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Stress: A Mind of its Own (Part 2)

 

By Alisha Smith

 

In last month’s issue of weLEAD Online Magazine we surveyed the definition of stress, the causes, and side effects (both negative and positive). To read part one of this article, please click here! But how are individuals and companies going to learn how to manage stress? LifeWorks states that there are five common reactions to stress that negatively affect us.  The five common reactions are:

 

 

·        Sharing grievances with others, without taking direct steps to change the situation.

·        Working longer and harder to reduce the overload.

·        Switching to an engrossing recreational activity, so they can return refreshed and do more work in a shorter time.

·        Withdrawing from the situation, quitting, seeking another job or reducing the time and energy spent at work.

·        Analyzing the situation, revising strategies, and looking for ways to change things.

 

In Richard Carlson’s, (PH.D.) book, DON’T SWEAT THE SMALL STUFF at Work, he says:

Indeed, the questions aren’t whether or not stress exists in the workplace or  whether or not you will be exposed to it-it most certainly does and you most  certainly will…rather, the more relevant question is, “How are you going  to deal with it? (p. 1).  The ironic fact is that the qualities that most likely drive people in the workplace, such as aggression, ambition, and drive are most likely the ones that hurt them if it is not channeled correctly.  All of these qualities cause stress.  Huling (2002) states, “When people are constantly stressed, they lose perspective and tend to feel they’ve lost control of their own lives” (p.158).  Additionally, if steps are not taken to lower the amount of stress in the workplace, companies face absenteeism, staff turnover, lower work performance, illness/sick leaves, and more accidents in the workplace (Moore, 2001).  The implementation of stress management programs will greatly lower the level of stress in the workplace.  It has to first start with ensuring open communication between employers and employees.  Pihulyk (2001) says:

 

As companies become aware of the increasing level of stress among employees,

they need to take specific action to bring about engagement in their

workplace…making an effort to initiate positive dialogue between management

and workers is the first step (p. 12). 

 

Once the lines of communications are open, companies can begin focusing on solutions that will further reduce stress.  The six stress management solutions we will focus on are individual management, wellness programs, clear communication of goals and expectations, performance feedback, motivation techniques, and employee-assisted programs (EAP).  EAP is a program that my company just started, and I will primarily focus on the benefits of this program in helping reduce stress in the workplace.

 

First, we will look at managing stress individually.  LifeWorks (2002) suggests that one of the best ways to manage stress is to confront the source.  For example, if you are worried that your boss is worried about your performance at work, you can simply avoid all of the anxiety by asking your boss how he feels your performance is.  LifeWorks offers a stress quiz so that you can get a better handle on how what level of stressed you may be experiencing. 

 

The questions are:

1.      Become irritable with your family or coworkers over small things?

2.      Have no appetite or eat when you’re not hungry?

3.      Have a drink to relax yourself?

4.      Have trouble falling asleep or wake earlier than you’d like?

5.      Have trouble concentrating or making decisions?

6.      Find that you’re not interested in sex or you’re too tense to enjoy sex?

7.      Feel like your stomach is tied in knots?

8.      Suffer from headaches with no underlying medical condition?

9.      Have unexplained back, shoulder, or lower back pain?

10. Find yourself watching television or just sitting on the couch because you have no energy?

11. Forget appointments, dates, or other events?

12. Overuse an over-the-counter drug or medication that’s been prescribed?

13. Feel tired?

14. Experience heart palpitations or shortness of breath?

15. Find it difficult to join in when others are having fun?

 

The answers to these questions are never, rarely, once or twice a month, once or twice a week, or daily.  If you answer once or twice a week or daily to several questions, LifeWorks says you need to start addressing your stress.  Also, if your answers show you are over-stressed, LifeWorks suggests relaxation techniques to help lower your stress rate.  LifeWorks (2002) says, “regular use of relaxation techniques, even if just for a few minutes or once or twice a day, can have the effect of reducing stress all day long.”  These relaxation techniques include deep breathing, meditation, visualization, progressive muscle relaxation, and yoga (LifeWorks, 2002).  Additionally, relaxation techniques should be scheduled time at the same time everyday.  Along with relaxation techniques, LifeWorks (2002) says that good nutrition also reduces stress in the workplace.  Nutrition is often always neglected and not seen as a key component in reducing stress.  LifeWorks (2002) says, “One good way to use nutrition as a stress management tool is to stick to the 80/20 rule in your eating.”  The 80/20 rule states that if 80% of what you eat is nutritious, then the other 20% can be anything that you want.  This way you are not depriving yourself of these foods.  Along with nutrition, LifeWorks (2002) says that regular exercise is also essential in stress management.  Regular exercise, even just a few days a week, greatly reduces stress and helps keep it under control.  I run five days a week, and on weeks that I have not gotten my runs in, I tend to feel more stressed.  This is because I am not releasing all of my tensions; instead I am usually at work getting more stressed.  The last thing that LifeWorks (2002) suggests that we can do individually to reduce stress in the workplace is positive thinking.  We are all our toughest critics, and the hardest on ourselves.  LifeWorks (2002) says, “Positive thinking-a kind of “cognitive restructuring”- involves paying attention to the negative messages we often send ourselves, and turning them around to be more positive.” 

 

The second solution to reducing stress in the workplace is the implementation of wellness programs.  Robbins (2001) says that wellness programs are “Organizationally supported programs that focus on the employee’s total physical and mental condition” (p. 572).  Robbins suggest that these programs provide workshops to help people quit smoking, lose weight, eat healthier, control alcohol use, and develop an exercise routine.  When companies offer these programs, they are helping their employees be healthier and happier, but they are also saving money on benefits.  For example, when Johnson & Johnson implemented a wellness program they calculated huge annual savings in insurance premiums because their employees where picking up healthier habits (Robbins, 2001).  They saved $1,110 for those who quit smoking, $260 for those who started exercising, those who lowered their cholesterol saved them $1,200, and losing weight saved Johnson & Johnson $177 (Robbins, 2001).  In return, they had healthier, less stressed employees. 

 

Another solution to managing stress in the workplace is ensuring that goals and expectations given to others are made clear, and then giveing them the tools they need to accomplish these goals.  According to Robbins (2001), “individuals perform better when they have specific and challenging goals…the use of goals can reduce stress” (p. 571).  Companies need to provide adequate tools so employees can adequately do their jobs.  In ensuring that goals and expectations are made clear you are not only opening up the lines of communications, but you are building a more supportive work environment. Moreover, you are supporting a team atmosphere.  The two work hand-in-hand.  In Ioma’s Payroll Manager’s Report, they say that you also “May find that teambuilding is helpful in putting together a supportive environment, since workers will feel less overworked if they get assistance from coworkers and have some flexibility in managing their workload”(2002). 

 

The fourth solution to reducing stress in the workplace is performance feedback.  Regular

performance feedback is essential in reducing stress.  This eliminates all of the anxiety and worrying over where an employee stands in their organization.  A lot of stress in the workplace is caused from not knowing how their performance is.  As a manager, my company gives monthly performance summaries so that I know where I stand, and what I need to work on.  The performance summary is broken down into seven competencies.  My regional manager can only focus on two competencies each month, but they will all be reviewed throughout the year.  My company does this so we can focus on two specific developments and not be overwhelmed with developmental needs.  I believe that this has really helped me grow as a manager and it has greatly reduced my stress in worrying about how I am performing as a manager.  Additionally, my staff is now evaluating me every three months through a confidential survey and then I get the results from my boss.  This has been a great tool for my company, because it lets the managers know exactly what our staff needs and the stress level of our staffs. 

 

The fifth stress reduction solution in the workplace is motivation.  It is important to first understand the definition of motivation.  Merriam Webster’s Collegiate Dictionary (10th Edition) says that motivation is “to provide with a motive; a motivating force, stimulus, or influence” (p. 759).  Webster’s says that motivating someone is giving him or her a motive as to why they are doing it.  This is something that my company has primarily focused on.  A few months ago I attended a workshop on creating a caring and productive work environment through motivation.  My company did this workshop so that we can ease the stress levels in our stores.  What I learned from the workshop is that the environment I create in my store has a direct impact on my associates and the success of my store.  Also, I was informed on how certain job motivators would reduce the stress levels of not only myself but also my staff.  Some of the job motivators we focused on were what associates want from managers!

 

·        Challenging job

·        Set clear expectations for me.

·        Individual goals that stretch me to perform at a higher level.

·        Vary my responsibilities to maximize my interest levels so I remain challenged.

·        Allow me to take new approaches to work when existing ones are not working.

·        Give me more responsibility as I perform at a higher level.

·        Autonomy

·        Allow me freedom, within company guidelines, to make decisions about how to engage my customer and create loyalty.

·        Encourage me to take initiative.

·        Allow me to be creative when doing my job.

·        Empower me and follow-up only when needed.

·        Respect

·        Listen and address my concerns in a timely manner.

·        Make fair and equitable decisions.

·        Continually work alongside me and model the way.

·        Recognize my contributions in ways that are meaningful to me.

·        Respect differences.

·        Be honest and act with integrity.

·        Conduct yourself in a professional manner.

·        Accomplishing something worthwhile

·        When giving assignments, take time to explain to me the purpose of the assignment.

·        Give me praise and recognition for a job well done.

·        Communicate to me how my accomplishments contribute to the success of Pier 1.

·        Make me feel that all contributions large and small play into the success for my store.

 

Now, these are only a few of the job motivators that we focused on during our workshop; however, if used effectively they are great tools.  Also, to help reduce the stress level of my staff, I recently asked them to write down on an index card three things that motivate them!  I did this so my managers and myself could see how well we knew them and also so that they could be used as a motivation tool.  I keep these cards in my office, and reference them when I see my staff stressed.  Motivation is key in reducing the stress throughout any company.  Remember, one of the main causes of stress in the workplace is lack of motivation and employees not knowing what is expected of them.  Motivation does reduce stress.  In return, our associates are less stressed and we are becoming more productive. 

 

The final solution for reducing stress in the workplace is Employee Assisted Programs (EAP).  Throughout this thesis I have made reference to LifeWorks.  LifeWorks is a part of my company’s EAP program.  There is a toll-free number available for us to call them and a website as well.  LifeWorks offer services from counseling to controlling debt.  They also provide face-to-face counseling as well as free audio and videotapes and newsletters.  When my company first introduced EAP, the opening paragraph (to the letter each employee received) stated, “At Pier 1, we understand that stresses or problems in your personal life can drain your time and energy, and may even affect your health” (Pier 1 Imports).  The EAP is designed to offer not only the employee, but the employee’s family as well, free, confidential assistance in any issue we are facing.  The EAP program is available to every employee on his or her first day of work.  Ceridian provides the LifeWorks EAP program.  Ceridian is a world-leading provider of workplace effectiveness services (www.lifeworks.com).  They offer services on emotional well being, financial, legal, addiction and recovery, and stress.  I used these services in my job transfer, where I found out that I was suffering from relocation stress as well as emotional stress.  They provided me the resources and tools that I needed to overcome the overwhelming stress I was feeling.  I am very grateful to my company for this program and from personal experience can already see that it is going to help reduce the overall stress levels in my company.  If more companies would implement EAP programs for their employees they would greatly benefit from it.  It will increase productivity, decrease absenteeism, and provide overall job satisfaction.  EAP programs will also increase the company’s attractablity to job candidates because it shows that they care about their employees. 

 

In conclusion, stress is a reality that many businesses do not want to face.  For most individuals, their jobs are where they spend half their lives.  Unfortunately, our workplace is a source of undue stress.  This thesis gave several definitions of stress and they all showed harm to the body.  It also showed the causes of stress.   We looked at how change, and environmental, organizational, and individual factors contributed to stress in the workplace.  After finding out what causes stress we looked at the negative and positive side effects of stress.  We saw that although there are some positive side effects to stress, the negative over-powered the positive.  More importantly, the symptoms of stress are not just psychological but physical and behavioral as well. They can all have deadly effects if not managed carefully.  Finally, we looked at six stress management solutions that companies can use to reduce stress in the workplace.  We showed how individuals could deal with stress on their own through relaxation techniques.  Also, we showed how the implementation of wellness programs reduced stress in the workplace.  Next, we looked at how clear goals and expectations and regular performance feedback can significantly reduce the stress levels in the workplace.  We showed how proper motivation cuts the stress level in a company by knowing what motivates employees.  Finally, we looked at how EAP programs provide several outlets for reducing stress in the workplace. Through all of these solutions it is clear that the implementation of these programs will not only benefit the employee, but the company as a whole.  According to LifeWorks, “it is estimated that billions of dollars are lost every year to reduced productivity, absenteeism, and premature death in the US alone.” The bottom line is that stress is a significant problem in today’s workplace, and something has to be done.

 

 

Part 1 of this article was published in the May 2003 issue of weLEAD Online Magazine!

 

Comments to: editor@leadingtoday.org

 

 

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About the author:

 

Alisha Smith is presently a manager at Pier 1 Imports where she has worked for almost three years. She started with the company in Kansas City, MO and am now manages a location in Fargo, ND. To help relieve stress, Alisha is an avid runner and enjoys nothing more than a runner's high. She is completing her undergraduate degree in Business Management from Bellevue University.

 

 

References:

 

Aitken, S. & Cherwitz, N. (2001).  Getting a new perspective.  Workspan, 10, 40-43.

Retrieved March 17, 2001 from ProQuest datatbase.

 

Carlson, R., PH.D. (1998).  DON’T SWEAT THE SMALL STUFF at Work.  New York: Hyperion.

 

Dessler, G. (2001).  MANAGEMENT: Leading People and Organizations in the 21st Century.

New Jersey: Prentice-Hall, Inc.

 

Eliminating the causes of bad workplace stress.  Electrical Apparatus, 9, 15.

Retrieved March 17, 2001 from ProQuest database.

 

Huling, E. (2002).  Handling stress in business life.  Roughnotes,3, 158-159.

Retrieved March 17, 2002 from ProQuest database.

 

LifeWorks (2002). Retrieved September 18th, 2002 from www.lifeworks.com.

 

Merriam Webster’s Collegiate Dictionary (1998).  Tenth Edition: Massachusetts:

Merriam-Webster, Inc.

 

Moore, P. (2001).  All stressed out.  NzBusiness, 4, 20.

Retrieved March 17, 2002 from ProQuest database.

 

Pier 1 Imports. (March 2002). Creating Customer Loyalty.  Retrieved September 18th from

www.pier1.com.

 

Pihulyk, A. (2001).  When the job overwhelms you.  The Canadian Manager, 3, 12.

Retrieved March 17, 2002 from ProQuest database.

 

Robbins, S., P. (2001).  Organizational behaviors .Upper Saddle River: Prentice-Hall, Inc.

Stop burnout before it stops your staff.  Ioma’s Payroll Manager’s Report, 3, 8.

Retrieved March 17, 2002 from ProQuest database.