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The secret to less stress is not vacations, it's being organized
This is Faris Alami Article that was in The Michigan Journal, to read the article click here:
http://media.www.themichiganjournal.com/media/storage/paper255/news/2008/04/01/Perspectives/The-Secret.To.Less.Stress.Is.Not.Vacations.Its.Being.Organized-3295730.shtml
Here is a copy of the article,
The secret to less stress is not vacations, it's being organized
By: Faris Alami
For the vast majority of people, stress stems from a basic lack of organizational and time-management skills. While vacations, breathing exercises, yoga and other stress relief techniques are touted as effective ways to reduce stress, they really only reduce the symptoms caused by stress. To reduce or eliminate work stressors, it is important to first uncover the root of the problem, and then remove it. Learning and implementing organization techniques will cut off stress at its source. This will lead to a lifestyle change that reduces stress for the long-term instead of providing a quick-fix of symptom relief.
The average person loses an hour a day to disorganization, totaling two weeks per year. Many workers fear taking time off for a vacation because there is just too much work. Getting organized can save two weeks of time a year, allowing workers to take a guilt-free vacation. Most professional organizers believe that those who work overtime or take work home constantly are victims of poor time management, rather than too heavy of a work load. In most cases, learning time-management skills makes employees more productive at work and eliminates the need to work longer hours. The healthy work/life balance created by foregoing overtime increases productivity and relieves stress.
One of the biggest time-eaters is e-mail. There are two solutions to e-mail overload. First, workers can schedule time to check and respond to e-mail, and only check it during those times. This prevents e-mail from becoming a distraction from main projects. The other option is to check e-mail periodically throughout the day, perhaps even using it as a brief break from projects that require heavy concentration. It is important to not check e-mail constantly. When checking e-mail, deal with each message immediately and keep the inbox limited to one screen. After responding to an e-mail, file or delete it. In addition, only print necessary e-mails, or the hard-copy clutter will defeat the purpose. Electronic folders are helpful for storing e-mails that cannot be deleted.
The next step to organization is to eliminate clutter. Most people, even those who keep their paper files organized, never delete any electronic files. Deleting non-necessary files frees up memory on your computer and allows easy access to important files. Create files for the necessary items, and clearly label them for quick access. Creating a file for templates of common e-mails and letters saves time by not having to retype them. For paper files, make a folder for each project and clearly label them to prevent a mad search for an important document.
Not having set priorities and a daily to-do list increases the chance of forgetting a project or wasting time on low-importance projects, thus increasing stress. Many people argue, "I procrastinate because I work better with a tight deadline." However, it is more likely that they simply work faster, but not necessarily better. Typically, these workers are ending a project because they have run out of time, not because they have done their best work. Planning ahead helps to prevent last-minute stress over a project, and eases the stress of being thrown a new project at the last minute.
To effectively manage projects, first create a master list. From this project list, number the projects in order of priority, then create a daily to-do list. Place the most important projects at the top of the list, making the daily list very specific. Rather than just writing the project title, write the specific actions that need to be taken. This will ensure that every step of the project is completed, and makes the tasks appear more manageable. For example, "plan company's annual international conference" may look extremely stressful on a to-do list. By breaking it down into smaller action items such as "call hotel about reservations," "write contract for caterer" and "send out e-mail for speaker suggestions," the job seems much more manageable. Striving to accomplish several small goals concerning a large project each day will drastically reduce stress. Writing everything down in one place will help eliminate forgetfulness and ensure that projects are completed on time. In addition, projects will be finished in the order of importance and lower priority projects can be moved to the next day if new projects pop up.
If the workload is still overwhelming and stressful after taking these steps, it may be time to eliminate projects. Managers especially should learn to delegate work to others. While some low priority projects are necessary, others are not. To determine if a project is necessary, question its purpose. If the purpose does not reflect the company's goals, why waste time on it? Learning to say "no" can also help relieve stress. Since "no" isn't often an option, it is important to let others know that adding their "top priority" project will result in another task going uncompleted. If it is important, ask what project should be pushed back in order to complete the new one. This allows co-workers to know what order to complete all the projects in, and possibly help prevent unnecessary projects from being undertaken.
Finally, at the end of each day, take 15 minutes to clean off your desk and organize everything for the next day by creating a new to-do list for tomorrow. Leaving behind a clean desk provides a sense of accomplishment. Filing away projects symbolically helps to put work out of mind, allowing for a more relaxing evening at home. When the alarm goes off the next morning, no mental image of a desk overflowing with papers will appear. Upon arrival at work, the to-do list can be pulled out and it is immediately apparent what needs to be done that day. The new organized environment will foster a calm feeling and a sense that anything that comes along can be tackled effectively.
Faris Alami © Copyright 2008 Michigan Journal
http://media.www.themichiganjournal.com/media/storage/paper255/news/2008/04/01/Perspectives/The-Secret.To.Less.Stress.Is.Not.Vacations.Its.Being.Organized-3295730.shtml
Here is a copy of the article,
The secret to less stress is not vacations, it's being organized
By: Faris Alami
For the vast majority of people, stress stems from a basic lack of organizational and time-management skills. While vacations, breathing exercises, yoga and other stress relief techniques are touted as effective ways to reduce stress, they really only reduce the symptoms caused by stress. To reduce or eliminate work stressors, it is important to first uncover the root of the problem, and then remove it. Learning and implementing organization techniques will cut off stress at its source. This will lead to a lifestyle change that reduces stress for the long-term instead of providing a quick-fix of symptom relief.
The average person loses an hour a day to disorganization, totaling two weeks per year. Many workers fear taking time off for a vacation because there is just too much work. Getting organized can save two weeks of time a year, allowing workers to take a guilt-free vacation. Most professional organizers believe that those who work overtime or take work home constantly are victims of poor time management, rather than too heavy of a work load. In most cases, learning time-management skills makes employees more productive at work and eliminates the need to work longer hours. The healthy work/life balance created by foregoing overtime increases productivity and relieves stress.
One of the biggest time-eaters is e-mail. There are two solutions to e-mail overload. First, workers can schedule time to check and respond to e-mail, and only check it during those times. This prevents e-mail from becoming a distraction from main projects. The other option is to check e-mail periodically throughout the day, perhaps even using it as a brief break from projects that require heavy concentration. It is important to not check e-mail constantly. When checking e-mail, deal with each message immediately and keep the inbox limited to one screen. After responding to an e-mail, file or delete it. In addition, only print necessary e-mails, or the hard-copy clutter will defeat the purpose. Electronic folders are helpful for storing e-mails that cannot be deleted.
The next step to organization is to eliminate clutter. Most people, even those who keep their paper files organized, never delete any electronic files. Deleting non-necessary files frees up memory on your computer and allows easy access to important files. Create files for the necessary items, and clearly label them for quick access. Creating a file for templates of common e-mails and letters saves time by not having to retype them. For paper files, make a folder for each project and clearly label them to prevent a mad search for an important document.
Not having set priorities and a daily to-do list increases the chance of forgetting a project or wasting time on low-importance projects, thus increasing stress. Many people argue, "I procrastinate because I work better with a tight deadline." However, it is more likely that they simply work faster, but not necessarily better. Typically, these workers are ending a project because they have run out of time, not because they have done their best work. Planning ahead helps to prevent last-minute stress over a project, and eases the stress of being thrown a new project at the last minute.
To effectively manage projects, first create a master list. From this project list, number the projects in order of priority, then create a daily to-do list. Place the most important projects at the top of the list, making the daily list very specific. Rather than just writing the project title, write the specific actions that need to be taken. This will ensure that every step of the project is completed, and makes the tasks appear more manageable. For example, "plan company's annual international conference" may look extremely stressful on a to-do list. By breaking it down into smaller action items such as "call hotel about reservations," "write contract for caterer" and "send out e-mail for speaker suggestions," the job seems much more manageable. Striving to accomplish several small goals concerning a large project each day will drastically reduce stress. Writing everything down in one place will help eliminate forgetfulness and ensure that projects are completed on time. In addition, projects will be finished in the order of importance and lower priority projects can be moved to the next day if new projects pop up.
If the workload is still overwhelming and stressful after taking these steps, it may be time to eliminate projects. Managers especially should learn to delegate work to others. While some low priority projects are necessary, others are not. To determine if a project is necessary, question its purpose. If the purpose does not reflect the company's goals, why waste time on it? Learning to say "no" can also help relieve stress. Since "no" isn't often an option, it is important to let others know that adding their "top priority" project will result in another task going uncompleted. If it is important, ask what project should be pushed back in order to complete the new one. This allows co-workers to know what order to complete all the projects in, and possibly help prevent unnecessary projects from being undertaken.
Finally, at the end of each day, take 15 minutes to clean off your desk and organize everything for the next day by creating a new to-do list for tomorrow. Leaving behind a clean desk provides a sense of accomplishment. Filing away projects symbolically helps to put work out of mind, allowing for a more relaxing evening at home. When the alarm goes off the next morning, no mental image of a desk overflowing with papers will appear. Upon arrival at work, the to-do list can be pulled out and it is immediately apparent what needs to be done that day. The new organized environment will foster a calm feeling and a sense that anything that comes along can be tackled effectively.
Faris Alami © Copyright 2008 Michigan Journal
Monday, March 31, 2008
Create a Happy Workforce By Faris Alami
Faris Alami article in the Small Business Administration of Michigan issue. This is just a copy of the article that appeared in ts magazine. Faris Alami is the Founder of Integration Systems management, Inc. (ISM, Inc) Troy, Michigan Business focusing in cultural training and marketing for the entrepreneurs.Faris Alami on LinkedIn also you can browse Faris Alami other company at www.2486885353.com for the best values on the net.
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