, not hard. Avoid perfectionism. 6. Work when fresh, not tired. Take “time-outs”. 7. Avoid distractions. Stay “on task”. 8. Delegate. And ask for extra help if needed. 9. If running behind schedule, inform people as soon as possible. Brainstorm alternatives with them (such as getting extra help, relieving you of other duties or re-prioritizing the task--i.e.”what’s really essential and what could wait?”) Then keep them up to date with regular progress reports. 10. Reframe the word “deadline” as “time frame”, “scheduling goal” or “time limit”. © David B. Posen, M.D.
Posen Workbook - Page 5
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LEARNING TO SAY NO
“Being Selective Is Self Protective” Benefits of Saying No: 1. Takes pressure off you, less stress 2. People know where you stand 3. Increases your own self-respect 4. You feel more in control (of your self and your life), less like a victim 5. Reduces anger and resentment, increases general happiness 6. Frees up more time for yourself 7. Increases your energy 8. People more appreciative when you do things for them (don’t take you for granted) When is it Appropriate to say NO? 1.When you’re exhausted or stressed out 2. When you’re already overloaded and have no time 3. When you have higher, more important or more pressing priorities 4. When the requester’s expectations are unrealistic 5. When it’s not your job (area of responsibility) 6. When it’s not your area of expertise and someone else can do it better or faster 7. When there’s no benefit to you 8. When you feel the request is a slough or buck-passing How To Say No Acceptably 1. Express your wish and willingness to help (even though you have to decline) 2. Give an explanation 3. Offer to give partial assistance or to do part of the job (if you can’t do it all) 4. Make a counter-offer to do it later 5. Suggest alternatives (other ideas or people to help) 6. Ask what it’s for (to help them clarify their situation and what they really want) 7. Ask for time to think about it 8. Ask “When is the real deadline?” 9. Ask them to help you trade priorities (i.e. “what would you like me to set aside in 10. Say “Let me check/clear it with my boss.” order to help you?”)
© David B. Posen, M.D.
Posen Workbook - Page 6
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MANAGING E-MAIL
1. Check email 2-3 times a day, not continuously. 2. Turn off ringer/sound indicating new messages.
3. Don’t check email first thing in the morning if you’re a morning person,
You’ll end up giving away your best, most productive 30-60 minutes/day.
4. Create a filing system for incoming messages: e.g. To Answer, to Read.
5. Don’t respond to messages unless you have to. Your quick “Thanks Bernie— have a great weekend” Is just one more message for him to download, open and delete. It can be a greater courtesy not to reply
6. Get your name removed from as many e-mail lists as possible. This includes
joke lists (unless the jokes are really funny.)
7. Use filtering programs if you’re inundated with unwanted e-mails
8. Send Less – Get Less (60% of messages you send will elicit a response.) Be your own filtering system. Before you press “send”, ask yourself if this message really needs to be sent at all.
9. KISS: Keep it Short and Sweet – it saves time for everyone.
10. Get to the point. State action requested in the first line. Add pleasantries after.
11. Avoid “Reply All” and “Cc” as much as possible. Use “Blind Cc” if long list.
12. Use acronyms in Subject Line: e.g. NRN (No Response Needed)
NTN (No Thanks Needed) EOM (End of Message) Communication is a great thing. Over-communication is a blight. Use your toys wisely – and encourage others to do the same.
© David B. Posen, M.D.
(Items 8-12 adapted from “The Hamster Revolution”
by Song, Halsey & Burress BK Publishers Inc., 2007)
Posen Workbook - Page 7
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HEALTHSTYLES LIFESTYLE KEYS TO HEALTH AND SUCCESS
1. Avoid caffeine (Coffee, Tea, Cola, and Chocolate). 2. Regular meals, balanced diet, minimal junk and fried foods, eat slowly. 3. Good fluid intake (6-8 glasses of water per day). 4. Adequate sleep (based on your requirements) ± “power nap”. 5. Regular exercise (30 min.; 3 times/wk; aerobic; fun; do a warm-up). 6. Alcohol in moderation (one or two drinks per day maximum). 7. Don’t smoke. Don’t take recreational drugs. 8. Balance between work and leisure. Make time for family and for self. 9. Time-Outs (regularly and as required.) 10. Regular holidays (Take them before you need them). 11. Establish and nurture relationships. Develop a support system. 12. Learn to relax--including Relaxation Skills. 13. Manage your time. Don’t overload your schedule. 14. Manage your money. Don’t get over-extended. 15. Do something for yourself every day.
© David B. Posen, M.D.
Posen Workbook - Page 8
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SLEEP
BENEFITS OF SLEEP Increases Energy (Physical Restoration and Rejuvenation) Allows body to rest (Slows basal metabolic rate, lowers oxygen consumption) Enhances Mental Function & Improves Productivity Improves Alertness, Concentration, Attentiveness & Vigilance Improves Memory Increases creativity and innovative thinking Improves problem-solving ability Increases decisiveness and decision-making ability Increases reflexes (mental and physical) Improves Mood Decreases irritability, depression and anxiety Increases tolerance, resilience and patience Decreases emotional reactivity Improves Health Stimulates growth Stimulates/activates immune system Decreases risk of disease and early death GUIDELINES FOR HEALTHY SLEEP HYGIENE 1. Aim at 8-9 hours per night 2. Go to bed and wake up at the same time each day 3. Develop a bedtime routine to wind down (bath, reading, soft music, etc.) 4. Clear your mind of problems and worries. Think calm and pleasant thoughts 5. Don’t watch TV in your bedroom and especially not at bedtime 6. Don’t do work-related activities in the bedroom 7. Avoid caffeine within 8-10 hours of bedtime 8. Avoid exertion and strenuous exercise within 3 hours of bedtime 9. Avoid heavy meals within 3 hours of bedtime 10. Avoid alcohol within 3 hours of bedtime 11. Avoid sleeping pills 12. Avoid alcohol as bedtime sedative (leads to early morning wakening) 13. Don’t nap if you have trouble sleeping at night & Don’t nap in the evening 14. Do some form of exercise or physical activity during the day 15. Create a conducive sleep environment (dark, quiet and cool) 16. Small snack at bedtime may be helpful especially if it includes milk (which is a natural source of Triptophan, a sleep-enhancing amino acid)
© David B. Posen, M.D.
Posen Workbook - Page 9
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WAYS TO LEAVE WORK AT WORK
1. Don’t bring work home (no briefcase, laptop, reading, etc.) 2. Don’t do work from home (make phone calls, pick up voice mail or e-mail, etc.) 3. Have compelling relationships & activities outside of work (family, friends, hobbies) 4. Shut-off your thinking about work. Compartmentalize. Set boundaries and limits. (use thought -stopping or make an appointment with yourself for later) 5. Focus on home-based activities when away from work; avoid mind wandering back 6. “Park your problems”. Visualize putting them on a shelf or hanging them on the front gate of your house as you arrive home. 7. “Creative worrying” (for when you worry about work, especially at night) 8. Write down ideas that occur to you at home, but only act on them at the office. 9. Organize your next day’s schedule before you leave for the evening or weekend. 10. Clean off your desk at work at the end of each day. 11. Finish projects at the end of the day or week; close the chapter; tie up loose ends 12. Create decompression/buffer time (between work & home or on arriving at home) 13. Change your clothes when you get home (into more comfortable non-work attire) 14. Think of yourself as more than your job or title; don’t over-identify with work. © David B. Posen, M.D.
Posen Workbook - Page 10
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REDUCING WORKPLACE STRESS: CORPORATE STRATEGIES 1. Lead by example – be a positive role model 2. Manage workload volume and velocity. Eliminate unnecessary work 3. Streamline bureaucratic processes (e.g. eliminate multiple levels of approval) 4. Adopt realistic expectations re: hours, deadlines; less emphasis on “face time” 5. Give lieu time for working overtime – to allow recovery and renewal 6. Provide the resources that employees need – human, logistical, technological 7. Give direction, feedback and recognition 8. Develop policies for meetings (e.g. only if needed; only during regular hours; send agenda ahead of time; start and end on time; short, to the point & action oriented; no use of Blackberries, laptops or cell phones; minutes sent soon after with a completion date and designated person for each action item) 9 . Develop travel policies (e.g. only when necessary, not on weekends, direct flights) 10 . Develop vacation policies (e.g. use them or lose them, option to buy an extra week) 11. Develop Email and communication policies (e.g. no electronic messages evenings or weekends, off-hour contact only by phone, consider Email-free days) 12. Provide healthy food, non-caffeinated beverages, exercise and recreation facilities, day care and concierge services; consider providing a quiet meditation or napping room 13. Provide options for flex time, flex place, telecommuting. Promote, encourage and give permission for workers to improve their work-life balance and harmony 14. Provide skills training in time and stress management, delegating, assertiveness 15. Identify difficult people (intimidators, game-players, power-trippers, abusers, bullies) – and deal with them
© David B. Posen, M.D.
Posen Workbook - Page 11
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IDEAS FOR TURNING THEORY INTO ACTION
How to transfer new skills into everyday life. How to move from learning to practice and utilization. How to ensure implementation and sustainability. 1. Review seminar material within 24-48 hours after its completion. This increases retention considerably. 2. Make your personal action plan specific, measurable, realistic, actionable by you and accompanied by completion times. View your action plan as a commitment. 3. Keep your action plan handy for easy reference. Review it at weekly or monthly intervals and tick off completed items. Hold yourself accountable. 4. Start right away. 5. Program yourself for early success by making easier changes first. 6. Change 1 or 2 things at a time. Don’t try to do too much at once. 7. Make it a game---or think of it as an experiment. Give it a try & see what happens 8. Share your action plan with others and invite them to help hold you accountable. Contract completion of certain items with significant people. 9. Get a buddy to make changes with you (e.g. exercise program, quit smoking). 10. Set up a reward system (for changes made or goals reached). 11. Record your progress (on a chart or list). Celebrate your triumphs. 12. Teach others what you’ve learned. It consolidates the learning for you and helps identify any gaps in your understanding 13. View it as an opportunity or responsibility to share new information with others. 14. Go one step further and become a mentor or coach to others. 15. Be a role model to others by applying what you’ve learned. 16. Continue your learning (further reading, courses, coaching, etc.)
© D. B. Posen, M.D.
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ACTION IDEAS and REFLECTIONS Be on the lookout for useful ideas that you can apply in your own life. Jot them down here (in a few words or a phrase). Record Thoughts & Reflections as well.
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PERSONAL ACTION PLAN
What CHANGES are you going to make after you leave today? (Make this a COMMITMENT)
HEALTH HABITS LEISURE, TIME-OUTS, RELAXATION ATTITUDES, BELIEFS & MINDSET SKILLS ACQUISITION (e.g. relaxation techniques, assertiveness training, time management, delegating, etc.) __________________________________________________________ What MEASURES are you going to take to ensure implementation of your plan and sustainability of your commitments?
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