How to effectively deal with stress in Project Management
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Whereas short bursts of stress has a positive effect on performance, prolonged stress is harmful to the body and can cause burnout. Too many project managers are chronically stressed and don’t take the warning signs seriously. In this webinar Susanne will share her own story, explaining how she almost faced burnout running a large project. The experience taught her to set boundaries, listen to her body, delegate and focus on activities outside of work that fuelled her energy. Main points covered: • Recognize the warning signs of negative stress • Understand the psychology behind stress • Develop skills that lead to more productive thoughts and habits • Create more balance in your work and life • Learn to operate within your zone of peak performance Presenter: Susanne Madsen is an internationally recognised project leadership coach who facilitates transformational leadership programmes. She works with organisations globally and is the author of several books including The Power of Project Leadership. Prior to setting up her own business, Susanne worked for almost 20 years in the corporate sector leading high-profile change programmes of up to $30 million. Susanne is a fully qualified Corporate and Executive coach and an NLP Practitioner. Recorded webinar: https://youtu.be/TMkaOIGJKyM
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How to effectively deal with stress in Project Management
- 2. www.SusanneMadsen.com Susanne Madsen • International project leadership coach • 20 years hands-on experience leading change programmes of up to $30m • Qualified Corporate and Executive coach • PRINCE2 and MSP Practitioner • Author of The Power of Project Leadership and The Project Management Coaching Workbook • Visit my website http://www.susannemadsen.com Art of Projects Conference 2018.
- 3. www.SusanneMadsen.com My road back to full health Art of Projects Conference 2018. • I got better at delegating and asking for help • I learnt to control my mental state • I began to leave the office at 6pm • I decided not to think about work once I left the office • I began to practice yoga and pay more attention to what I eat • I did more of what gave me energy • I took a mini sabbatical
- 4. www.SusanneMadsen.com What causes you stress? Art of Projects Conference 2018.
- 5. www.SusanneMadsen.com • Think of a recent situation that has been stressful to you • What were you thinking? • How were you feeling? • What did you say and do? • What was the physical effect on your body? • What was the effect on people around you? • If you were your own coach, what would you say to yourself? What causes you stress?
- 6. www.SusanneMadsen.com Burnout or Rustout? Art of Projects Conference 2018.
- 7. www.SusanneMadsen.com What is stress? • Negative stress is a situation where demands on you exceed your resources or ability to cope. • It happens when you feel that you can't cope with pressure. Art of Projects Conference 2018.
- 8. www.SusanneMadsen.com The physical stress response • Fight or Flight – we move into survival mode. • Cortisol and adrenaline are released. • The blood thickens. The brain swells. • The heart beats faster. Art of Projects Conference 2018.
- 9. www.SusanneMadsen.com Why does it matter? • Prolonged negative stress has a severe impact on health and happiness. • Reduces access to prefrontal cortex. IQ drops by about 20 points. • Reduced problem-solving abilities. • 12.5 million days are lost to stress each year, costing UK employers billions. Art of Projects Conference 2018.
- 10. www.SusanneMadsen.com Which warning signs do you recognize? (1) Art of Projects Conference 2018. Cognitive Symptoms Emotional Symptoms Memory problems Moodiness Inability to concentrate Irritability, short temper Poor judgment Agitation, inability to relax Constant worrying Feeling overwhelmed Anxious, racing thoughts Sense of loneliness Seeing only the negative Depression, unhappiness No sense of humor Lacking confidence
- 11. www.SusanneMadsen.com Which warning signs do you recognize? (2) Art of Projects Conference 2018. Physical Symptoms Behavioral Symptoms Aches and pains Eating more or less Diarrhea or constipation Sleeping too much / too little Nausea, dizziness Isolating yourself from others Chest pain, rapid heartbeat Neglecting responsibilities Loss of sex drive Using alcohol /drugs to relax Frequent colds Nervous habits (nail biting) Sleep deprivation Refrain from taking initiative
- 12. www.SusanneMadsen.com Peter’s story • Unrelenting pressure for months to implement design and build projects within the rail industry. • Collapsed at work with severe chest pain and ended up in the Cardiac Care with fluid around his heart. • It was a wake-up call for his employer who began to train staff in recognising the warning signs of stress. • Peter began to exercise, make time for friends and family. He learnt to ‘switch off” and does not check email between 7pm and 7am. • Today, 12 years later, he manages much more complex projects but experiences them as less stressful. Art of Projects Conference 2018.
- 13. www.SusanneMadsen.com What stresses us at work? Art of Projects Conference 2018. STRESS Too much work Too little time No job security Project Issues Inter- personal conflict Imposter syndrome – I’m not good enough Project managers like to be in control – know it all and do it all
- 14. www.SusanneMadsen.com It’s all about our thoughts.. Stress isn’t the result of stressful situations. It’s the result of the thoughts we have about those situations. And thoughts are only real if we believe them. Art of Projects Conference 2018. If we can identify the thought and change it, we have found a key to combatting stress.
- 15. www.SusanneMadsen.com How do you respond to stress? Art of Projects Conference 2018. EXTERNAL EVENT INTERNAL RESPONSE OUTCOME Your thinking patterns determine how you respond to external events. Pause for 2 mins. Breathe deeply before choosing your response. (The biology of courage)
- 16. www.SusanneMadsen.com Avoid thinking errors • I must/I should/I can’t – I should know this by now, I must finish this today. • Thinking in black and white – It has to be 100% perfect. • Attaching negative labels to ourselves - I am not as clever as everybody else. I’m inexperienced. I’m too young/too old. Art of Projects Conference 2018. • Predicting negative future events – I know I’m going to mess up. I’ll be found out. • Catastrophizing and blowing things out of proportion – This is terrible, now I will be fired.
- 17. www.SusanneMadsen.com How to beat stress Project-level responses Setting boundaries Working smarter Put things in perspective Physical health Re-energizing Relaxation techniques Art of Projects Conference 2018.
- 18. www.SusanneMadsen.com Project-level responses Art of Projects Conference 2018. • Use proper project management – Create realistic plans with sufficient contingency – Agree expectations – have clear role descriptions • Change the culture – Set mutually agreed ground rules – Make it ok to show vulnerability and express how we feel – Do something together as a team – Care about each other’s wellbeing
- 19. www.SusanneMadsen.com Set personal boundaries Art of Projects Conference 2018. • Decide on the work-life balance you want. • Agree ground rules with yourself: – Leave work on time (4 times a week) – Don’t take work home (switch off phone) – Take a proper lunch break • Be authentic and respect your limits: – Express what you see, hear and feel – Speak up and say no when you have reached capacity
- 20. www.SusanneMadsen.com Learn to say no Art of Projects Conference 2018. • I cannot do A, but I can do B • Let me think about it and get back to you • I can do what you ask, but it will mean that I have to drop x, y, z..
- 21. www.SusanneMadsen.com Work smarter Art of Projects Conference 2018. • Do you tend to multitask? – Find your flow – Focus on one activity at the time – Don’t let email manage you • Give up the super hero image: – Learn to delegate and ask for help – You don’t have to know it all / do it all – Get project support
- 22. www.SusanneMadsen.com Put things in perspective • How awful is the stressing event is on a scale from 1 to 100? • How much it will matter in 12 months time? • Don’t overreact – ensure your stress response is appropriate Art of Projects Conference 2018.
- 23. www.SusanneMadsen.com Change your physiology • Mind and body are interconnected. To change your state of mind, change your physiology: – Breathe deeply and slowly – Get up and move – Stretch or go for a walk – Practice mindfulness • Look after you physical health: – Exercise regularly – Get enough sleep – Eat healthily and avoid energy zapping foods Art of Projects Conference 2018.
- 24. www.SusanneMadsen.com What drains and energizes you? Art of Projects Conference 2018. • Identify the activities that either give you energy or that drain you. • Follow your passion.
- 25. www.SusanneMadsen.com What can you start and stop doing? Art of Projects Conference 2018. • I could ease the impact of stress in my life if I were to start.. • I could ease the impact of stress in my life if I were to stop.. • I will know that I am managing my stress better when I.. Finish the sentences
- 26. www.SusanneMadsen.com Visualization and relaxation exercises Art of Projects Conference 2018. • Meditation, yoga, guided relaxation techniques • Self-hypnosis: create a calming and centring ritual before and after work • Use empowering self-talk and positive affirmations
- 28. www.SusanneMadsen.com The key to wellbeing Art of Projects Conference 2018. • Notice the small things to be grateful for. • Contribute your talents to a cause greater than you. • Amplify the things that give you meaning. • Engage in generous and altruistic behaviour. • See the positive in other people. • Be fully present.
- 29. www.SusanneMadsen.com Connect with Susanne Art of Projects Conference 2018. www.SusanneMadsen.com Twitter @SusanneMadsen Connect on LinkedIn Available on Amazon and on Kindle. www.PowerOfProjectLeadership.com
- 30. • ISO 21500 Training Courses • ISO 21500 Introduction 1 Day Course • ISO 21500 Foundation 2 Day Course • ISO 21500 Lead Project Manager 5 Day Course • ISO 21500 Lead Assessor 5 Day Course Exam and certification fees are included in the training price. https://pecb.com/en/education-and-certification-for- individuals/iso-21500
Hinweis der Redaktion
- 45 minute webinar + 15 minute questions
- Out of all this stress came a change in my career. I asked more questions, and I stumbled upon coaching.
- Out of all this stress came a change in my career. I asked more questions, and I stumbled upon coaching.
- How stressed are you at the moment? What tends to cause you stress? How do you normally behave when you are stressed? What is the physical effect on your body? What is the effect on people around you? If you were your own coach, what would you say to yourself?
- Ask them to share it the person next to them. Then ask how it felt to share… Perhaps Matt can talk about how sharing his stress and worries with his boss helped. Admitting to ourselves that something doesn’t feel right and sharing that with the person who stresses us is very empowering.
- Negative Stress is a situation where demands on a person exceed that person’s resources or ability to cope. It happens when we feel that we can't cope with pressure.
- Fight or flight The fight or flight response was first noted by one of the early pioneers in stress research, Walter Cannon. In 1932 he established that when an organism experiences a shock or perceives a threat, it quickly releases hormones such as adrenaline and cortisol that help it to survive. These hormones help us to run faster and fight harder. They increase heart rate and blood pressure - delivering more oxygen and blood sugar to power important muscles. They increase sweating in an effort to cool these muscles, and help them stay efficient. They divert blood away from the skin to the core of our bodies - reducing blood loss if we are damaged. As well as this, these hormones focus our attention on the threat, to the exclusion of everything else. Breathing is accelerated to supply more oxygen for conversion to energy. The heart moves into overdrive to supply the body with more oxygen and nutrients. Our immune system is activated, ready to administer to wounds. Attention and sight become acute and highly focused and our sense of pain is diminished as the body releases analgesic hormones. At times of danger, the body's innate intelligence automatically takes charge by triggering a set of changes that bypass our rational thoughts. Priority is given to all physical functions which provide more power to face an enemy or to flee. The stress response is the body’s way of protecting you. When working properly, it helps you stay focused, energetic, and alert. In emergency situations, stress can save your life—giving you extra strength to defend yourself, for example, or spurring you to slam on the brakes to avoid an accident. The stress response also helps you rise to meet challenges. Stress is what keeps you on your toes during a presentation at work, sharpens your concentration when you’re attempting the game-winning free throw, or drives you to study for an exam when you'd rather be watching TV. But beyond a certain point, stress stops being helpful and starts causing major damage to your health, your mood, your productivity, your relationships, and your quality of life. Competency mode requires access to the prefrontal cortex, which allows for reflection, planning, introspection, imagination etc. In survival mode, strong emotions hi-jack the prefrontal cortex so that you cannot properly use it. IQ drops about 20 points! In a very real sense, stress affects our ability to think clearly and rationally and to perform well.
- Bruce Lipton: https://www.nicoleporterwellness.com/know-95-disease-stress-related/ The more we are exposed to stressors, the more overactive our fight or flight response becomes until we find ourselves operating at fever pitch level, constantly prepared for battle, perceiving potential threats everywhere. That is why people who are over stressed not only show physiological symptoms such as high blood pressure, rapid heart rate or shallow fast breath; they can seem overly sensitive or aggressive. IBS is a problem because blood has rushed to the brain. http://www.stress.org.uk/About-stress.aspx Whilst a lack of stress means your body is under-stimulated, stress that is too intense or prolonged, causes your body to release stress hormones over a long period. This increases the risk of a range of physical health problems including headaches, stomach upsets and high blood pressure. It can even increase the risk of having a stroke or heart attack. More often, stress leads to psychological problems. It can make people feel distrust, anger, anxiety and fear, which in turn can destroy relationships at home and at work. Stress also plays a key role in the development of anxiety disorders and depression.
- Also, low patience and not being able to sit still for a couple of minutes in a meeting without fidgeting or checking the phone.
- Mention story about Vivi who was stressed but did not notice the warning signs.
- Twelve years ago I was a project manager in charge of a portfolio of multi-disciplinary design and build projects within the rail industry. Delivery of the projects was spread over a five-year timeframe. The workload was significant and the pressure to develop and implement the schemes was unrelenting. I realised that I was going to struggle and made repeated requests to my line manager and the business unit manager for additional support. These were ignored, leaving me to try and cope on my own. After almost nine months of non-stop work, which included weekends and a lot of late nights, the demands placed on me finally became too much. I collapsed at work with severe chest pain and had to be rushed to hospital where I ended up in the Cardiac High Care unit of my local hospital. I was diagnosed with Pericarditis, which was so severe that fluid had accumulated around my heart. I spent a week in hospital and a further five weeks recuperating. Eventually, my doctors suggested that the stress associated with my work was a likely root cause. The incident served as a wake-up call that work-related stress can be deadly. My employer was made aware of the likely causes for my illness and conducted a number of ‘Return to Work’ interviews with me to explore and understand the factors at play. As a result of the discussions, my employer instigated a number of changes within the business, including training to recognise warning signs related to stress, regular staff health surveillance and a training programme on how to effectively deal with stress. I was one of the first managers to complete the training and as a result I was able to change my approach to pressures at work and become more resilient. I began to exercise more (working out at the gym, walking and cycling), I made time for the really important things in life such as family, friends and hobbies and I made sure that I got enough sleep. I function at my best with six hours sleep a night and recognise that others probably require more than that. Very importantly I also leant to ‘switch-off’ from work at the end of the day by deciding that my work stops and home-life begins when I pass the last set of traffic lights on my way home. I turn off my mobile phone at 7pm and only turn it back on at 7am. My team is aware and don’t call or email between those hours. In the evening I leave my laptop at the office (or in the boot of my car) and holidays are for my family and I to enjoy – the mobile phone and laptop stay at home and get a rest as well. I also use breathing and relaxation techniques to help me get to sleep. This has been very successful and sleepless nights are thankfully a rarity. Today I lead projects that are far bigger and more complex than the ones I managed twelve years ago, but I experience them as less stressful. When I meet people who are in a similar situation to the one I was in, my advice is to create space for themselves. By that I mean that they need to slow the pace of their activity, become more deliberate in what they do and what they choose to focus on. The urge is to try and resolve every problem, attend to every need and work yourself out of whatever predicament you are in. Sometimes that works out, but success comes at a significant personal cost and it is ultimately not a sustainable approach for dealing with stressful situations on your projects. Use your team for support and allow them to help you carry the load. Also, do not be afraid to admit that you need help from time to time. Speak to your line manager, explain your situation and get the help you need. Johann Boshoff, Contracts Manager at BAM Nuttall Ltd
- Lack of confidence / Imposter syndrome = we’re not good enough, we don’t know enough, we’ll be found out. The reason for stress in project management is often that we want to do well, we don’t want to appear weak by asking for help. We think that we have to be able to do it all on our own and figure things out. High achievers are most prone to stress The project managers who are most prone to stress and burnout are type A personalities who are driven to succeed. They have a high level of energy and feel that they are able to deal with anything. In a project setting type A’s are highly sought after because they get things done and are keen to fulfil expectations. But although their assertiveness and desire to please get the project delivered and earn them some brownie points as a manager, their high expectations and drive take a toll over time. It is our faulty thinking and emotions associated with events that give rise to stress. As PMs we like to know it all and do it all. Very stressful situation. We don’t always feel we have anyone to delegate to. Pleasers and high achievers are prone to stress!
- Stress begins with a triggering event, and a thought about that event. But thoughts are only real if you believe them. After all, many of us experience the same events but only some of us find them stressful.. Draw on flipchart: EVENT -> THOUGHT -> FEELING -> REACTION -> OUTCOME It all begins with a thought. But thoughts are only real if you believe them. Give an example.
- We choose our response to the external event. It is our faulty thinking and emotions associated with events that give rise to stress. Kelly McGonigal (TED): How you think and how you act can transform your experience of stress. When you choose to view your stress response as helpful, you create the biology of courage. And when you choose to connect with others under stress, you can create resilience.
- Identify unhelpful thinking patterns. Start to notice when you use unhelpful thinking patterns such as “It has to be 100% perfect”, or “I must/I should/I cannot”. Instead, think of preferences for how you want things to be. If you prefer things to be a certain way rather than need them to be a certain way, it will stress you less if they turn out to be different. Things do not have to perfect; they have to be good enough. Also take control of negative thinking such as “I am not good enough” or “I am stupid”. Look at the situation from a rational perspective by asking if your viewpoint is reasonable and accurate. Think positively about yourself and your contributions. Imagine yourself as a positive and energetic individual and give yourself the best words of encouragement. Remember that there is no such thing as stupidity or failure. Only opportunities to grow and learn. If you continue to have negative thoughts and put yourself down, work with a mentor or coach to help change the way you think and feel about yourself. Identify the biggest thinking error that you are most guilty of. What would happen if you took the opposite perspective?
- At a project level we can minimize stress by making sure that our plans are realistic and that we have sufficient contingency in place. On many projects there is an expectation that people are 100 per cent effective, but that’s simply not the case and we have to account for that. Having clear role descriptions, a common set of practices and mutually agreed ground rules will also help minimize stress. There is nothing worse than working in a dysfunctional team and not being able to articulate it or address it. We have to create a culture, not only where we can talk about the behaviors we expect from each other, but also where we can express how we feel. When we’re able to show vulnerability, ask for help, and when we care about our co-worker’s wellbeing, we will have come a long way. Employers, project managers and team members need to jointly create this kind of culture.
- Internal and external boundaries. Know your limit. Non violent communication: When I’m given a deadline without having been consulted, it makes me feel that my opinion doesn't’t matter. Slow down – do you suffer from hurry sickness? If you have a tendency to get stressed, chances are that you have a type A personality. Type A personalities are typically high achievers who are full of energy and drive. They are competitive, critical and impatient and will often try to do more than one thing at the time. They operate at their maximum possible speed and feel that time is running out. People with a type A personality tend to interrupt and will often seek recognition from others. If this rings true for you, be conscious about slowing down. Actively make time for other people, listen and make an effort to focus on one thing at the time. You cannot operate at 100% capacity on an ongoing basis, so allow yourself to have lazy times. Make time for yourself every day, even if it is just 10 minutes. Even the best of warriors will save their energy for when they need it the most. People prone to heart disease are typically Type A. They suffer from “Hurry Sickness” Type B are laid back, calm, friendly and tolerant. Follow your passion. Take time out to follow your passion in your spare time and do what you love. This will take you mind off work, fuel your passion and energize you. When you are energized and happy outside work you are more likely to be energized and happy as a project manager at work. Pursue your hobbies and spend time with people you love. Laugh, relax and be good to yourself. Forget your to do lists and what you “must” and “should” do. Allow yourself to just be and do whatever feels good.
- Internal and external boundaries. Know your limit. Non violent communication: When I’m given a deadline without having been consulted, it makes me feel that my opinion doesn't’t matter. Learn to say no. Sometimes we cause ourselves unnecessary stress by saying yes to things which we really want to say no to. This can be in all kinds of situations, from small favors to taking on an extra project even if we are already running one full time. Remember that there are only so many hours in the day. Whatever you choose to take on limits your ability to focus on the most important aspects of your current project and to produce the good results which you and your team will be measured against. Even if you somehow can fit in a new commitment, you really should not unless it is more important than what you are currently doing. If you are uncomfortable saying no, or are dealing with a pushy boss, just say, “Let me think about it and get back to you”. This gives you a chance to review your schedule and think about how you really want to respond. If you do want to say yes, but do not have the time, look at what you can fit in. Say “I cannot do this, but I can do…” and mention a lesser commitment that you can make. In this way you will still be partially involved, but on your terms.
- Delegation – Lisa’s story + Susanne delegated to a project administrator
- Put things in perspective. When we are stressed we tend to blow things up and magnify issues. We get stressed over things that seem big, although in the grand scheme of things they may not be. To put things in perspective ask yourself how awful the stressing event is on a scale from 1 to 100 or how much it will matter in 12 months time? Compare your situation to other situations that are truly awful. If you assign it 20 points out of 100, make sure your stress response is aligned and not over exaggerated. We can train our minds to think more positively. Always weigh up the positives against the negatives. See both sides.
- Aerobic exercise gets rid of built up adrenaline and cortisol in the body. It also stimulates the production of endorphins. Breathe deeply and slowly. One of the most powerful things you can do when you are stressed is to breathe deeply and slowly. Sit still for a moment and breathe deeply and calmly from your stomach. Pay attention to your breath as it fills up your stomach and lungs completely. Then follow it as it empties your stomach and lungs completely. Shut out all other thoughts for a couple of minutes and just feel your breath in your body. Try it now and see for yourself how powerful it is. Relax your body and breathe as deeply and slowly as you can. There are many benefits of this technique. Equilibrium is restored in your body, your heart rate decreases, your lungs expand and your muscles loosen up. It also calms the brain and releases endorphins into the system. These are natural pain killers in the body that help relax the muscles and nerves. Use this technique anytime you feel tense or use it to unwind after a long day. Try it now! Ask the delegates to stand up and initially stand normally. Then ask them to point their sternum (chest) upwards and assume a strong powerful position. Ask them how it makes them feel differently. Exercise and strengthen your physique. Regular exercise is one of the best techniques for reducing the physical effects of stress. It improves your health, loosens up your muscles and helps you slow down and go to sleep. When you exercise, the blood-flow in your body and to your brain increases and endorphins are released which gives you a feeling of happiness and well-being. The most effective types of exercise are those that work the muscles in your upper body as that is where stress often builds up. If you exercise regularly you will have a healthier body and you will be able to better handle the long term effects of stress. Not only will you be physically stronger; you will also be psychologically stronger. When you assume the physiology of someone who is strong and resourceful it is more difficult to be stressed. Try it now. Stand up tall. Be strong and feel the power of your being. How does that make you feel? It’s impossible to feel depressed when we move and exercise.
- Emphasize that we have to make changes is we want a different outcome to what we had in the past.
- Use visualization and relaxation techniques. There are many different types of relaxation techniques. Most of them serve to relax your muscles and to take your mind off the things which stress you. They will make you focus on a place of calm and stillness within in order to make external events seem less important. You will feel refreshed and calm as a result. Experiment and use the techniques that suit you best. Try meditation, yoga, guided visualizations or self-hypnosis. Sit quietly for 5 minutes every morning and every evening and focus on being calm and peaceful. Breathe deeply and slowly. Focus on how you want the day to be. Visualize yourself being powerful and in control. Imagine lots of tasks and issues being thrown at you while you calmly prioritize, delegate and decide on where to focus your attention. Try it now. Sit quietly for a moment and feel your internal source of power. Make it a habit to put yourself in a positive state before you begin your day.
- Optional exercise where I talk the delegates through a relaxation/visualization exercise. “Think about a place where you feel totally relaxed and absorbed.. “ (read from script). Discuss how this relaxation exercise made them feel and how they can leverage it. Mention that there are many good relaxation apps out there.
- Use visualization and relaxation techniques. There are many different types of relaxation techniques. Most of them serve to relax your muscles and to take your mind off the things which stress you. They will make you focus on a place of calm and stillness within in order to make external events seem less important. You will feel refreshed and calm as a result. Experiment and use the techniques that suit you best. Try meditation, yoga, guided visualizations or self-hypnosis. Sit quietly for 5 minutes every morning and every evening and focus on being calm and peaceful. Breathe deeply and slowly. Focus on how you want the day to be. Visualize yourself being powerful and in control. Imagine lots of tasks and issues being thrown at you while you calmly prioritize, delegate and decide on where to focus your attention. Try it now. Sit quietly for a moment and feel your internal source of power. Make it a habit to put yourself in a positive state before you begin your day.