KANKII

TIME MANAGEMENT

EFFECTIVE TIME MANAGEMENT

What Is Time Management?

Time management is the process of planning and exercising conscious control over the amount of time spent on specific activities - especially to increase effectiveness, efficiency or productivity. It is a juggling act of various demands of study, social life, employment, family, and personal interests and commitments with the finiteness of time. Using time effectively gives the person "choice" on spending/ managing activities at their own time and expediency.

Time management is the process of organizing and planning how to divide your time between specific activities. Good time management enables you to work smarter – not harder – so that you get more done in less time, even when time is tight and pressures are high. Failing to manage your time damages your effectiveness and causes stress. 

TYPES OF TIME

Fast Time: When absorbed in or enjoying an activity.

Slow Time: When bored in an activity or having a bad time.

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OVER & UNDER ESTIMATING TIME

Time for tasks & activity can be over or underestimate due to

-Intensity of the activity

-Level of brain function

-Length of gap between enjoyment

-Fear

Effect of Estimating Time Incorrectly

Under Estimation of Time

-Stress due to committing to many tasks

-Poor quality output

-Deadline may be missed

Over estimation of Time

-Stress due to people pressing to have activities completed

-Poor quality output

-Deadline set may not match requirement

WHY DO WE NEED TO MANAGE TIME?

Greater productivity and efficiency.

A better professional reputation.

Less stress.

Increased opportunities for advancement.

Greater opportunities to achieve important life and career goals.

HOW TO USE TIME EFFECTIVELY?

Effective Planning

Setting Goals & Objectives

Setting Deadlines

Delegation of responsibilities

Prioritizing Activities as per their Importances

Spending Right time on Right Activities

GOOD TIME MANAGEMENT

Tidying up our time can improve both self-esteem and motivation. We will also find it easier to stay on top of things if your work space is tidy.

Pick Your Moment, Everybody has time of the day to work better. It is better to schedule difficult task on that time

Don't Procrastinate, But always ask why you are tempted. If a task is genuinely urgent than only go with that work.

Schedule Tasks,Carry a planner or notebook with you and list all the tasks that come to your mind. Make a simple ‘To Do’ list before the start of the day, prioritize the tasks, and make sure that they are attainable. To better manage your time management skills, you may think of making 3 lists: work, home, and personal.

Avoid Multitasking, Most of us feel that multitasking is an efficient way of getting things done but the truth is that we do better when we focus and concentrate on one thing. Multitasking hampers productivity and should be avoided to improve time management skills.

Stay Calm and Keep Things In Perspective,Perhaps the most important thing to remember is to stay calm & should remember that the world will probably not end if you fail to achieve your last task of the day, or leave it until tomorrow, especially if you have prioritized sensibly

Start Early,Most of the successful men and women have one thing in common. They start their day early as it gives them time to sit, think, and plan their day. When you get up early, you are more calm, creative, and clear-headed. As the day progresses, your energy levels starts going down which affects your productivity and you don’t perform as well.

 Deadlines Set Up, When you have a task at hand, set a realistic deadline and stick to it.

Take Breaks, Whenever you find yourself for 10-15 minutes, take a break. Too much stress can take toll on your body and affect your productivity.

Learn to say No,Politely refuse to accept additional tasks if you think that you’re already 

overloaded with work. Take a look at your ‘To Do’ list before agreeing to take on extra work.

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COASTING OF YOUR TIME 

 Coast /Year= Salary+Tax+Office Space+Office Equipment+Maintenance+Profit Generate

Calculate Your Hourly Rate: Work per Year/Working Hours per Year

References

Time Management Skill, Skillsyouneed.com, 2014

10 ways to improve time management skill by Rinkesh Kukreja, lifehack

how to manage stress

Management of Stress

STRESS= PRESSURE > RESOURCE

Types of Stress:

1. Positive Stress
2. Negative Stress

• Positive Stress: Stress has positive  effect like spurring motivation and awarness, providing the stimulation to cope with challenging situation. It provides the sense of urgency and alertness needed for survival when confronting threatening situation.
• Negative Stress: Negative Stress is a contributory factor in minor condition such as headaches, digestive problems, insomnia, peptic ulcers. Excessive, unrelieved stress can lead to disturbance in mental, physical & spiritual health.
• Everyone is different in perceptions and reaction to different events of life. Generally most of the stress are self generated because different people react to different events of life differently like somebody will feel threatened, somebody will stimulated, happy & sad.

How to manage Stress

• Time Management: Plan your day, please set achievable goals, don't waste time making excuses for not doing something else
• Ventilation: Develop a support network with friend because always all the events are not stressful but we perceive it.
• Humor: Good humor helps a lot to reduce your stress & please apply it on your workplace & at home.
• Don’t listen when worry calls your name
• Relieve Muscular tension by doing some small exercises
• Improve Breathing
• Mindful awareness. 

1. As you awaken in the morning, bring your attention to your breathing. Instead of letting your mind spin off into yesterday or today, take mindful breaths. Focus on your breathing, and sense the effects of breathing throughout your body.
2. Instead of hurrying to your usual routine, slow down and enjoy something special about the morning; a flower that bloomed, the sound of the birds, the wind in the trees.
3. On the way to work or school, pay attention to how you walk, drive or ride the transit. Take some deep breaths, relaxing throughout your body. 
4. When stopped at a red light, pay attention to your breathing and enjoy the landscape around you. 
5.  When you arrive at your destination, take a few moments to orient yourself. Breathe consciously and calmly, relax your body, then begin. 
6. When sitting at your desk or keyboard, become aware of the subtle signs of the physical tension and take a break or walk around. 
7. Use the repetitive events of the day (the ringing telephone, a knock at the door, walking down the hall) as cues for a mini-relaxation. 
8. Walk mindfully to your car or bus. Can you see and appreciate something new in the environment? Can you enjoy walking without rushing? 
9. As you return home, consciously make the transition into your home environment. If possible, after greeting your family or housemates, give yourself a few minutes alone to ease the transition. 
10. As you go to sleep, let go of today and tomorrow. Take some slow, mindful deep breaths. 

•  Not showing, anger. Many of us have learned to fear the feeling of anger because of past experiences - recalling the terrifying rage of a parent, or having been severely condemned for showing any anger ourselves. These experiences make the very feeling of anger a trigger for anxiety, thereby making it likely that our angry feeling become unconscious.
• Reduce dependency 
• Turning it off. It can be quite difficult to turn off the mind of a worrier. Imagine the mile-aminute super-salesman, for example. He has remarkable drive and also a capacity to fret. His mind travels from one possible problem to another like a pinball that never comes to rest. Even as he goes to bed, his last conscious awareness at night is a worry.
• Manage the body. Taking care of your body by eating right, avoiding alcohol, nicotine, sugar, and caffeine, and exercising is a strikingly ordinary “prescription,” but not doing these things can undermine the effectiveness of other anxiety techniques. A tip to remember for f
• Worry well, but only once. Some worries just have to be faced head-on. For example, what if you were going to receive serious medical news in a few weeks? In cases like this, worrying about the issues the right way can help eliminate secondary, unnecessary worrying. Here’s how that works. 1. You must worry through all the issues 2. Do anything that must be done at the present time 3. Set a time when it’ll be necessary to think about the worry again 4. Write that time on a calendar 5. Whenever the thought pops up again say, “Stop! I already worried!” and divert the thoughts as quickly as possible to another activity. 
• Persistent interruption of rumination. Worrying has a life of its own, consistently interfering with every other thought on the mind. A common technique for interrupting chronic worry is the thought stopping technique. In thought-stopping, negative thoughts are neutralized by visualizing a bright red stop sign and hearing yourself yell “STOP!” in your head
• Learn to plan instead of worry. When we have a worry, we always try to get rid of it by seeking assurances that are unrealistic. The worried mind believes that if it finds the right kind of solution to the problem - the right piece of information or the best reassurance - then it will be rid of worry once and for all. In reality, however, a ruminating brain will simply find some flaw in the most fail-safe reassurance and set us off on the track of seeking an even better one! One good way to get out of the reassurance trap is to use the fundamentals of planning. This simple skill can make a big difference in calming a worried mind. Here are the steps for making a plan: 1. Concretely identify a problem 2. List the problem-solving options 3. Pick one of the options 4. Write out a plan of action You must use the thought-stopping technique during this process, or planning can turn into an endless cycle of re-planning. Once the plan is complete, it will be reassuring for a while. However, the worried mind will start the cycle of seeking reassurance inevitably. In response to this, you must remind yourself that you have already made a plan and do not need to worry any longer about this issue.

38 Stress Busters

1. Start off your day with breakfast. 

2. Occasionally change your routine by meeting a friend or co-worker for breakfast. Allow time to relax and enjoy it 

3. Find some time during the day to meditate or listen to a relaxation CD. 

4. Instead of drinking coffee all day, switch to fruit juice. 

5. Organize your work - set priorities.

6. Don't try to be perfect. Don't feel like you must do everything. 

7. Avoid trying to do two, three, or more things at a time. 

8. Develop a support network. 

9. If possible, reduce the noise level in your environment. 

10. Always take a lunch break (preferably not at your desk). 

11. Optimize your health with good nutrition, sleep and rest. 

12. Get regular exercise. 

13. Celebrate birthdays and other holidays. Turn more events into special occasions. 

14. Look at unavoidable stress as an avenue for growth and change. 

15. Avoid people who are "stress carriers." 

16. Avoid people who are "negaholics." 

17. Don't watch the 11 p.m. news. 

18. Give yourself praise and positive strokes. 

19. Develop a variety of resources for gratification in your life, whether it's family, friends, hobbies, interests, special weekends or vacations. 

20. Treat yourself to "new and good things." 

21. Be assertive. Learn to express your needs and differences, to make requests, and to say "no" constructively. 

22. Seek out the emotional resources available to you such as co-workers, partner, friends and family. 23. Don't be afraid to ask questions or to ask for help. 

24. Allow extra time to get to appointments. 

25. Take deep breaths when you feel stressed. 

26. Try to find something funny in a difficult situation. 

27. Take an occasional "mental health day." 

28. Adopt a pet. 

29. Take a mindful walk. 

30. Understand that we do not all see or do things in the same way. 

31. Practice mindfulness - learn to live in the moment. 

32. Become a less aggressive driver. 

33. Show kindness and consideration. Open a door for someone, pick up litter, etc. 

34. When stressed, ask yourself "Is this really important?" and "Will this really matter a year from now?" 

35. Resist the urge to judge or criticize. 

36. Become a better listener. 

37. Be flexible with change - things don't always go as we planned. 

38. If spiritual, pray; speak to God, a higher power, or your inner guide

References:

• 10 Best STRESS MANAGEMENT TECHNIQUES Adapted from Wehrenberg, M. (2005). Psychotherapy Networker, Sep/Oct, 47-59. 
• Stress & Stress Management Produced by Klinic Community Health Centre, January, 2010,  14-20,26-28

Stress Management

Stress-What is it?

• Stress means a state of mental or emotional strain or tension resulting from adverse or demanding circumstances.
• Stress is a fact of everyday life. When people reach out for help, they are often dealing with circumstances, situations, and stressors in their lives that leave them feeling emotionally and physically overwhelmed. Many people feel that they have very little resources or skills to deal with the high levels of stress they are experiencing.
• According to the 17th-century French philosopher René Descartes (1596–1650) stress is influenced by modern thinking with his belief in dualism, or separateness, between the mind and body.Today, scientists recognize that mind and body are much more closely intertwined than Descartes would have imagined. Psychological factors both influence and are influenced by physical functioning (Jones, 2006; Ryffa et al., 2006).
• Stress generally refers to two things: 

1. The psychological perception of pressure 
2. The body's response to it, which involves multiple systems, from metabolism to muscles to memory 

• Stress occurs mainly due to demanding situation where people in a mood of fight & flight which trigger to cascade of hormones like Adrenaline & Cortisol leads to increase in heartbeat & blood circulation, fat and sugar mobilization for fast energy due to above mood.
• Stress is a part of life. In small quantities, stress is good; it can motivate and help to become productive. However, too much stress, can be harmful. 
• How we perceive a stress provoking event and how we react to determines its impact on our health. We may be motivated and invigorated by the events in our lives, or we may see some as “stressful” and respond in a manner that may have a negative effect on our physical, mental, and social well-being.
• Sources of Stress:

1. The Environment – the environment can bombard you with intense and competing demands to adjust.Examples: weather, noise, crowding, pollution, traffic, unsafe and substandard housing, and crime. 
2. Social Stressors – we can experience multiple stressors arising from the demands of the different social roles we occupy. Examples:deadlines, financial problems, job interviews, presentations, disagreements, demands for your time and attention, loss of a loved one, divorce, and co-parenting.
3. Physiological – Situations and circumstances affecting our body can be experienced as physiological stressors. Examples: Rapid growth of adolescence, menopause, illness, aging, giving birth, accidents, lack of exercise, poor nutrition, and sleep disturbances.
4. Thoughts – Brain interprets and perceives situations as stressful, difficult, painful, or pleasant. Some situations in life are stress provoking, but it is our thoughts that determine whether they are problem for us.

• Types of Stressors:

1. Physiological Stressors. This put strain in the body like temperature, injury, chronic diseases.
2. Psychological Stressors. These are events, situations, individuals, comments or anything we interpret as negative or threatening like not getting a baby sitter for your sick child when you cannot take time of work.

• Now the Stressors can be further divided into 2 categories by the scientists

1. Absolute Stressors. Everyone expose to them would interpret  as being stressful. Examples: Tsunami, Earth quakes etc
2. Relative Stressors. This stressors act differently in different persons. Examples: Traffic, Paying taxes etc.

• Internal stress comes from inside of us and determine our body's ability to respond to, and deal with, the external stress-inducing factors or stressors:
  • Nutritional status
  • Attitudes
  • Thoughts
  • Feelings of anger, fear and worry
  • Anticipation
  • Imagination
  • Memory
  • Overall health and fitness levels
  • Presence of illness and infection
  • Emotional well-being
  • Amount of sleep and rest you get.
• External stress comes from outside us:
  • Our physical environment
  • Our job
  • Noise – loud and constant low level noise
  • Pollution
  • Trauma
  • Injury
  • Foreign organisms (bacteria, viruses, fungi)
  • Toxins
  • Poor work conditions (not enough attention paid to ergonomics, too much noise, poor air circulation, lack of privacy, excess demands, etc).
  • Relationships with others
  • Our home,
  • All the situations, challenges, difficulties, and expectations we're confronted with on a daily basis.
• Managing stress can involve making changes in the external factors which confront you, or in internal factors which strengthen your ability to deal with what comes your way.

kids and stress
Children are a great joy and a great source of stress!

• Accept your kids for who and what they are
• Realise that you’re human and your kids know it – don’t try to be a perfect parent, partner or employee. Just try your best and ask for help. Delegate.
• Let them learn from you and then go their own way.
• Parenthood is not about control. It’s about freedom.
• Kids also have stress. They react differently to stress than do grown-ups! Be on the look-out for:
  • Changes in eating or sleeping patterns
  • Lack of need for social interaction
  • More moodiness than usual
  • Dramatic or inexplicable deterioration in academic or sport performance

Internal stress management can help to prepare your body to handle internal stressors more effectively:

• Anger management
• Healthy nutrition and using the correct food supplements to help you cope with stress
• Dealing with anger, fear and worry
• Developing a positive mental attitude
• Exercising moderately, but frequently
• Practicing daily relaxation techniques
• ealing with sleep disturbances

References:

Stress & Stress Management Produced by Klinic Community Health Centre, January, 2010

Stress basic by Psychology Today

Stress , Psychological factor, chapter 5 by Nevid

CSHS study for Stressors

Health24, Internal & external stress, 08 Jan 2009