1. 1 Book Cover Here Copyright © 2015, Elsevier Inc. All rights Reserved Chapter #17 Time and Stress Management Security Supervision and Management Theory and Practice of Asset Protection, 4th Edition

2. 2 Time and Stress Time and stress are topics that can be very closely related. How many stressors do you have in your life that could be the result of poor time management? Copyright © 2015, Elsevier Inc. All rights Reserved

3. 3 Time and Stress The lack of time management may cause reduced quantity and reduced quality of the final work product. Racing from one stress point to the next is a little like playing fireman, putting out fires as they pop up.

4. 4 Time and Stress  If the supervisor plans his or her work and works that plan, it is possible that stress will be reduced, while quantity and quality of work will be improved. Copyright © 2015, Elsevier Inc. All rights Reserved

5. 5 Time and Stress The fact that we do not manage our time very well could be the cause of the stress that interferes with us attempting to manage our time well! Copyright © 2015, Elsevier Inc. All rights Reserved

6. 6 Plan Your Work-Work Your Plan (Example) A supervisor was racing to work to attend an important meeting and “scored” a speeding ticket. A lack of time management caused this incident, resulting in the supervisor missing an important meeting he should not have missed. Supervisory stress changed to anger, employee morale was reduced, and so was their work quantity and quality. Leaving for work 15 minutes earlier could have prevented this negative outcome. Copyright © 2015, Elsevier Inc. All rights Reserved

7. 7 Supervisory Work Planning Find a quiet place the evening before the next days work and build a master plan. Before work, review your master plan and make any last minute changes. You must protect the goals of your “master plan” from distractions if you can avoid them. Copyright © 2015, Elsevier Inc. All rights Reserved

8. 8 Supervisory Work Planning Time Management control will include: 1. Handling politically charged demands first – act like your career could depend on it. 2. Accommodate any time thievery that will help your personal or professional goals. 3. Sidestep requests you must handle through delegation to your subordinates. 4. Use a polite denial to refuse a request for your time and protect your master plan. Copyright © 2015, Elsevier Inc. All rights Reserved

9. 9 Supervisory Work Planning Class Discussion : 1. Identify distractions that can torpedo your master plan. 2. How is time management effected when the supervisor ignores diversions from the master plan? Copyright © 2015, Elsevier Inc. All rights Reserved

10. 10 Supervisory Work Planning What About Flexibility & Changes? Flexibility must be built into every master plan. You have a goal to reduce stress in the work environment. That includes taking pressure off up-line managers when asked to do so. Copyright © 2015, Elsevier Inc. All rights Reserved

11. 11 Time Management Killers Meetings: The time spent in meetings is time spent talking about work, but not working! Some supervisors spend most of the work day in meetings and meetings take precedence over production. Copyright © 2015, Elsevier Inc. All rights Reserved

12. 12 Time Management Killers Meetings: Although a necessity from time to time, meetings are generally time wasters. When all is said and done, there usually is more said than done! Choose only those meetings that are absolutely necessary and keep those meetings on point and short. Copyright © 2015, Elsevier Inc. All rights Reserved

13. 13 Time Management Priorities Meetings: “Management” in “Time Management” means controlling the requests for your time as follows: 1. Politically charged time demands first. 2. Sidestep requests for your time by delegating work tasks to willing employees. Copyright © 2015, Elsevier Inc. All rights Reserved

14. 14 Time Management Killers 3. Schedule the work task request for a later time, or 4. Learn polite ways to say no Copyright © 2015, Elsevier Inc. All rights Reserved

15. 15 Time Management Killers What To Do With A Busted Master Plan: 1. Don’t expect that every day will be a success accomplishing your goals. 2. Don’t give up – reschedule! Do tomorrow what you failed to do today. 3. Then schedule a “catch-up” day, or days if necessary, to regain control of your plans. Copyright © 2015, Elsevier Inc. All rights Reserved

16. 16 Time Management Killers Deadlines and Promises: Deadlines and promises can be time management killers. Most often, upper management requests come with no prior notice and short deadlines. Short deadlines can usually be managed by negotiating a more reasonable deadline. Copyright © 2015, Elsevier Inc. All rights Reserved

17. 17 Time Management Killers Deadlines and Promises: “Promise Long and Deliver Short.” Set deadlines a couple days past the time you know the work can be completed. Do this and you will become the “Go-To- Guy or Gal ” with a future. Copyright © 2015, Elsevier Inc. All rights Reserved

18. 18 Time Management Killers The Demon Phone: Phone interruptions are a definite threat to good time management. You can manage your phone best if you have the right equipment and plan. Caller ID is a must. Call forwarding and a good messaging system are also essentials. Copyright © 2015, Elsevier Inc. All rights Reserved

19. 19 Time Management Killers The Demon Phone: An administrative assistant can be a great barrier to unnecessary phone calls. Screen all your calls and pick up on only those calls that are critical. Have your administrative assistant return calls for you on the calls that do not need your voice on the line. Copyright © 2015, Elsevier Inc. All rights Reserved

20. 20 Time Management Killers The Demon Phone: Unless it is an emergency, strictly business, a politically charged call, or a career-threatening call, stay off the phone. Copyright © 2015, Elsevier Inc. All rights Reserved

21. 21 Time Management Killers Poor Delegation Skills Failure to delegate is a time waster. Delegation of work tasks is actually a motivator. It provides feelings of recognition and belonging in employees. According to, author, Abraham Maslow, employees need recognition and the feeling of belonging. Copyright © 2015, Elsevier Inc. All rights Reserved

22. 22 Time Management Killers Delegation Skills By giving your subordinates challenging work you are accomplishing a lot. You are motivating your subordinates as pointed out above, You are getting more work done than you could all by yourself, and You are reducing your stress and the employee’s stress. Copyright © 2015, Elsevier Inc. All rights Reserved

23. 23 Time Management Killers Follow Up and Follow Through – Stress Reducers: Never leave a work task or project unsupervised. Be in control of the outcome of every work task that you delegate to an employee. However, “control” does not mean smothering an employee’s creativity. Copyright © 2015, Elsevier Inc. All rights Reserved

24. 24 Time Management Killers Follow up and follow through to:  Accomplish oversight on delegated work tasks using reporting stopgaps in the work completion schedule.  Remember, time management includes discipline and weeding out the poor performers. Just say in a polite way: Copyright © 2015, Elsevier Inc. All rights Reserved

25. 25 Time Management Killers Follow up and follow through: You should require daily or weekly progress reports on work tasks you have assigned. The employees should be prompted to let you know of any problems or changes in completion dates. Copyright © 2015, Elsevier Inc. All rights Reserved

26. 26 Time Management Killers Follow up and follow through:  Never delegate more than your employee can be expected to produce in the time allotted.  Give assistance to the project worker by providing additional employees when necessary to help accomplish short term deadlines. Copyright © 2015, Elsevier Inc. All rights Reserved

27. 27 Time Management Killers Follow up and follow through:  Never delegate a task to an employee who does not have the skills to be successful. Use that employee somewhere else.  Be sure that you give your employees all the tools necessary to complete the job. Copyright © 2015, Elsevier Inc. All rights Reserved

28. 28 Time and Stress Management Conclusions From this chapter it is obvious that stress and time management are definitely interconnected. The stress we experience at work and that which we experience outside work have the ability of combining and causing a supervisory dilemma. Copyright © 2015, Elsevier Inc. All rights Reserved

29. 29 Time and Stress Management Conclusions This is important because for the purposes of this chapter we are concerned with how the clash of internal and external stressors effects our work performance. Of all the stressors we experience at work as a supervisor, stress emitting from mismanagement of time must be considered critical. Copyright © 2015, Elsevier Inc. All rights Reserved

30. 30 Time and Stress Management Conclusions Based on the introduction to the topic of time and stress management presented in this chapter, the students should continue their study by performing an in-depth internet search for more information. There is a virtual ton of information waiting for you on the internet regarding supervisory time and stress management. Copyright © 2015, Elsevier Inc. All rights Reserved