How Prioritizing Helps Reduce Job Stress
Job stress can be reduced by prioritizing the tasks to be completed. There is only so much time in a day, therefore, by prioritizing, you can eliminate stress and efficiently complete pending tasks on time or early. There is a saying that you should “swallow the frog” first thing every morning...“the frog” being a task that you are dreading. The idea being to get the nasty job over with first thing, instead of thinking of it all day long. There is some merit in this thinking, however, there are several ways to prioritize that do not always include doing the “most important” item first. If there is a simple task that can be completed quickly, within a few minutes, complete it and cross it off your list. This will give you more time and brain power to concentrate on the remaining tasks. Allowances must also be made for unexpected interruptions and new tasks and projects that may be added to your already busy day.Every job has its own unique patterns and responsibilities. Set aside time to review tasks, either upon first arriving in the morning or prior to leaving at the end of the day. Review your open items and make a plan to whittle down the list to a more manageable level. Eliminate or delegate those tasks which remain on your “to do” list for long periods of time. Perhaps, you are not the best person to complete these tasks. Review these tasks to ensure that the best person is responsible to complete the job.Take into account your own personality, position and work methods. Utilize the methods that will work for you and your situation. Include your own techniques for organizing, prioritizing, eliminating and delegating tasks. Examine the methods that have worked best for you in the past and focus on completing tasks. There are several experts in the field, listed below, that are well known and worth studying.Stephen CoveyIf you are looking for task and time management, check outStephen Coveyand his“7 Habits of Highly Efficient People”. The habits range from being proactive and having the end in mind, to synergy and making the best of your own special talents. Stephen R. Covey is more than a book and a methodology, it is a community of people and tools to help you prioritize your job tasks and your entire outlook on life. A powerful combination of physical, emotional, mental and spiritual activities are introduced. There is a great relief knowing that your life is recorded and planned. Access to where and when your tasks will be completed is at your fingertips.David AllenIf your life is complicated by “stuff” overload, David Allen’s book,“Getting Things Done: The Art of Stress-Free Productivity”will demonstrate how to reduce and categorize your “stuff” so that prioritizing becomes an automatic response to anything that you want or need to do. This method of prioritizing differs from Stephen Covey by using control and perspective to get tasks out of your mind and completed. Change will no longer instill instant panic and you will be able to focus on the important things in your life, both at work and at home. Your stress levels will drop and priorities will become clear when the details are not so overwhelming. David Allen has an interesting life story, told in“Wired” by Gary Wolf, September 27, 2007.Recording daily, weekly, monthly, even annual prioritizing will give you relief and an organized way to view your job. Determine if you are the type of person who prefers to write down your tasks in a notebook/ day planner or if you would work better with an electronic device. One caution, sometimes more time can be wasted entering information than completing the actual task.Notebook / Day Planner RecordingRecord your tasks in the method that works best for you. You can use a notebook day planner with calender to document each hour, day, week, month. There are places for notes, addresses, phone numbers and business cards. This works very well for those who like to write down and see the tasks. Check out several brands and types to determine the one best for you.Franklin-Covey,Filofax,At a GlanceandDay Runner, are a few brand names and other brands are available at local stores at every price range.Electronic RecordingThere are many “gadgets” that can record tasks electronically. Each of the notebook day planners listed above also have electronic versions. Whichever method works best for you. You must have constant access to the chosen electronic method for this method to work. Email calendars can be used to record meetings, appointments and tasks to be completed. Reminders can be set so that you are aware of what is coming up and can review any conflicts.Blackberry devicesandsmart phoneswith these capabilities are excellent to use because they are portable and can be updated as needed. Excessive emails and/or texting can be detrimental to eliminating stress. The Stephen Covey and David Allen methods will address this issue and help you make the best use of your time.Use of sticky notes, bulletin or dry erase boards, highlighters, color coded filing, separate labeled baskets and drawers, shredding and a good trash can is strongly recommended. There is no method too small in the path towards stress relief. Set aside time to review tasks, read and reply to emails and voice messages in your calendar. Planning and preparation to ensure productive meetings is essential towards reaching your goal of prioritizing. Schedule at least a 10-15 minute lunch every day and include time to take a few minutes to just take a deep breath, close your eyes and relax. Once prioritizing becomes second nature, not only will your work life improve, your personal life will also benefit from eliminating all the necessary things that need to be done and provide a more enjoyable stress free life.
