Can Becoming More Efficient Lower Stress?

Can Becoming More Efficient Lower Stress?

Can Becoming More Efficient Lower Stress?

It’s Thursday and your anxiety is at an all-time high. You haven’t been able to complete have the things on your to-do list and your boss keeps piling on the work. You find yourself jumping from one task to another because you are trying to get it all done, but unable to fully complete any of them. And if you do, you’re told there are errors or missing items/information.

It’s Thursday and your anxiety is at an all-time high. You haven’t been able to complete have the things on your to-do list and your boss keeps piling on the work. You find yourself jumping from one task to another because you are trying to get it all done, but unable to fully complete any of them. And if you do, you’re told there are errors or missing items/information.

Can you say— STRESS?

So yes, learning to become more efficient can help lower your stress. It won’t mean that all your tasks go away. Rather, you’ll find that you have breathing room to either take on more or to be able to ensure the work that is done is completed well. 

How do we get to this blissful state? How can we become more efficient?

Create a Schedule

Block out time for the critical tasks on your list as if it’s an appointment. Let others know when you are unavailable so they won’t run by your cube or knock on your door until your “appointment” is complete. Most people understand that critical deadlines require your focus and uninterrupted time. Be diligent about sticking to your schedule as it can be easy to let the appointment slide and then others find that your “appointments” aren’t closed sessions. Some of my employees use headsets to show when they are on “offline.” This means they need to focus and shouldn’t be disturbed. When I have seen this, I schedule an appointment with them through our email system. In return, my team learned that if my door was closed, it was because I was either in a meeting or handling a vital task. They learned to ask for an appointment or wait until my door was open to discuss their question or concern.

Stop the Chicken Routine

Instead of jumping from task to task (like a chicken with its head cut off) trying to make headway on multiple items, really look at your list. Which items are the ones that must get done today. Hopefully, you’ll see there are only one or two items. Then schedule an appointment with yourself. You may have to let those on your team know that you won’t be available for a while unless it’s an emergency. Especially those who like to come chat with you on their break. Let them know you can come visit them on your break instead. Review any requirements of the project or task to avoid forgetting a key element needed for completion. Move any tasks on your that aren’t urgent AND important to another day or delete it completely. Commit to avoiding the chicken routine. 

Delegate or Ask for Help

If you find that most or all of your tasks are urgent and vital, talk to your boss or ask a peer for help. Fresh eyes may provide you with clarity around which tasks truly are important. I have found in the past that discussing a road block with my boss, I discovered the company had shifted gears and task(s) on my list were no longer as urgent. I was then able to re-adjust my project schedule and task list accordingly.  

I have also learned to gently say “no” when asked to take on more. I have done this by reviewing the big goals which we established during our executive strategic planning meeting at the beginning of the year. I ask how the new tasks or project fits in to our strategic plan and ask which other projects can be set aside or delayed in order to take on the new project. It is often true that our bosses aren’t sure what we are working on and how much resources it takes to complete.

Even if you have regular meetings with your boss, they may not be aware of all that is involved in completing the task. It doesn’t hurt to provide a gentle reminder about what it takes for you to meet their expectations. So often they are removed from the daily work that they forget each step taken to reach completion. 

Get Organized

Setting up a system to find critical information, resources, or files is necessary to becoming and remaining efficient. This is still an area which I am mastering, but I do have e-file folders for my top projects and I keep hard copy files of the items I need in the front of my filing cabinet. I also made sure my team knew where I kept the high priority project plans whether online or in my office so if I was unavailable (i.e. on vacation or at lunch), they were able to handle the situation without waiting for my return. If I didn’t, I would find myself with more work upon my return or an even bigger fire to put out because weren’t able to answer the President or COO’s request. 

Take a Break

This may seem counter-intuitive to take a break when the world is on fire around you, but let me assure you, it’s not. Taking a break allows you to stop running the tape in your head that is telling you that you’re being buried alive. Believe me, I know. My tape is often running telling me I’m falling behind or haven’t gotten enough done. But I’ve found when I take a break, I am better able to see which tasks truly need to get done right now and which ones can be postponed until tomorrow. When you take a break, try not to do it where your employees or co-workers can find you, unless they help you to truly decompress. If they don’t and only bring up more work drama, step away. This may mean taking a walk around a different block or even hiding out in the bathroom. Whatever you need to do to stop thinking about work for at least 10 minutes, do that. Listen to an inspiring podcast while you climb the stairs or read a great book while you’re picking up a non-fat caramel macchiato. But truly “exhale” and remember, it’s all ok. It will all be ok.

So, what other efficiency tips have you tried or come across? How do you stop the world when it’s on fire in your life?