As the English saying, “If you want something to be done, give it to the busiest person” suggests, it is not the quantum of work but the sense of non-accomplishment of the task within the specified time that gives rise to the so-called work pressure. If an individual is subjected to work pressure for a long time, its manifestation on the body becomes evident. We, therefore, need to learn the art of coping with work pressure.
Most of the time when we boast how well we have completed a task, we find that we are efficient without being effective. The difference between the two can be made out as under:
 Efficiency Implies   Effectiveness Means

• Doing the job right  Doing the right job 
• Solving problems  Producing creative alternatives
• Safeguarding resources Optimizing resource utilization
• Discharging duties  Obtaining results

Most importantly, an efficiently executed task does not necessarily get rid of work pressure, but effectiveness does. We get a divided response when people at work are asked the question, “Who has more work pressure, a clerk or a chief executive officer. The perception and interpretation of work pressure differ from man to man. A positive state of mind definitely changes attitude towards work. For instance, if an individual feels that the work allotted to him should have been given to somebody else and that he is working on behalf of his senior (or his boss), he may find the situation stressful. If, on the other hand, he views the work assigned to him as his own, he can take it up as a challenge instead. In the second situation he owns the responsibility and looks at the work very differently. In contrast to stress, which dissipates energy, challenge stimulates energy and the individual is able to utilize all his potential. He enjoys work and is able to deal with work pressure in a far better way with the stimulation of recessive energy. Khalil Gibral has put it so well; “Work is love made visible, and if you cannot work with love but only distaste, it is better that you should leave your work and sit at the gate of the temple and take alms of those who work with joy”.

In an organizational set-up, a little change in the style of an individual may help a lot in coping with work pressure. The following suggestions may help in examining one’s style of working and improving it:
Get Organized and Streamline the Tasks: One should not lose oneself in the vision of work to be done.  A person may be highly talented, and yet may end up squandering all his talent if he does not streamline the tasks and get himself organized. The office desk of a disorganized manager has a cluttered appearance: the drawers are full of papers, there is evidence of unfinished tasks and letters are not responded to. He forgets scheduled appointments and misses important deadlines at work. He ends up investing his energies in unproductive, trivial assignments instead of attending to vital and crucial tasks. A disorganized person feels guilty and is not even able to enjoy recreational pursuits.

While streamlining the tasks, the least urgent task should be replaced by the most urgent one. However, urgent errands should not be allowed to take over the important matters. The list of tasks should be reviewed on day-to-day basis and the tasks should be reprioritized daily. This list should be so placed that it is easily visible and can act as a constant reminder. Remember the 6 Ps: Proper Planning Prevents Particularly Poor Performance.

Learn How to Delegate: We tend not to delegate work to our subordinates for the fear that it will not be done as well as we can do it ourselves. We may even doubt the intellectual capacity of our subordinates to complete the task. But if we do not delegate, how would people working under us learn?  People must be entrusted with responsibilities and be given authority. They should be provided with knowledge, information and other support needed for completing the task. They may even fail, but if they do, they should learn from the failure and rise to the self made level of excellence. Here are five steps to delegation:

• Select Tasks Worth Delegation: The tasks that are confidential in nature or require personal attention should not be delegated. An analysis of the working pattern would suggest that most of the tasks presently being handled in person could safely be delegated, thereby significantly reducing work pressure.

• Identify Suitable Delegate: The task delegate to a person who is competent to deal with it and likes to do it would be completed fast. A wrong delegate would either mess up the matter or would not respond at all. Identify right person for the job, clearly define the task and describe the results expected; do nottell him how to do the task.

• Specify Time Limit: Specifying time limit for the completion of task is a necessary component. While assigning the work the delegate himself may be asked to suggest the time limit within which the task can be completed. A little cushion may be kept to avoid unpleasant situation that might arise if the task is not completed well in time.

• Provide Resources: Providing resources to the identified person for completion of task is the responsibility of the person who delegates work.

• Be Assertive: The delegating individual should review the progress of work at regular intervals and be assertive in following it up. This is likely to facilitate progress.

• Be Prompt in Taking Decisions: The human mind is not endowed with the capability of evaluating all the effects of the decision at the time of taking it. The decisions taken even by the best people round the world have, at times, proved to be wrong subsequently. Therefore, the decision should not be delayed for fear of it being proved wrong later. For any competent decision, reason, emotion and consciousness have to work together. Once optimal analysis has been done, the decision has to be made quickly-be it a negative decision or a positive one. Taking prompt decision reduces work pressure.

• Have Ability to Say ‘No’: Most people are pleasures and cannot utter a ‘no’. They often make compromises to avoid conflict or to be liked. Having said ‘yes’ when one should have said ‘no’ shifts the priority of work and creates more pressure for the important tasks, which may have been pushed down the scale of priority. One must stick to one’s schedule planned in advance and learn to stay ‘no’ when appropriate. Mahatma Gandhi had once said, “A ‘no’ uttered from deepest conviction is better and greater than a ‘yes’ merely uttered to please, or what is worse, to avoid trouble.”

• Inspire Subordinates: Motivation from an external source is temporary. Only a self-motivated person can perform to the best of his potential. Expressing emotions (physical touch/patting) encourages people to motivate themselves. An open appreciation also inspires juniors. There may be instances of inaction but the employee should be told about it only with a view to improve his performance in future. The specific action should be criticized and not the person. The act of criticism is very risky, if not handled properly; it may lead to demotivation or negative moment of truth.

Commitment = Compliance + Discretion

Unless discretion is used in addition to compliance, the employees do not really become effective. An inspired subordinate uses his discretion judiciously and is able to complete the task, which in turn reduces work pressure of the manager. A boss is perpetually under surveillance by his subordinates and they emulate the discretion he allows himself.

Although the human mind is capable of finding new alternatives, our thinking pattern is usually linear. In due course, the pattern of handling work becomes a habit, and we continue to work in the same way and therefore get the same results.
Manage the Boss:

Every boss has certain likes and dislikes and he wants that the task should be completed in his way. If the task is not completed according to his wish, juniors may have to do it once again. The juniors should also understand the idiosyncrasies of the boss and adapt themselves accordingly. The subordinates must also remember that the boss has an ego. Even if the junior is more effective than the boss, it should not be reflected in his behavior.
Value Time as Money:

Successful people are able to cope with work pressure by prioritizing the tasks and properly managing the available time. They know that work often expands to fill in time available for its completion. They value time as money and have due regard for the time of others. For each task or appointment, they always ask themselves, “How much time will it need”? They know that creative work needs more time, and therefore they allow more time for tasks like planning, report writing and problem analysis. They have also learnt to use the waiting time, for example, at an airport or a railway station productively.

Success depends upon competence, destiny and attitude towards work. Gaining competence through learning and experience is indeed a long-term exercise. Destiny is not reliable. Therefore, attitude towards work and ability to deal with work pressure become important tools to be successful in life. Vince Lombardini quotes, “The only place where success comes before work is the dictionary.’

The retiring individual analyses the work undertaken by himself during his career. He realizes that it was only the difference in the perception of and the attitude towards work, which had resulted into pressure. He thinks, given a second chance, he would plan the entire work-life very differently and would definitely perform better. But who gets such an opportunity?

Courtesy: BOBMAITRI