For the last couple of months, work has been killer. My former boss moved onto a new position and took a long leave before the new boss arrived. During these transitional times, I not only inherited work from my old boss, but also continued with my primary responsibilities while on-boarding my new boss.
All of a sudden, more emails, deadlines, and meetings all started charging my way. People from all sides needed decisions / recommendations / input while I was still trying to figure out what was the issue at hand. Meanwhile, a large, hot spotlight was on my back as I had to continue running our group before my new boss was fully onboard.
My first reaction was to bang my head against the desk…repeatedly. After discovering that head-banging did not resolve any issues, I then proceeded to take deep breaths…until my desk neighbor thought I was becoming asthmatic. Finally, I took some more sensible steps to manage (and attempt to reduce) my stress.
- Prioritize: I turned to my tried and true method for dealing with “ALOT of stuff.” I listed all of my work tasks and prioritized each item based on urgency and importance. What do I need to do NOW? What can I push back on? What can I delegate? What can I ignore? I think this is critical from transforming a large blob of work to manageable tasks.
- Focus: My inbox has been overflowing with emails. While sometimes I find it irresistible to check every single email that comes through, the key to getting things done is to focus on what you are doing. I started scheduling specific times to check email. I’d tell myself, “OK. You will work on this for 45 mins and check your email for 15 mins.”
- Negotiate: I find many times what people request in emails can be very different than what they actually want. Investing in a 5 to 10 minute phone conversation to figure out what they really need can be such a time saver. A request can go from “I need every competitor product sales for the last 5 years” to “I just need these 3 product sales for the last 5 years”.
- Decide: Indecision can generate more workload. A decision may be held up because more information, analysis, and stakeholder buy-in are needed. However, the longer a decision is stalled, the greater the ripple effect on other people’s work. When time runs out, the indecision manifests itself into a series of painful fire drills. Therefore, I find that action generally trumps inaction when running a business. Sound and efficient decision-making can save yourself and others a tremendous amount of work later on.
- Step Out: Sometimes, you find out that the sky is falling and then more bad news follow, pushing you to the brink of a heart attack. When this happened to me recently, I shoved my computer away and went for a walk (without my phone). It turned out to be a great move. The walk allowed me to not only calm down but also helped me put the situation into perspective.
- Celebrate small wins: I relish the feeling I get when crossing out an item on my to-do list. I can actually feel a small rock removed from my shoulders. Crossing out items also signifies that you’ve made progress. You set out to do something and you did it. I think it’s important to celebrate these small wins to encourage yourself to keep moving and progressing.
- Stay Healthy: The automatic reaction to stress tends to be sleep less, consume more caffeine and carbs, and cut out exercise. However, I find myself utterly useless when I’m sleep, nutrition, and exercise-deprived. Forcing yourself to sleep, exercise, and eat vegetables are actually better for your productivity.
Completely cutting stress out of your life is near impossible. Instead, I think the key is how to manage stress and perhaps even turn it into a positive trigger.