Showing posts with label Non Major Elective Paper. Show all posts
Showing posts with label Non Major Elective Paper. Show all posts

Saturday, March 27, 2021

Stress Management notes, Non Major Elective Paper, UG Degree 1st Year 2nd Semester, University of Madras

UNIVERSITY OF MADRAS

UG Degree : 1st Year 2nd Semester

NON-MAJOR ELECTIVE PAPER

STRESS MANAGEMENT

Syllabus

UNIT 1: The nature of stress? The stressor, stress reactivity, stress cycle.

UNIT 2: General Adaption Syndrome, consequences of stress, model of stress.

UNIT 3: Stress Management- Assessment of stress, taking control, life events and stress, success analysis.

UNIT 4: Asserting Self, Communication, Time Management.

UNIT 5: Relaxation Technique: Meditation, Autogenic Training and Imagery, Progressive Relaxation.

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UNIT 1:

The Nature of Stress

What is Stress?

      Stress is a psychological condition and body discomfort. It is a common phenomenon associated with a feeling of emotional or physical tension. When the person experiences a constraint inhibiting the accomplishment of desire and demand for accomplishment, it leads to potential stress. Every individual experience stress at some or other time.

Stress can be short-term or long-term. Both can lead to a variety of symptoms, but chronic stress can take a serious toll on the body over time and have long-lasting health effects.

Some common signs of stress:

·        Changes in mood

·        Difficulty sleeping

·        Digestive problems

·        Feeling anxious

·        Frequent sickness

·        Headaches

·        Low energy

·        Muscle tension, especially in the neck and shoulders

·        Physical aches and pains

Nature of Stress

Stress is not a factor that resides in the individual or the environment, instead it is embedded in an ongoing process that involves individuals transacting with their social and cultural environments.

Types of Stress

Not all types of stress are harmful or even negative. Some of the different types of stress that you might experience include:

Acute stress: Acute stress is a very short-term type of stress that can either be positive or more distressing; this is the type of stress we most often encounter in day-to-day life.

Chronic stress: Chronic stress is stress that seems never-ending and inescapable, like the stress of a bad marriage or an extremely taxing job; chronic stress can also stem from traumatic experiences and childhood trauma.

Episodic acute stress: Episodic acute stress is acute stress that seems to run rampant and be a way of life, creating a life of ongoing distress.

Eustress: Eustress is fun and exciting. It's known as a positive type of stress that can keep you energized. It's associated with surges of adrenaline, such as when you are skiing or racing to meet a deadline.

Causes:

There are many different things in life that can cause stress. Some of the main sources of stress include work, finances, relationships, parenting, and day-to-day inconveniences.

Stress can also lead to some unhealthy habits that have a negative impact on your health. For example, many people cope with stress by eating too much or by smoking. These unhealthy habits damage the body and create bigger problems in the long-term.

Impact of Stress:

The connection between your mind and body is apparent when you examine the impact stress has on your life.

Feeling stressed out over a relationship, money, or your living situation can create physical health issues. The inverse is also true. Health problems, whether you're dealing with high blood pressure or you have diabetes, will also affect your stress level and your mental health. When your brain experiences high degrees of stress, your body reacts accordingly.

Serious acute stress, like being involved in a natural disaster or getting into a verbal altercation, can trigger heart attacks, arrhythmias, and even sudden death. However, this happens mostly in individuals who already have heart disease.

Stress also takes an emotional toll. While some stress may produce feelings of mild anxiety or frustration, prolonged stress can also lead to burnout, anxiety disorders, and depression.

Chronic stress can have a serious impact on your health as well. If you experience chronic stress, your autonomic nervous system will be overactive, which is likely to damage your body.

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The Stressor

A stressor is a chemical or biological agent, environmental condition, external stimulus or an event seen as causing stress to an organism. Psychologically speaking, a stressor can be events or environments that individuals might consider demanding, challenging, and/or threatening individual safety.

There are all kind of factors that can cause stress. They range from physical illness to financial problems, to change of work, to strain relations, to loss of dear one, to social situations. All these stressors can be listed under:

1) Emotional stressors 

2) Family stressors 

3) Social stressors 

4) Change stressors 

5) Chemical stressors 

6) Work stressors 

7) Decision stressors 

8) Commuting stressors 

9) Phobia stressors 

10) Physical stressors 

11) Disease stressors 

12) Pain stressors 

13) Environmental stressors 

Dimensions of Stressors:

       The stresses which people experience also vary in terms of

       Intensity

       Duration

       Complexity

       Predictability

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Stress reactivity

Stress reactivity is the capacity or tendency to respond to a stressor. It is a disposition that underlies individual differences in responses to stressors and is assumed to be a vulnerability factor for the development of diseases.

People respond differently when exposed to the same stressor. Such differences can be observed in all four major stress response domains, namely, physiology, behavior, subjective experience, and cognitive function. Within the physiological domain, two response systems are of particular importance: cardiovascular responses (indicated by blood pressure and heart rate), driven by sympathetic nervous system (SNS) activity, and output of the glucocorticoid hormone cortisol from the adrenal cortex, driven by hypothalamic-pituitary-adrenal (HPA) axis activity. Stress reactivity is assumed to be stable over time.

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Stress Cycle

The stress experience will be determined by the resources of the person, such as money, social skills, coping style, support networks, etc

Personality Characteristics:

Physiological: An individual’s experiences of stress depend on the physiological strength of that person. Thus, individuals with poor physical health and weak constitution would be more vulnerable than would be those who enjoy good health and strong constitution.

Psychological: Psychological characteristics like mental health, temperament, and self concept are relevant to the experience of stress.

Cultural:  The cultural context in which we live determines the meaning of any event and defines the nature of response that is expected under various conditions.

Appraisal of Stress:

The perception of stress is dependent upon the individual’s cognitive appraisal of events and the resources available to deal with them. An individual’s response to a stressful situation largely depends upon the perceived events and how they are interpreted or appraised. Lazarus has distinguished between two types of appraisal, i.e. primary and secondary.

Primary Appraisal: Primary appraisal refers to the perception of a new or changing environment as positive, neutral or negative in its consequences.

Secondary Appraisal: When one perceives an event as stressful, they are likely to make a secondary appraisal, which is the assessment of one’s coping abilities and resources and whether they will be sufficient to meet the harm, threat or challenge of the event. These resources may be mental, physical, personal or social. If one thinks one has a positive attitude, health, skills and social support to deal with the crises s/he will feel less stressed.

These appraisals are very subjective and will depend on many factors. One factor is the past experience of dealing with such a stressful condition. If one has handled similar situations very successfully in the past, they would be less threatening for her/him. Another factor is whether the stressful event is perceived as controllable, i.e. whether one has mastery or control over a situation. A person who believes that s/he can control the onset of a negative situation, or its adverse consequences, will experience less amount of stress than those who have no such sense of personal control.

Psychological Stress:

       These are stresses that we generate ourselves in our minds and are unique to the person experiencing them. These are internal sources of stress. Some of the important sources of psychological stress are frustration, conflicts, internal and social pressures, etc. We worry about problems, feel anxiety, or become depressed.

       Frustration results from the blocking of needs and motives by something or someone that hinders us from achieving a desired goal. There could be a number of causes of frustration such as social discrimination, interpersonal hurt, low grades in school, etc.

       Conflicts may occur between two or more incompatible needs or motives, e.g. whether to study dance or psychology. You may want to continue studies or take up a job. There may be a conflict of values when you are pressurized to take any action that may be against the values held by you.

       Internal pressures stem from beliefs based upon expectations from inside us to ourselves such as, ‘I must do everything perfectly’. Such expectations can only lead to disappointment. Many of us drive ourselves ruthlessly towards achieving unrealistically high standards in achieving our goals.

       Social pressures may be brought about from people who make excessive demands on us. This can cause even greater pressure when we have to work with them. Also, there are people with whom we face interpersonal difficulties, ‘a personality clash’ of sorts.

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UNIT 2: General Adaption Syndrome, consequences of stress, model of stress

General Adaption Syndrome

       General adaptation syndrome (GAS) is a theory that describes the physiological changes the body experiences when under stress.

The syndrome includes three stages: the alarm reaction stage, the resistance stage, and the exhaustion stage.

The alarm stage:

It contains two substages: In the shock phase, body temperature and blood pressure both decrease. Loss of fluid from body tissues also occurs.

In the countershock phase, the body’s fight-or-flight response is triggered. Heart rate and blood pressure increase as stress hormones and adrenaline are released.

The resistance stage:

Following the alarm stage, the body begins to repair itself. If the stressful situation is resolved, the body continues to repair itself until it returns to its pre-stress state. If the stressful situation is not resolved, the body remains on high alert, eventually adapting to the higher stress level. Stress hormones and blood pressure remain elevated. This can lead to hypertension and heart problems as well as irritability, frustration, and poor concentration.

The exhaustion stage:

This stage occurs during prolonged or chronic stress when the body’s adaptation to higher stress levels starts to break down. The body no longer has the strength or resources to fight the stress. They may experience:

  • tiredness
  • depression
  • anxiety
  • feeling unable to cope.

       If a person does not find ways to manage stress levels at this stage, they are at risk of developing stress-related health conditions.

The sort of life events that can cause a person to experience stress and GAS include:

relationship breakdowns

losing a job 

medical problems 

money troubles

In theory, the fact that these situations can cause GAS may be beneficial. The alarm reaction gives people a burst of energy and concentration that could help them to problem-solve.

For most people, however, the physical response their body goes through when they are under stress is not helpful.

Unlike threats people may have faced in the Stone Age, a person nowadays is unlikely to be able to resolve a stressful situation of modern-day life with a burst of energy.

Long-term stress can have a negative impact on a person physically and on their immune system. A chronic stress could:

  • increase the risk of viral infection
  • increase the risk of type 2 diabetes
  • lead to stomach ulcers
  • lead to depression

For short-term or mild stressors, the alarm stage is not harmful. It is a natural mechanism that is designed to protect the body from danger. However, when prolonged or chronic stress is experienced, the body may not be able to repair itself in a timely manner, which can lead to the exhaustion stage.

Understanding the stages of GAS can help with the identification of personal stress signals, which can help with the reduction of stress levels.

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Consequences of Stress

These can be :

a) Physical Changes (the effects on body): The physiological changes in body give rise to various diseases e.g., dryness of mouth and Throat, headache, pain in the abdomen, constipation/ diarrhea and increase in Blood Pressure. In adults it is an important risk factor for ulcer, arthritis, high Blood Pressure, Heart disease and Heart Attacks.

b) Affective Changes (the effects on feelings): These are emotional and subjective in nature. They manifest as anger including hostility, Aggression and fear. They are expressed through shouting, fighting, depression or physical abuse. But physical illness can also result if emotions are suppressed.

c) Behavioural Changes (the effects on actions): It manifest in the following ways:

i) Escapism: There is a decline of quantity of work. Slowness in the class or absenteeism in the School/ from work is shown. Eventually, it can result in school dropouts.

ii) Carelessness and disinterest: It affects quality of work. Motivation may decrease and apathy, Lethargy and lack of curiosity can develop.

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Models of Stress

Stress can be understood in terms of the following models:

Tiredness/mental fatigue: Stress can be understood at the simplest level as our minds not having enough time to recuperate or heal following a period of activity. Just as after a very busy day we want to chill out and do nothing physically, we need similar breaks for our minds as well. Unfortunately our minds never rest. Even during periods of rest and sleep the mind is constantly thinking and planning. The only time when our mind rests fully is when it is awake and is in an emotionally neutral state - neither too happy nor too sad. Unfortunately we are always seeking some or the other activity/situation to feel happy thereby giving little time for the mind to heal itself.

Desire: Desires are the spice of life, without them we wouldn't want to live. This makes us invent new desires when the old ones are fulfilled. In fact a desire free state would be the most relaxed state to be in. We do not feel okay when nothing much is happening in our lives. As a result our minds are never free from thinking, planning, seeking, creating new emotions and excitement etc. These apparently positive endeavours also result in stress, which we can describe as a positive stress. If the desires that we carry in our minds are not fulfilled it causes enormous stress, especially if we cannot forgo them or work towards alternative goals in life. If the desires are fulfilled it creates further stress as each desire attained sows’ seeds for further desires.

Relationship model: Relationships can cause stress in two totally opposite ways i.e. as a result of not feeling connected or feeling isolated and as a result of being in an enmeshed relationship.

Existential model: Existentialism is a branch of philosophy that believes that stress is an integral part of life and can not be avoided. It goes a step further in saying that the real stress of being a human being is much greater than we normally appreciate.

Strong negative emotions: This model is very close to the desire model as unfulfilled desires lead to negative emotions. It is not the intensity of the negative emotions that is linked to stress but our inability to digest or process these negative emotions. This is closely linked to our value system, world view, cultural beliefs, core identities and life goals. These factors dictate what would/would not be acceptable to us.

Physiological model: Our nervous system is composed of two different subsystems: the central nervous system and the autonomic nervous system. The autonomic nervous system has been divided into two further groups: the sympathetic nervous system and the parasympathetic nervous system.

We experience stress at the body level in the form of sympathetic nervous system over-activity or an imbalance between the sympathetic and parasympathetic nervous system activation.

Normally both these systems work in harmony, very much like the accelerator and the brakes in our car. But in stress situations there is an imbalance between the two. It is possible to correct this imbalance by means of biofeedback treatment and certain mind-body therapies.

Genetic/biological model: For some individuals genetic and biological factors play a major role compared to the environmental ones in producing stress. These factors modulate release of certain chemicals such as serotonin and adrenaline which are involved in producing anxiety and depression.

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UNIT 3: Stress Management- Assessment of stress, taking control, life events and stress, success analysis

MANAGING STRESS

Managing or coping with stress involves recognizing the sources of stress, how it affects and finding the ways to master or control it. Early detection is the key for management of the stress to help the adolescents lead a meaningful and socially productive life. A pragmatic approach in this regards is needed wherein adolescents, parents/ teachers, counsellors and community, all have to play a positive and constructive role to avoid the menace of stress and its consequences.

Various ways to manage stress in adolescence:

The adolescents can help themselves and lead a stress free life by following some simple guidelines:

1) Think positively: Positive thinking improves our ability to process information efficiently and enhances self esteem. It inculcates optimism, giving us a sense that we are controlling our environment. People with an optimistic outlook live 19% longer than those who are pessimistic.

2) Be aware of your self: Accepting you as you are – is the secret of high self-esteem. Do not condemn or have pity on yourself. You are as unique and excellent piece of creation as anybody else. Identify your strengths, weakness, opportunities and threats. Work constantly to enhance your strengths and avail opportunities while removing the weaknesses and threats.

3) Share with someone you have faith in: Remember, sharing doubles the joy and halves the problems! Communicate your feelings, worries, tensions and even secrets to someone you can confide in. He/ She should be a known and trusted person to maintain confidentiality and avoid exploitation.

4) Reflect: Perform a self analysis of the circumstances/ situations and stressors (i.e. the factors causing stress). You need to find out “what pushes your buttons” so as to strive to disconnect these buttons. It can be person, a situation or sometimes even a thought of something!

5) Recreation must be a rule: Try to establish a balance between work and leisure activities, which is essential to prevent. Destructive tension. Plan and enjoy more activities exclusively with your family/ friends. It should be a routine to have some time for a walk, playing games or watching T.V. during your exams too!

6) Learn how to relax: One needs to learn to slow down. Remember, the nature too assists the slowing down process in a stressed individual with diseases, heart attacks and increased accidents!

Be sure to take adequate rest. Sleep is nature’s all time treatment to stress and tiredness. A good Night’s sleep relaxes and helps to prepare for the challenges of tomorrow. Regular vacations with Your family/friends rejuvenate you. Divert your attention from activities / situations causing stress. Engage yourself in some activity/hobby. Listening to music, reading a book of jokes/ short stories Or even having a stroll with your pet dog all have a good relaxing effect.

7) Make physical activity a routine: Exercises refreshen and relax the body and mind. They increase blood circulation and increase muscle tone. Walking, bicycling, swimming, jogging and out door games, all have been documented to relieve stress.

8) Yoga and meditation are a great help: Yoga and meditation provide mind control and hence, the harmony between body and mind. The concentration of mind increases the self awareness and provides an opportunity to revisit one’s desires, expectations and goals in the realistic rather than expected and dreamy situation.

9) Develop readily attainable goals: Goals are the statements of what you want to achieve. Successful people always set their goals. These have to be developed step by step.

10) Develop hobbies and learn something new: Developing hobbies adds flavour to life. Creating taste and attaining skills in poetry, literature, music, paintings etc. give you a sense of achievement. Make a plan of self improvement to learn something new in a specified time period.

11) Be assertive: Assertiveness is avoiding conflicts by politely exercising your rights while respecting others’ rights too. It avoids undue contradictions and aggression. The basic principle is you have a right to request and other person has an equal right to accept or refuse. You have to learn to say “no” tactfully to new opportunities and requests from others that increase your tensions and anxieties e.g., a friend asks you for smoking and you want to say “no!”

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UNIT 4: Asserting Self, Communication, Time Management.

Assertive thinking balances an active concern for one's own welfare and goals with an active concern for the welfare and goals of others. It is a genuine, active, and persistent attempt to find "win-win" solutions to problems. It includes a willingness to probe more deeply into the motives of one's self and others to find out what each really, really wants. It is an attempt to find general, lasting solutions to recurring problems as opposed to only finding surface, temporary solutions that cause the underlying problem to keep reoccurring.

Assertive methods of control. The assertive approach attempts to tap into one's unconditional love and respect for self and others and treat the other person in an understanding and kind way, yet be able to be as direct, firm, persuasive, and persistent to accomplish the win-win solutions. Honest, persuasive abilities and diplomacy are key sets of skills that assertive thinking needs to be maximally effective. Assertive behavior is generally understanding, open, direct, honest, caring, calm, focused, persistent, kind, and firm. An assertive person makes every attempt to de-escalate conflicts, but can escalate the level of response to manipulation if necessary, The escalation generally uses more honest, understanding, caring, persistent, and diplomatic means than the manipulator. The goal is still to de-escalate and still find win-win solutions. Sight of that end goal is never lost. The sections below will define assertive skills for many different interpersonal situations.

The outcomes of assertive behavior. Assertive behavior improves communication, solves problems better, and brings people closer than any other approach. Treating people assertively will, in the long run, maximize your chances for productive and happy relationships with co-workers, friends, family, lovers, or almost anyone. Assertiveness works best because most people like being genuinely understood and respected, they like having adequate freedom and control, and they like win-win solutions. Assertiveness works best because it motivates people to genuinely want to be cooperative and responsible--not just feel obligated to do so. When there is obligation, resentment and rebelliousness are often close behind.

Assertiveness not only works best when your partner also treats you assertively, it also is the most effective response to nonassertive, aggressive, or almost any type of manipulative response. Remember that the assertive response is extremely flexible and skilled. What you think, say, or do in response to nonassertiveness, assertiveness, or aggressiveness may be very different, but your response will still follow these general principles of assertiveness outlined above.

The main disadvantages of assertiveness are: (1) Assertiveness is often a longer, more complex response (which may mildly frustrate people accustomed to authoritarian directives or no communication at all). (2) Assertiveness requires more training and skill whereas nonassertive and aggressive responses are usually more primitive, simplistic responses (even though both nonassertive and aggressive people may take a very long route to say very little that is useful). (3) Assertiveness means facing difficult, emotion-laden situations more directly and searching for the most upsetting underlying cause. This can be an uncomfortable prospect for habitually nonassertive or aggressive people who usually avoid facing the root causes of their problems. However, achieving deeper insight is a key to finding immediate and lasting solutions to problems--a hallmark of the assertive approach.

Some people believe that assertive means of influence are not as effective as aggressive, dominating, or manipulative means. Space concerns preclude a full discussion of this issue. However, it is very clear that assertiveness is much more effective--especially in the long run. People who know that their partners genuinely care for them and will treat them understandingly, honestly, and kindly are much more likely to cooperate, care back, give back, and stay in the relationship longer. These outcomes of assertiveness are especially true of close relationships such as family, romantic, friendship, and business relationships. I have seen this outcome in hundreds of relationships and research produces the same conclusion. Our scales on the Stevens Relationship Questionnaire (now part of SHAQ-see below) found correlations of more than .70 between our scales of assertive conflict resolution and assertive intimacy skills and a standard scale of relationship satisfaction (the Locke-Wallace scale). Don't be fooled; assertiveness works better overall!

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Assertive Communication

Some qualities of assertive-assertive communication include:

Caring: they express caring and compliments frequently (even at the height of conflict)

Open: they are open and honest about their thoughts and in discussing (not acting out) their emotions.

Focused, yet diplomatic:. important discussions get to the point directly, but kindly and diplomatically.

Active listening: partners actively listen for deeper meaning and respond with empathy and questions to help their partner get to the heart of the issue. They truly consider what their partner is saying instead of just focusing on their own thoughts or their next response. They take time to consider both their partner's and their own position (even at the height of conflict).

Good boundaries: they focus on what they can control--their own thoughts and behavior--not the thoughts and behavior of their partner. When they think about or suggest possible solutions, they focus on what they themselves can do--not on how their partner should change. Partners telling each other how the other should change usually leads to heightened conflict and little change. Partners suggesting how they themselves can change creates appreciation, cooperation, and genuine change. You can still ask your partner to change behaviors, but ask it as a favor and remember that he/she is the one who will decide what to do. You must work on accepting your partner as he/she is.

Constructive Use of Natural Consequences. What do you do if the problem is so important that you can't just ignore it? Alternatives include applying natural consequences, each doing their own thing, reducing time with the other, or leaving the relationship. By each doing your own thing and applying natural consequences, you can find creative ways of providing strong incentives for your partner to change actions. Taking care of your responsibilities and letting your partner take the full, natural consequences of his/her own without intervening is a much better alternative than "enabling" their behavior by buffering them from the natural consequences. In extreme cases such as substance abuse, mismanaging finances, failure to seek employment, or abusive behavior, it is extremely important to take a strong, persistent stand against these behaviors, to not protect people from consequences that may help the "hit bottom" and become motivated to change, to set strong boundaries and protect yourself from these negative consequences, and to strongly urge the person to seek help from professionals and 12-step recovery programs (if appropriate). By taking a "tough love" approach you are most likely to get a win-win solution in which (1) you are minimally dragged into the abyss, and (2) the other person is most likely to fully feel the consequences of his/her actions so that he/she is most motivated to change. Nagging will not work, nor will just accepting them as they are and protecting them.

Less important problems can still be important to your happiness and the eventual success of the relationship. For example, if your partner will not complete chores, try giving him/her responsibility for the chores that affect him/her most and you least. For example, if your partner lets his/her own laundry, personal finances, job, car maintenance go, he/she may shape up after a while. If they don't take care of the problems and your laundry, finances, etc. are OK, then you may be able to accept their actions (or lack of actions). For the behaviors that affect you the most, try creative consequences like putting items he/she doesn't put away out of your sight in a place that may inconvenience your partner. Whenever you plan to use consequences such as these, it is almost always better to get your partner's permission. However, if you can't get it, you may still need to do take these actions if the problem is too great.

No negative manipulation or aggression. Assertive relationships are characterized by an absence of labeling (name calling), blaming, anger, pouting, withdrawal, harsh judgments, put-downs, passive agreement, hateful statements, all-or-nothing thinking, overgeneralization, and harsh criticism.

 Due to these thoughts and behavior, assertive-assertive relationships tend to be loving, open, interesting, more equal in decision-making, foster individual growth and self-esteem of each partner, and be relatively conflict free. Though there will be periods of conflict, the conflicts will tend to be at a lower level of emotionality, more focused on the underlying issues, eventually find win-win solutions, and not recur over the same issues later. Once a person achieves this type of relationship, then that relationship becomes extremely valuable. They are valuable because the relationship is such an important bonus in their lives--they are so much happier with that person than alone, and they know this kind of relationship is rare. That bonus happiness is the glue that holds the relationship together and makes each partner so attractive to the other. You look forward to being with your partner and miss them when you are away because you have so much happiness together.

The description sounds more like a romantic relationship, but similar dynamics occur in any assertive-assertive relationship--parent-child, employer-employee, friendship, teacher-pupil, etc. An employee of the late cowboy movie star, Roy Rogers, said that when Roy hired him, Roy told him that Roy wanted him to be happy in his work. Roy told him that any time he was not happy, he could come to him for help. Roy said the employee could come no matter what the source of unhappiness was--work or personal. The employee said that Roy really meant it, and people would often come to him and receive help. How many employers have told you that? How would you feel working for an employer like that compared to the ones you are used to? Wouldn't this assertive caring tend to create an atmosphere of caring, motivated workers who really cared about the goals of the organization? Wouldn't this assertive caring lead to both enhanced employee happiness and organizational productivity?

Persistence: Gentle, kind, caring, focused comments are like drops of water wearing down the rock. If you persist, they are hard to resist in the long run. You will not only be more successful getting others to cooperate, you will likely earn their respect and affection if you persist with assertion. Assertive persistence is one of the most powerful tools you have. It breaks down the manipulation and other resistances and plays to others' higher motives to do the right thing. It also makes them realize that you are going to be a pain in the backside until they treat you fairly.

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UNIT 5: Relaxation Technique: Meditation, Autogenic Training and Imagery, Progressive Relaxation.

RELAXATION TECHNIQUES

There are a wide variety of relaxation techniques, and some people seek help from therapists to learn how to relax. Some common relaxation techniques include:

Aromatherapy: This approach to relaxation involves using essential oils and natural fragrances to reduce stress and induce a sense of calm. Research has shown aromatherapy can be an effective relaxation strategy, with some scientifically proven essential oils for reducing stress including clary sage, geranium, lavender, and ylang ylang (Cananga tree flower).

Breathing: Relaxation exercises that focus on slow, deep breathing (also known as diaphragmatic breathing) can help people calm down if they’re experiencing anxiety, stress, or panic. Diaphragmatic breathing, even when used on its own, has been shown to greatly reduce an individual’s cortisol (the stress hormone) levels and calm strong responses to stress in the moment.

Exercise: Physical activity in the form of yoga, jogging, and a variety of other exercise approaches have been shown in a wide range of studies to tame stress and anxiety. Even taking short, daily walks can help people relax.

Herbal remedies: Some individuals use herbal supplements to aid in relaxation and lessen anxiety. A study published in Nutrition Journal revealed 71% of test subjects found that passionflower and kava extracts helped them reduce symptoms of anxiety. While some experts suggest relaxation attributed to herbal remedies may be due to the placebo effect, others find that taking certain supplements is indeed effective.

Individual meditation: There are many types of and approaches to meditation, but most of them involve using a quiet, comfortable space and focus to calm the mind and body. Multiple studies have shown that meditation, particularly mindfulness meditation, may help improve anxiety symptoms.

Massage: There are many types of massage. The practice of massage often focuses on physically helping people reduce many types of muscle tension, including tension caused by stress or anxiety. While more research is needed to show that massage can effect long-term stress reduction, at least one study has shown that cortisol levels are lower after a massage session.

Medication: Anti-anxiety medication may be one component of mental health treatment for an anxiety disorder. When used appropriately, medication may help some individuals achieve relaxation and get relief from tension. There are many types of anti-anxiety medications, so it’s important to consult with a licensed mental health professional to learn which one might be most effective for you.

Music: Some people listen to music they find relaxing in order to achieve a sense of calm, reduce tension, or soothe sadness or anxiety. Listening to music has been shown to reduce stress via the autonomic nervous system, meaning it may be most effective at reducing stress when it impacts a person’s heart rate, blood pressure, and other physical responses that are often associated with stress or anxiety, such as sweating and shaking.

Progressive muscle relaxation: Progressive muscle relaxation is commonly used to combat muscle tension that may occur as a result of anxiety or stress. This exercise involves tensing and relaxing one part of the body at a time. A study published in Biological Psychology showed that progressive muscle relaxation lowered stress, anxiety, and cortisol levels in test subjects.

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Wednesday, January 27, 2021

Time Management notes, Non Major Elective Paper, UG Degree 1st Year 1st Semester, University of Madras

 UNIVERSITY OF MADRAS

UG Degree : 1st Year 1st Semester

NON-MAJOR ELECTIVE PAPER

TIME MANAGEMENT

Syllabus

UNIT 1: Nature of time management and its importance. Goal setting, goal alignment.

UNIT 2: Prioritizing goal. The urgent versus- important dilemma. From goal to task.

UNIT 3: Four times styles- advantages and limitations.

UNIT 4: Handle demands, schedule of events, control time.

UNIT 5: Manage self, art of delegation and outsource.

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UNIT 1:

Nature of time management and its importance. Goal setting, goal alignment.

What is Time Management?

Time Management refers to managing time effectively so that the right time is allocated to the right activity. Effective time management allows individuals to assign specific time slots to activities as per their importance. Time Management refers to making the best use of time as time is always limited.

Time Management plays a very important role not only in organizations but also in our personal lives.

Characteristics or Nature of Time Management:

The following are the Characteristics or Nature of Time Management:

·        Effective Planning for the Organization.

·        Setting Goals and Objectives.

·        Setting deadlines for work.

·        The delegation of responsibilities for management.

·        Prioritizing activities as per their Opinions, and.

·        Right time on the right activity.

Effective Planning

Plan your day well in advance. Prepare a To Do List or a “TASK PLAN”. Jot down the important activities that need to be done in a single day against the time that should be allocated to each activity. High Priority work should come on top followed by those which do not need much of your importance at the moment. Complete pending tasks one by one. Do not begin fresh work unless you have finished your previous task. Tick the ones you have already completed. Ensure you finish the tasks within the stipulated time frame.

Setting Goals and Objectives

Working without goals and targets in an organization would be similar to a situation where the captain of the ship loses his way in the sea. Yes, you would be lost. Set targets for yourself and make sure they are realistic ones and achievable.

Setting Deadlines

Set deadlines for yourself and strive hard to complete tasks ahead of the deadlines. Do not wait for your superiors to ask you everytime. Learn to take ownership of work. One person who can best set the deadlines is you yourself. Ask yourself how much time needs to be devoted to a particular task and for how many days. Use a planner to mark the important dates against the set deadlines.

Delegation of Responsibilities

Learn to say “NO” at workplace. Don’t do everything on your own. There are other people as well. One should not accept something which he knows is difficult for him. The roles and responsibilities must be delegated as per interest and specialization of employees for them to finish tasks within deadlines. A person who does not have knowledge about something needs more time than someone who knows the work well.

Prioritizing Tasks

Prioritize the tasks as per their importance and urgency. Know the difference between important and urgent work. Identify which tasks should be done within a day, which all should be done within a month and so on. Tasks which are most important should be done earlier.

Spending the right time on right activity

Develop the habit of doing the right thing at the right time. Work done at the wrong time is not of much use. Don’t waste a complete day on something which can be done in an hour or so. Also keep some time separate for your personal calls or checking updates on Facebook or Twitter. After all human being is not a machine.

What is meant by Goal Setting?

‘Goal Setting’ is the process of setting, defining and stating goals toward which individuals, teams, departments, and organizations will strive to achieve.

The importance of the goal-setting process should not go unappreciated, according to Locke (2019) “Every person’s life depends on the process of choosing goals to pursue; if you remain passive you are not going to thrive as a human being.”

Goal setting involves planning for the future. Thinking positively about the future bolsters our ability to create goals and consider the actions required to achieve them.

Key Principles of Goal Setting:

1. Commitment - Commitment refers to the degree to which an individual is attached to the goal and their determination to reach it – even when faced with obstacles.

2. Clarity - Specific goals put you on a direct course. When a goal is vague, it has limited motivational value. Goal clarity was positively related to overall motivation and satisfaction in the workplace.

3. Challenging - Goals must be challenging yet attainable. Challenging goals can improve performance through increased self-satisfaction, and the motivation to find suitable strategies to push our skills to the limit. Conversely, goals that are not within our ability level will not be achieved, leading to feelings of dissatisfaction and frustration.

4. Task Complexity - Complex tasks introduce demands that may mute goal-setting effects. Overly complex goals that lie out of our skill level may become overwhelming and negatively impact morale, productivity, and motivation.

5. Feedback - Goal setting is more effective in the presence of immediate feedback. Feedback – including internal feedback – helps to determine the degree to which a goal is being met and how you are progressing.

Setting Goals, Objectives, and Tasks:

To begin planning, define your goal and objectives. Then devise a series of tasks to accomplish both.

Setting Your Goal

A goal begins with a desire. It may be spawned by curiosity; by an assignment at home, school, or work; or even by a basic need. In each case, a gap exists between the way things are and the way you want them to be. The more clearly you express the desire, the better you will be able to bridge the gap. One way to set a goal is to state the desire and then clarify it by applying the following set of SMART guidelines:

Specific - A goal should aim for a specific target. It is not merely a general direction, but rather a particular location or achievement.

Meaningful - A goal ought to require effort and accomplish something significant. Something that comes naturally doesn’t need a goal.

Attainable - On the other hand, a goal should be realistic. There is little point in setting a goal that clearly requires more resources than you have.

Relevant - A goal should have a legitimate purpose and be relevant to a specific need.

Trackable - Every goal needs a target date, including measurable achievements along the way. A goal should be grounded within a time frame.

What is Goal Alignment and Why is it Important?

Goal alignment is a process in which the goals of employees support the goals of the organization. This process is also known as “cascading goals,” in which the goals of leadership set the goals for the rest of the organization. In the context of the university, cascading goals occur as follows:

·        Mission and Vision 

·        Strategic Plan 

·        President’s goals (approved by the board of curators) 

·        Vice Presidents’ goals 

·        Division goals 

·        Department goals 

·        Manager goals 

·        Employee goals

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UNIT 2:

Prioritizing Goal. The urgent versus- important dilemma. From goal to task.

Prioritizing Goal.

To prioritize is to determine the order for dealing with (a series of items or tasks) according to their relative importance.

Prioritizing can be good for daily tasks, but take some time to prioritize your personal life-goals as well.

Be flexible and relax. Don’t go overboard with prioritizing everything, or it can end up being counterproductive stealing time and spontaneity from actually doing stuff. Use it with common sense as a tool when needed.

Three unique and more comprehensive prioritization methods:

Bubble Prioritizing:

When you have a list of things (goals, for example) and want the important to arise to the top like bubbles.

Compare the two first items on your list. Decide which one is more important and label this your “favorite”.

Now continue and compare the third item on your list with your current favorite and decide which is more important. The one you decide is more important will become (or remain) your current favorite.

Quadrant Prioritizing:

You can see where your tasks fit into the following quadrant.

Urgent and important

Important but not urgent

Urgent but not important

Not important and not Urgent

Grid Analysis Prioritizing

A thorough and comprehensive way of prioritizing a list of items.

List all items in a row from top to bottom.

From left to right list the factors to consider when evaluating each item.

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UNIT 3:

Four times styles- advantages and limitations.

What are the Different Time Management Styles?

The Early Bird - People with this personal time management style have a bird’s eye view of the different tasks and plans they have to perform. They spend the majority of their time planning and strategizing over paying attention to the fine details.

A. Advantages - Since people in this category see the bigger picture, they are quick thinkers and spontaneous problem solvers. They often come up with creative ideas and novel strategies for different problems.

B. Disadvantages - The most significant disadvantage for those who use the big picture style is their inability to pay attention to smaller tasks and details. This might be unable to do high-quality work.

The Multitasker - people who work on multiple things simultaneously. They shuffle from one task to another before either task is completed. Multitaskers love chaos and often find themselves involved in too many personal and professional projects all at once.

A. Advantages - These hustlers like to stay busy and can do several different things at the same time. It’s easy for them to transition between tasks.

B. Disadvantages - Multitasking is not a very productive way of working, despite popular belief. In fact, studies suggest it can even lower your IQ!

The Helper - People with a hyperfocus style of management get deeply involved in the task at hand. Quick to get in the zone, they prefer to focus on one task and follow it through until it’s done.

A. Advantages - Hyperfocus style users are incredibly productive and produce high-quality work with meticulous attention to detail.

B. Disadvantages - Focusing on only one task can lead to failure to meet deadlines and stress for the unfinished tasks, taking the individual’s attention away from important things that need it. They lack flexibility, as it’s challenging for them to move on from one task to another.

The Deliberator - Working best under pressure indicates a cliffhanger personality. The thing that moves such individuals forward is the adrenaline rush they get as the clock ticks closer to the deadline.

A. Advantages - Those who use the Cliffhanger management style thrive in stressful situations and can withstand a lot of pressure.

B. Disadvantages - The work performed under pressure is generally rushed and of low quality. These people are often procrastinators who wait for the last possible second to begin work.

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UNIT 4:

Handle demands, schedule of events, control time.

The Importance of Scheduling:

Scheduling is the art of planning your activities so that you can achieve your goals and priorities in the time you have available. When it's done effectively, it helps you:

·        Understand what you can realistically achieve with your time.

·        Make sure you have enough time for essential tasks.

·        Add contingency time for "the unexpected."

·        Avoid taking on more than you can handle.

·        Work steadily toward your personal and career goals.

·        Have enough time for family and friends, exercise and hobbies.

·        Achieve a good work-life balance.

Time is the one resource that we can't buy, but we often waste it or use it ineffectively. Scheduling helps you think about what you want to achieve in a day, week or month, and it keeps you on track to accomplish your goals.

Key Points

Scheduling is the process by which you plan how you'll use your time. Doing it well can maximize your effectiveness and reduce your stress levels.

Follow this six-step process to prepare your schedule:

Identify the time you have available.

Block in the essential tasks you must carry out to succeed in your job.

Schedule high-priority urgent tasks and vital "housekeeping" activities.

Block in appropriate contingency time to handle unpredictable events and interruptions.

Schedule the activities that address your priorities and personal goals in the time that remains.

Analyze your activities to identify tasks that can be delegated, outsourced or cut altogether.

It's important that your schedule makes time for your professional and personal goals. If you have little or no discretionary time left when you reach step five, revisit your tasks to see if you can do them differently – otherwise, your work-life balance will suffer.

Control Time

Step 1: Understand where your time is going

·        Do a time audit to set your intentions and see where your time currently goes

·        Understand the Planning Fallacy so you can be realistic about what can be done in a day

·        Discover the unseen distractions that are eating up your time

·        Set up systems to track your daily progress and stay on track

Step 2: Set smart goals and prioritize time for meaningful work

·        Set smarter goals

·        Prioritize your tasks ruthlessly using one of these practical methods

·        Separate the urgent from the important work

·        Use the 30X rule to delegate more tasks

·        Protect your priorities by learning to say “no” to your boss, clients, and managers

Step 3: Build an efficient daily schedule

·        Build a morning routine that gives you momentum

·        Use time blocking to create a daily template

·        Make time for interruptions and breaks

·        ‘Batch’ your communication time

·        Give up on multitasking and context switching

·        Work with your body’s natural energy cycle

Step 4: Optimize your work environment

·        Get rid of the clutter (both physical and digital)

·        Reduce noise issues with headphones or (the right) music

·        Bring a bit of nature into your workspace

·        Set up your tools for focus

·        Try the “Workstation Popcorn” method

Step 5: Protect your time (and your focus) from distraction

·        Use strategic laziness to work on the right things

·        Automate non-negotiable focused time throughout the day

·        Use the Ivy Lee Method to end your day properly

·        Don’t forget the benefits of free time

·        Use the right time management tools

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UNIT 5:

Manage self, art of delegation and outsource.

Manage Self:

Self-management involves setting goals and managing your time.  Developing your motivation and concentration skills will help you to overcome the lure of procrastination. Self-management helps you to avoid stress and provide you with more opportunities to get involved in important activities.

Art of delegation:

“Delegation refers to a manager’s ability to share his burden with others. It consists of granting authority or the right to decision making in certain defined areas and charging subordinates with responsibility for carrying through an assigned task.”

Delegation is a Skill

Delegation is an important leadership skill. If you fail to delegate effectively, you’ll be less productive as a leader and be unable to focus on the longer-term issues that need your attention. From the perspective of your subordinates, it will feel like you don’t trust them and they won’t get given the challenging tasks they need to further their development.

Characteristics of Delegation:

Inclination is the assignment of authority to subordinates in a defined area and making them responsible for the results. Delegation has the following characteristics:

1. Delegation takes place when a manager grants some of his powers to subordinates.

2. Delegation occurs only when the person delegating the authority himself has that authority i.e. a manager must possess what he wants to delegate.

3. Only a part of authority is delegated to subordinates.

4. A manager delegating authority can reduce, enhance or take it back. He exercises full control over the activities of the subordinates even after delegation.

5. It is only the authority which is delegated and not the responsibility. A manager cannot abdicate responsibility by delegating authority to subordinates.

Elements of Delegation:

Delegation involves following three elements:

1. Assignment of Responsibility: The first step in delegation is the assignment of work or duty to the subordinate i.e. delegation of authority. The superior asks his subordinate to perform a particular task in a given period of time. It is the description of the role assigned to the subordinate. Duties in terms of functions or tasks to be performed constitute the basis of delegation process.

2. Grant of Authority: The grant of authority is the second element of delegation. The delegator grants authority to the subordinates so that the assigned task is accomplished. The delegation of responsibility with authority is meaningless. The subordinate can only accomplish the work when he has the authority required for completing that task.

Authority is derived from responsibility. It is the power, to order or command, delegated from superior, to enable the subordinate to discharge his responsibility. The superior may transfer it to enable the subordinate to complete his assigned work properly. There should be a balance between authority and responsibility. The superior should delegate sufficient authority to do the assigned work.

3. Creation of Accountability: Accountability is the obligation of a subordinate to perform the duties assigned to him. The delegation creates an obligation on the subordinate to accomplish the task assigned to him by the superior. When a work is assigned and authority is delegated then the accountability is the by-product of this process.

The authority is transferred so that a particular work is completed as desired. This means that delegator has to ensure the completion of assigned work. Authority flows downward whereas accountability flows upward. The downward flow of authority and upward flow of accountability must have parity at each position of management hierarchy. The subordinate should be made accountable to only one superior. Single accountability improves work and discipline.

Three-Stage Delegating:

1. Hand Holding: New or untried people in your organization don’t want to be thrown to the wolves and you would probably be uncomfortable letting them go unsupervised on a newly delegated task. For a time, until you are both comfortable, be a partner in the task, participating in the decisions, checking along the way. Do this in your best participative style, remembering that the purpose of this relationship is to train members of the group to carry the ball on their own.

2. Consulting: When you and they both feel ready, let them go off on their own. Let them feel free to come to you whenever they want help and information. Use your best coaching techniques, but remain outside the project, only responding when called upon. This gives your people the feeling of being supported without constricting their style.

3. Hands Off: This is for employees who feel confident in their abilities and whom you really trust to do the job right. Delegate the total project and step aside. This is your chance to get back to more creative work. Wait for results.

Outsource:

The process of delegation accomplishes two tasks that are essential to becoming a better manager. The first is that it gets your desk clear for you to perform more managerial and fewer clerical or routine tasks. Second, it creates an opportunity for you to interact with your employees on a less structured and routine basis, opening the door for more motivational interactions and training. Needless to say, there is no effective delegation without proper follow-up. You will need to evaluate the improvement in your delegation skills on an ongoing basis.

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