Tackling work stress: 5 tips!

Reducing stress at work? Stop working reactively!

Does your workday often look completely different from what you had in mind when you stepped out of bed in the morning? Do you let others happily fill up your calendar? An email here, a phone call there. That colleague who rushes into your office with wide eyes, asking if you can help RIGHT NOW. Do you drop everything to provide an answer or finish that urgent task as quickly as possible? Then it looks like you are working reactively.

What exactly does reactive working mean?

Reactive working means that you only take action when someone else asks you to.

Having such a reactive colleague in the department can be very convenient. You know you can always go to them to offload that annoying monkey from your back. Once you've found that path, you secretly dump an entire zoo onto the shoulders of that increasingly breathless, yet always very helpful colleague.

But if you are that workhorse yourself, it can easily start to overwhelm you. Your inbox is overflowing, your to-do list keeps growing, and your blood pressure is rising. Not healthy, then. You think you're doing a good job by helping others. Of course, it seems very collegial, but in the end, it comes at the expense of your productivity.

Fortunately, there are various ways to get a better grip on your workday and ultimately reduce work stress. With the following 5 tips, we will help you get started.

5 tips to effectively reduce work stress

1. Eliminate digital noise.

Change the settings on your laptop and phone. Every pop-up that appears when a new email arrives seriously disrupts your concentration. Even if you don't read the message, it takes dozens of precious minutes before you regain your focus. Push notifications on your phone can also usually wait an hour. Unless it's an emergency alert, of course.

Schedule 3 fixed times during the day, for half an hour each, to read your email and WhatsApp. For example, at 10 a.m., just after lunch, and at 4 p.m. It might take some getting used to not constantly peeking into your inbox; it might even feel like a digital detox. But really, it helps you get into your flow and stay there. Don't forget to tell your colleagues that they don't need to expect an answer from you within 5 minutes anymore. You'll likely become a trendsetter, because honestly, you're not the only one dealing with digital stress.

2. Is it urgent, or does it just feel urgent?

Ask yourself this golden question every time you are tempted to fall into that trap, which is often dug by someone else anyway. In 99% of cases, the world really won't end if you pick up an 'urgent' matter an hour later.

Will the world end if you wait a moment to respond? If not, make a note and get back to your own business.

3. Create a digital parking spot.

It happens before you even realize it, especially if you work in the same room. Quickly asking your colleague something, or complaining about an annoying client. But what applies to you, also applies to your colleague. Every interruption pulls you out of your flow for a moment.

Therefore, agree with each other on what you are truly allowed or even required to interrupt each other for. These are the truly urgent matters that really cannot wait. Also, discuss how you interrupt each other. Can the topic or question be handled in an email? Then that is the right way. And if it concerns discussion points that belong in a work meeting, park them in a special online place that is accessible to both of you. Then your colleague can respond at a time that suits them. Or you can go through the list together when you have your meeting anyway. You won't even have to think about the agenda next time!

Read this blog if you want to know more about hybrid working.

4. Buy a kitchen timer.

Wait, what is this strange tip? Take our word for it: it works. By applying the so-called ‘Pomodoro technique,’ you force yourself to work with complete focus on your project for a limited time. Of course, you don’t necessarily need a kitchen timer; the timer function on your phone works just fine. Though you might be tempted to quickly check a text or email…

How does the Pomodoro technique work? Think of a task or project you want to finish. You’ve already turned off all digital noise (see tip 1) and your colleagues are just as disciplined as you are, because you’ve made clear agreements (tip 3). Set your egg timer or phone timer to exactly 25 minutes. Then, work until the alarm goes off. Take a 5-minute break. Then continue with the next task until another 25 minutes have passed. Have you completed 4 of these blocks? Then take a break of at least 15 minutes.

If you fill a workday this way, you will be amazed at the number of tasks you have completed and finished. Moreover, there is such structure in this way of working that you will experience more peace of mind.

5. Saying 'NO'.

Be kind to yourself and learn to say 'No.' Ultimately, you are doing your manager and colleagues a big favor, too. Because responsibilities remain where they belong. And you get the chance to be truly productive while maintaining a good balance.

Block out enough ‘me-time’ in your digital calendar and set your status to ‘busy.’ This is time you can spend reading your email, working on administrative tasks, or (also important, because it’s recharge time!) taking a break. Treat these blocks in your calendar as set in stone. No one touches them, unless the building is on fire, of course.

When you don't stand up for yourself enough, friction can arise between you and your colleagues. Make sure to put a positive spin on this and read this blog about resolving workplace conflicts.

Need more tips to combat work stress?

The internet is full of interesting facts that can help you manage your calendar and yourself more smartly. Use the incredible capabilities of Outlook and cloud solutions. We at Pluvo know many digital tips and tricks, because, hey, that’s our job! So feel free to contact us; we’re happy to help.