Working Smarter

(This is a feature I did for Entrepreneur Magazine and for people everywhere, struggling to balance work and life.)

As a college buddy was recounting a great trip to Europe, something snapped inside Jeff Platt. "It was like all of a sudden I woke up," recalls the CEO of Sky Zone Indoor Trampoline Park.

Though only 24 at the time, Platt was exhausted. He'd been working 16-hour days, seven days a week, for two years since launching the Los Angeles-based company's second trampoline park, this one in St. Louis. He had taken no vacations, had no social life whatsoever. In the bootstrap tradition, he was doing it all in the early days of the venture started by his father, Rick. But that habit is sustainable only until the reality of mental and physical limits strikes.

"I felt like I was missing out," he says. "All I was doing was busting my butt. I was tired. I had to slow down. I stepped back and said, it's time to hire some people."

Entrepreneurs are often celebrated for wearing multiple hats and logging numerous hours. But working without letup is a bad habit that can jeopardize business, health and the life you're supposedly working toward.

It's easy to fall into the trap of overdoing it, since capital in the early days is tight, but also because few ambitious achievers understand one of the biggest secrets of productivity--the refueling principle. It comes down to this: You get more done quicker when you step back and recharge the brain and body. Studies show that performance increases after breaks of all durations: from extended vacations down to microbreaks of 30 seconds. .

RUNNING OUT OF JUICE

Continuous time on-task sets off strain reactions, such as stress, fatigue and negative mood, which drain focus and physical and emotional resources. The brain's ability to self-regulate--to stay disciplined--wanes with each exercise of self-control during the day. It's a loss of resources that must be replenished, or it becomes harder to stay on-task, be attentive and solve problems.

"There is a lot of research that says we have a limited pool of cognitive resources," says Allison Gabriel, an assistant professor of management at Virginia Commonwealth University who studies job demands and employee motivation. "When you are constantly draining your resources, you are not being as productive as you can be. If you get depleted, we see performance decline. You're able to persist less and have trouble solving tasks."

That's counterintuitive in a culture programmed to believe that it takes near-nonstop work to get the sale, beat the competitor or do whatever is needed to succeed. For most entrepreneurs, rest is considered the province of lesser mortals, put off for a future that never arrives. It's as if each day is an Ironman triathlon that requires one to crawl across the finish line on all fours.

Dan Sullivan, co-founder of Toronto-based Strategic Coach and co-author of The Laws of Lifetime Growth, says it's this mentality that keeps entrepreneurs exhausted, stuck and reaping a fraction of potential profits. He has built a multimillion-dollar coaching business in part by advising entrepreneurs to do the last thing in the world they would ever think to do: take time off. His anthem is that productivity and performance start with free time, which he argues is the fuel for the energy, creativity and focus that lead to success.

"It's not the amount of time you spend working each day," Sullivan says. "Entrepreneurs get paid through problem-solving and creativity. You can create a solution in a shorter period of time if you are rested and rejuvenated."

One of his clients, Jonathan Gassman of the Gassman Financial Group in New York, is a believer. Before Sullivan's program, he was a self-admitted workaholic who each year took maybe a week's "vacation" that wasn't one, since he spent much of it checking in electronically with the office. Since allowing himself free time under Sullivan's guidance, "my personal and company income are up dramatically, and I've started two businesses I wouldn't have otherwise," he says. "More quality time off is what really catapulted things." He now takes off six weeks per year, unattached to the office.

Work-life balance isn't a theoretical frill. It's a necessity for performance. After years on the burnout track, racking up long hours and heavy business travel, Saurabh Bhatia found his normally high energy reservoir tapped out. "I wasn't getting the energy I was used to, and the sense of joy was missing," says Bhatia, co-founder and CEO of mobile video ad company Vdopia in Fremont, Calif. Then he heard a TV commentator talking about how basketball star LeBron James had taken a break to recharge. That, Bhatia figured, was what he needed, too.

Bhatia put together his own program of "boosts," which include daily breaks (walking meetings, lunch with a friend, a swim); unplugged weekend activities such as hiking or driving with family and friends; and home activities, such as cooking, that relieve stress.

"You shouldn't have to slog through every day," Bhatia says. "I'm working smarter now, and finding that doing less is more impactful. My brain is getting more nutrition. On the life side, I'm able to pay more attention to my health and spend more time with my daughter."

As Bhatia has discovered, productivity doesn't come from being glued to the helm every waking moment but from how energized and, as a result, focused and organized your brain is. Humans are just like smartphones or iPods: We have to be recharged, or we run out of juice.

MANAGING MENTAL RESOURCES

Most of us wouldn't think twice about taking a breather after an hour of basketball or Zumba, but mental fatigue is another story. The brain is usually seen as an ethereal realm that exists apart from the body and the laws of physiology. Yet gray matter tires well before the body does. Since almost all of us are doing mental work these days, managing cognitive resources is not a nice thing to be able to do; it's essential.

The brain is "like a muscle. You can strengthen it or deplete it," Gabriel says. "If you let this muscle recharge and replenish, you'll feel better mentally and see improvements in your performance."

Regular refueling--input--is a prerequisite for quality output, because the brain is an energy machine, consuming 20 percent of the body's calories, even though it's only 2 percent of total body mass. Energy that gets expended must be resupplied.

Just like the heart, the brain gets fatigued from too much time on-task. "If you overtax your heart, the next thing you need to do is relax, or you'll die," says Jeff Stibel, CEO of Dun & Bradstreet Credibility Corp. and author of Wired for Thought, among other books. "The same thing is true of the brain. Do too much, and you'll burn it out. You'll make bad choices."

One study found that mental fatigue takes hold after three hours of continuous time on-task; other scientists say brains need a break after 90 minutes, the length of the "basic rest-activity cycle."

Burning up mental resources without replacing them leads to stress, burnout and poor performance. Stress constricts the brain to a narrow focus--a perceived threat--making it hard to concentrate on anything else, plan or make good decisions.

In the course of staying focused on a task, we use up a key cognitive resource: self-control. Studies show that regulating our emotions is taxing. Known in research circles as ego depletion, this holds that every time we exercise self-regulation--paying attention, suppressing emotions, managing how we act to conform to a cultural norm--we use limited regulatory resources and reduce the ability for further self-control, depleting energy and causing fatigue.

"Engaging in effortful choice and decision-making has been shown to lead to impairments in subsequent self-control," report the authors of a study from Florida State University and Texas A&M University that proved that self-regulation creates a fuel shortage for brain activities. (That fuel is blood glucose.)

From your calf muscles to your brain neurons, the pattern is the same: Activation of energetic resources requires a period of recovery. How? You shut off the flow of demands by stopping or resting, or by building up new resources, such as energy and control, to replace those that have been lost. The goal is psychological detachment from the stress and strain that cause negative activation--feelings of tension, distress, anger, dissatisfaction and fatigue--and engagement in positive activation that drives attention and vigor: fun, pleasure, learning and mastery.

BREAK TIME

Recovery opportunities might range from breaks during the workday to diversions that shut off the work mind when you get home at night, to weekend activities, vacations and sleep.

People who engage in respite activities during workday recovery breaks have higher levels of positive affect (observable expression of emotion) after the breaks, a study led by John Trougakos at the University of Toronto found. That restores regulatory resources that increase focus and resilience. Subjects who used the time for restorative activities--relaxing, social activities, napping--got the benefit, while those who used the time for chores--other tasks and errands--didn't.

As the longest separation from work stressors during the workday, lunch is a big opportunity for restoring energy. Working while eating lunch doesn't aid recovery, one study by Trougakos reports, while autonomy during the break "can offset the negative effects of work" and result in less end-of-workday exhaustion. Exercising during lunch is also effective. Swedish researchers found that taking two and a half hours per week for exercise during work hours increased productivity, even though workers were logging 6.25 percent fewer hours.

Vacations have been shown to lead to significantly higher performance upon return to the job. The energizing ingredients are time away from stressors (you need two weeks to get the recuperative benefits from burnout) and mastery and social experiences while on vacation that build competence and social connection.

Leaving the work at work is one of the most important recovery strategies--and the hardest. If you're still obsessing about work when you're off the job, no recovery can take place. Detaching from work with diversions at night reduces fatigue and promotes positive effects the next morning at work.

What is not an effective diversion? Watching TV. The average state of a TV viewer is a mild depression, according to Mihaly Csikszentmihalyi, author of Flow. Instead, you should try new hobbies and mastery experiences that satisfy core psychological needs such as autonomy and competence, which energize, empower and buffer job stress.

When you make time off as important as time on and have a plan to use it effectively, it can lead to the kinds of performance gains seen by Sullivan's clients. "We've quadrupled the size of the company," says Noah Katz, co-president of Foodtown/Freshtown markets, a New York firm with 850 employees. Katz has been in the Strategic Coach program for 12 years. "You need to recharge the batteries. You come back like a tiger and get more done."

DEFEATING DIY DISORDER

Even after trampoline impresario Platt had his epiphany that he needed help, actually hiring people was another story. After all the sweat equity he'd put into Sky Zone, it was hard to trust others with his baby. He started to give managers decision-making power, but then would overrule them.

Platt had a classic case of do-it-yourself disorder, an entrepreneurial affliction that burns up precious time and mental space on nonessential, grunt or out-of-skill-set tasks that take you away from the important jobs of innovating and building profitability.

"That's not being entrepreneurial at all," says Waterbury, Conn.-based Don Mroz, president of Post University and founding dean of the Malcolm Baldrige School of Business. "It's what's going to move the organization ahead, what's new and innovative that I can be working on, instead of ticking off the to-do list."

It took three years, the advice of a mentor and the realization that he was getting in the way of his company's forward progress for Platt to relinquish some of the reins. "Work started to pile up. I couldn't respond to people fast enough and lost some work," recalls Platt, whose company now has 71 trampoline parks around the world. "I had to get to the point of the business running itself."

It can take a serious pounding for entrepreneurs to admit they can't do it all, shouldn't do it all and, indeed, are going to flame out if they keep trying to do it all. Sullivan's clients often turn to him after a crisis--a marriage falls apart, they're drained by burnout. Sullivan teaches them that the very activity they thought was necessary for success--putting in extremely long hours--was likely the obstacle to it.

In his program, entrepreneurs create a new calendar in which their weeks are broken down into "free days," when no work or checking in to e-mail or the office is allowed; "buffer days," for planning and preparation; and "focus days," for high-value, goal-oriented practices. It can be shock treatment for folks who haven't had a day off in months or a vacation in years.

But after learning how to delegate, focus on what they do best and use free time to sharpen energy and clarity, Sullivan's clients may wind up taking a month or more off a year.

"By getting away from work and letting the mind get involved in thinking, hobbies and rejuvenation, you come back to the job and produce results faster," Sullivan explains.

Thinking is one of the crucial benefits of stepping back. Just as quality time off fuels energetic resources on the job, reflective time is critical to producing solutions and creative breakthroughs.

"If you don't give your employees time to think and play, you're not going to have the creativity you need to succeed," says Vincent Berk, CEO of FlowTraq, a software company in New Hampshire that solves tough cyber-security issues.

There's a good reason for that. "When you're thinking about a problem, it's confined to one or two regions in the brain," Dun & Bradstreet Credibility's Stibel says, "but the solution may not be in those areas. By resting, the information sits in your brain and then percolates across other sections of the brain."

Stibel practices what he preaches. His approximately 700 employees can choose from amenities and recovery options such as yoga classes, spinning, surfing lessons, massages and significant flextime. His top two refueling tips: get more sleep (seven to nine uninterrupted hours) and take a break every 45 to 90 minutes.

Now that he has made his staff accountable for decisions and learned to take breathers, Platt is feeling better. "Now I can leave for two weeks, and it wouldn't hurt the business," he says. "I can go to the gym every day, eat healthy food. I'm happier and have more energy at the end of the day."

If you'd like information on how to build the refueling principle into your company operations, click the button below for details on our work-life balance and sustainable performance trainings.

Dozens of studies have shown the connection between job stress and cardiovascular disease and heart attacks. Now an important new study has found that high job strain also increases the risk of strokes, or brain attacks, by 22%. The risk is higher in women, 33%, and for the most common type of stroke, ischemic stroke, which cuts off blood flow to the brain, job strain increases the stroke risk by 58%.

As much as we would prefer to ignore it or call it something less charged, unmanaged stress has real consequences no one can afford to turn a blind eye to, whether employee or employer. This latest evidence shows that failure to control job strain can blow up the very source of productivity itself, the brain. This is an unforced error that doesn’t make sense. There are enough competitors out there ready to slice and dice. We don’t need to be doing it from within.

Stroke is the fourth leading cause of death in the U.S., affecting 800,000 people every year. It occurs when there is an interruption of blood flow to the brain, which prevents brain cells from getting the oxygen and nutrients they need, and they can die as a result. Stokes are caused by artery blockage or narrowing, which happens in the 85% of cases that are ischematic, by blood hemorrhaging in brain arteries, or by temporary blood clots in the brain, known as transient ischemic attack (TIA). Stroke can lead to temporary or permanent disabilities and paralysis.

DEMANDS VS. CONTROL

The Chinese researchers who conducted the meta-study analyzed data from six prior studies on three continents, including one in the U.S. They looked at the effects of strain on a sizable 140,000 people. Their report measured how the subjects fared over four categories of jobs, each with varying degrees of psychological demand, or strain, and control over demands, the key factors in whether you feel you can cope with a challenge or not. Lack of control in the face of high demands flips on the danger switch in the body's ancient defense mechanism, the amygdala, and the stress response kicks into fight-or-flight mode.

The risk of stroke is least for people in low-cognitive strain jobs, such as manual labor, and highest for people whose jobs have high levels of mental load, time pressure, and management and coordination, but who have little control over their work. Even if you have high demands, if you feel you have some control over events, what's known in the stress literature as "latitude," that creates a sense of coping capacity, countering the strain. High threat-vigilant work has been shown to be the most stressful, which includes bus drivers, taxi drivers, nuclear facility workers and air traffic controllers.

High strain jobs are proliferating with the speedup in pace, inundation of email and interruptions, which slow things down and increase time pressure, and leaner operations, which increase workload and the perception you are overwhelmed. Without strategies to adjust these conditions and the perceptions they create, chronic stress can develop, and that is where the serious health and productivity blowback occurs. 

BUILDING COPING CAPACITY

As has been shown in Japanese studies of karoshi (death by overwork) victims, chronic high stress leads to unhealthy lifestyle choices—eating fatty foods, smoking, drinking, and no exercise, as well as other decisions that increase stroke risk. Meanwhile, chronic stress jacks up blood pressure, lowers the immune system, increases the bad cholesterol, decreases the good cholesterol, and boosts the risk of plaque buildup in arteries, which can lead to cardiovascular disease, a proven risk factor for stroke.

As with heart issues, it's critical to know the warning signs. Symptoms of stroke include numbness of the face, arm, or leg (often on one side), vision problems, headaches, speaking and understanding problems, dizzyness, and unsteady gait. 

The good news is that we don’t have to let high strain develop into stress. We can control it in our bodies and companies by making adjustments to how we work that turn high strain into manageable pressure. Our stress management training, for instance, gives individuals tools to increase their perceived control over tasks and events, which moderates strain and builds coping capacity. Simple changes to processes and operations can dramatically reduce stress triggers within the organization and increase performance along the way. There are few blocks to performance as effective as unmanaged stress, which drives absenteeism, cynicism, conflict, mistakes, crisis mentality, fatigue, and exhaustion.

BRAIN MANAGEMENT

Stress management is brain management, and brain management is productivity management. Stress constricts the brain to the perceived crisis of the moment, so it stifles planning and complex decision-making, which require a leap out of the current worry loop.  Brains under chronic stress make rash decisions, since the faculties of the analytical mind get hijacked by the impulsive, emotional caveman brain.

Most of us individually try to avoid things that make us unhealthy—cigarettes, high-cholesterol foods—but when it comes to stress, we don’t act or ignore the problem. We have been programmed to believe that it’s just the way it is, or that we can take it. Smoking increases the risk of heart disease by 20%. This new study says that job strain is just as risky for stroke, and considerably higher, 33%, for women.

Companies spend heavily to recruit and train the best talent, but then can jeopardize those skilled minds by not being proactive about stress management. The latest scientific evidence shows that job strain is no longer something that can be written off as just part of the day. The activation of stress itself is a signal that something is perceived to be an emergency.

I hope these latest findings can move us closer to a time when we see this threat for what it is—the single biggest threat to the nation’s health ($1 trillion a year in costs annually, according to U.C. Irvine’s Peter Schnall), and to the effective functioning of any organization in a time of digital, 24/7 demands.

If you would like to learn more abou how to control stress in your organization or get details on our stress management programs, click the button below. Manage stress, and unleash performance.

We all hate repeats, especially of dramas we are starring in. Those come most frequently courtesy of one of the main protagonists of stress, a rehash cycle known as rumination. If we weren’t so prone to repeated obsessing over things that push our buttons, there would be a lot less stress and burnout in the world.

It turns out that one of the biggest culprits in the stress battle isn’t what happens to us. It’s what we think happened to us. That’s where rumination, or circular worrying, comes in, with exaggerated thoughts informed, not by facts, but by irrational emotions.

It’s the obsessive replay over and over again of events that have overloaded our ability to cope with them that fan stress, entrench it, and convince us that there is a clear and present danger to life and limb, even though there isn’t.

GETTING OUT OF OUR OWN WAY

Turning off the rumination reflex is one of the keys to stress management and preventing your brain from being convinced on a regular basis to believe it’s the end, when it’s simply a neuronic malfunction. All we have to do is get out of our own way, a course we chart in our stress management programs for individuals and organizations.

Normally, thinking is a good thing. We don’t jump off the 100-foot cliff or floor the gas pedal in a parking lot. But that’s when the 21^st century brain is in use. We can use rational faculties to weigh pro and con. The stress response, though, puts an ancient stowaway in charge of your mind in the form of the emotional limbic system.

Ruminating with a mind that has been sent back to the future to 100,000 B.C. doesn’t work so well. That is because the survival mechanism that is setting off the alarm bell, the amygdala, doesn’t have a clue about non-life-threatening social threats today. It only knows one kind of threat—imminent death.

As a result, the first thought we have when a stressful event occurs is a false belief, an exaggeration that blows events out of proportion with reality. Remember, a part of your brain thinks you are going to be an ex-sentient being at any second. It routes all thinking through what it believes is total calamity. You can’t be thinking about your email, your next report, or going to the movies when you only have a few moments left on earth, at least in the panicky view of the amygdala.

This sets off a wave of catastrophic thinking, or “awfulizing,” which takes the form of constant ruminating about the situation and fomenting worst-case scenarios. The brain is constricted to the perceived crisis of the moment and stuck on a terminal replay loop. The objective is to get you to pay attention so you can save yourself from the perceived danger. 

ONLY EXPERIENCE IS REAL

Stress loves this total monopoly on thinking. The longer the catastrophic thoughts go unchallenged, the more the false belief is amplified and entrenched. Time and rumination turn mere thoughts that aren’t real into real physical problems, since the stress response suppresses the immune system, increases the bad cholesterol and decreases the good kind, and shuts down digestion—and worse.

Depending on what you tell yourself about why you think this event happened to you, you can either turn the danger signal off, because there’s nothing there but a false belief, or it can lead to even bigger problems, cardiovascular issues and depression.

It’s the nature of humans to think that what’s in their brains must be true, because, well, it’s in our heads. But catastrophic thoughts are not real. Only experience is real. The thoughts you have after the stress response is triggered are the byproduct of a hyper-vigilant survival reflex, aided and abetted by what we tell ourselves about the event. 

What do you tell yourself after a setback? "I’ll do better next time," or "I’m never going to figure it out?" "It’s a one-off," or "I'm going to lose my job." "I didn't prepare enough," or "There's something wrong with me?"

The all-or-nothing, black-or-white thoughts set off by the ancient brain can either be encouraged by pessimistic thinking or discouraged by an optimistic "explanatory style," as its known. Even if you have a pessimistic explanatory style, you can overcome it with a bias for action, which is the antidote to rumination. 

CHANGE THE STORY

It’s easy to fall for the pessimistic track at first, since the story and emotions are coming from the alarmist ancient brain. Brooding, analyzing, and replaying makes us take the bait and reinforce the false story. If you already are prone to pessimistic thinking, setbacks can serve as evidence for what you already believed, that nothing is going to work out. University of Pennsylvania researcher and author Martin Seligman has written that, “The recipe for severe depression is preexisting pessimism meeting failure.”

So what we tell ourselves about what happens to us is essential to counter the rumination that can lead to chronic stress, burnout, and in some cases depression. The sooner we can cut off the bogus story and supply another one—"I’ll do better next time," "Sometimes the bear eats you"—we prevent the false belief from sticking and amplifying itself into an ER visit. Find a phrase that represents a different story like “stay objective,” to keep your emotions out of it, and repeat it like a mantra after a stressful event goes off.

There are two main ways to prevent rumination and its flights of stress-concocting fantasy—distraction and contesting bogus beliefs. The time to strike is as soon as the wave of emotion begins. Whether it’s rage, embarrassment, or fear that is flaring, distract the caveman brain with your alternate story—“I don't react,” “It’s a lot of work, but I’ll get it done,” “I move on.” Repeat it for several minutes.

DISPUTING THE BOGUS STORY

The one thing that’s seldom done when stress blows up is to contest it. Disputing stress is one of the most effective ways to shut it down. It’s a thinking process, but unlike the wallowing that takes place with rumination, there’s a point and action to the analysis. In rumination, the thoughts circle in a loop of helplessness.

Disputing the story reactivates the rational mind.  The analytical act of finding reasons why the catastrophic story is false requires the 21st century mind to spring back to life. Bring out the facts of the case and put them down on paper or a screen, pro and con. Try to step outside yourself and be objective. Lay out the case like a lawyer would by focusing on the facts.

No, it’s not the end. You CAN cope. The facts are clear. But it is the last stop for wasting hours, weeks, and months of life on the false beliefs of rumination.

If you would like to learn more about our employee stress management programs, click the button below for details on the program and pricing.

If there are two words that sum up the central challenge of work and life, they are these: “Don’t panic!” That is because resisting the urge to react in a way that sets off the stress response and renders our brain’s decision-making faculties stupid goes against our design as emotional creatures.

We are programmed to react before we think. A couple hundred thousand years ago early humans couldn’t be relied on to think their way out of a jam—we didn’t have the higher brain organs yet, so we had to rely on primitive mechanisms that allowed the emotional part of our brain, the amygdala, part of the  limbic system, to call the shots any time we were threatened. The same is true today, even though we have vastly souped-up cognitive equipment. When demands overload coping capacity, the amygdala takes charge again—and rationality goes AWOL.

THE REACTION REFLEX

It’s just one of the many reasons why every individual and organization has to know how to manage reactions, and by doing so manage stress in the process. It's an essential work-life balance tool. The reaction reflex sets off rash, hare-brained, panicked decisions, crisis mentality, vengeful behavior (fight), and, of course, flight in the form of people quitting their jobs. Forty percent of job turnover is due to stress. Along the way, the emotional reaction of stress drives insomnia, cardiovascular issues, depression, and a host of other costly conditions, not to mention the fact that it’s contagious—spreading stupidity around the office.

Ignoring the problem makes it worse, since stress thrives on being unchallenged as the false belief it is. Stress management training gives employees tools to contest stress and the faulty ancient brain mechanism that keeps us reacting emotionally. The reality is we have 21^st century brains and a cerebral cortex to think through a setback and do something that completely flummoxes the caveman/woman brain that wants us to go nuts several times a day: not react.

If we don’t react when pressure builds, and we consistently let off steam from that pressure cooker in the form of stress reduction practices and recreation, we are in charge, not an artifact from early homo sapiens. The art of nonreaction is the key to managing setbacks, expectations, and just about all the other flashpoints and struggles of life. It’s an amazing ability that can transform our lives from fear and loathing to the confidence that we can deal with whatever comes our way.

BLIND EMOTIONS

When something happens that overloads the coping equipment, the goal is to not react blindly to it and buy the emotions that are coming from a bogus life-and-death story in our caveman/woman brain. Instead, you actively don’t engage with the reaction. You know the situation is temporary. You’ll get through it.

Yes, you might have 200 emails, but you can handle it. You’re not going to die from them. Yes, you are caught in a major traffic jam, but freaking out and racing down the median in flight mode to escape the herd is not a smart decision.

I watched a huge collision that happened when two drivers panicked and listened to their ancient flight buttons. A compact car two vehicles up from me on a gridlocked avenue swerved into the median to escape the traffic and go in the opposite direction, where there was no traffic. At that same instant an SUV came barreling up the median, and—crunch—two cars totaled, with who knows how much physical damage to the drivers. All because they reacted before they thought.

Stress management training teaches participants how to override the ancient machinery that desperately wants us to go crazy when something happens that we don’t like. It shows how without the reaction there is no stress. It’s not the deadline or what somebody says that drives stress—it’s our reaction to those events that causes stress. It’s the thoughts that arise from the emotional reaction, the story we tell ourselves about the stress, that creates the stress. 

DON’T TAKE THE BAIT

How do we change such an ingrained behavior? Instead of letting a story fanned by irrational emotions run you, the trick is to shut down the storyteller. There is no story, just the frame you put on it. You are not going to die from the stress trigger, and you don't have to be manipulated by it. You can catch yourself as the emotions go off and bring back your 21st-century faculties.

This neutral approach allows you to not take the event personally, since the emotions of that default are a mega-driver of stress. The task is to simply observe the situation, the thoughts, and not engage with them. Let them slosh into your brain and slosh out again. You aren’t going to fall for it. 

Nonreaction is a superb weapon against ourselves, against all the ways that we set ourselves up for failure because our expectations aren’t met, or we aren’t perfect, or things don’t work out. The art of nonreaction prevents us from getting too high or too low. You cut off the pattern as soon as it starts. No, I’m staying neutral. I’m not taking the bait. You resist judgments about the event. You’re not going to get tangled up in its effect on your ego, a trigger of so many of these emotional wildfires. You aren’t taking sides.

It’s a great feeling to know you can’t get pushed around by yourself, that you are in charge of your own mind. It’s a state of being jaded to the manipulation that has happened so many times before. We are on to it, to ourselves, to the buttons others push.

You and the people in your organization or team can be on to this toxic saboteur too, leaving dramas, unmanaged demands, frenzy, conflict, and poor performance behind. Being able to control this reflex with nonreaction is one of the most useful things in the life arsenal, and the earlier we learn it, the quicker we can get it out of our own way.

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Humans are energy machines. We expend energy over the course of the workday and work year in our body and brains (which use up 20% of the body’s calories), and then we have to replace it, or fatigue sets in, stress and exhaustion build, and productivity plummets.

It’s a basic law of effort: Quality output requires quality input. It’s called work recovery in the scientific journals, and one of the best ways to get it is through the recuperative benefits of a vacation.

TIME OFF BOOSTS TIME ON

The annual vacation, which used to be a rite of summer for families in the 1960s and 1970s, has been shrinking ever since, with nearly two-thirds of Americans telling a Harris poll that they won’t be taking a vacation longer than a week. Numerous surveys show Americans giving back vacation days, 169 million days a year, according to a study conducted by Oxford Economics for the U.S. Travel Association.

There are many reasons for these trends—lean staffing, fear of layoffs, technology addiction, crisis mentality from an epidemic of false urgency and frenzy, and certainly ignorance about how our biology works, or doesn’t, when it can’t get the recovery it needs, from the cellular level to the blood glucose that gets spent in the course of staying disciplined and focused on the job. But executives shouldn’t cheer the extra days people spend on the job, since exhaustion doesn’t lead to effective work. Without recovery, employees fall prey to chronic stress, absenteeism, and burnout, the central feature of which is exhaustion.

ENGAGEMENT OR BURNOUT?

Exhaustion is the opposite of what every manager wants: employee engagement. When employees are engaged, they are 28% more productive, according to Gallup data. Engaged employees willingly put out extra “discretionary effort.” They are so committed to the work they do, they go the extra mile. Studies have shown that the key dimensions of engagement are involvement, efficacy, and energy. Engagement takes physical and mental energy, participation. That can’t happen when someone is exhausted and burned out.

The antithesis of engagement, say researchers, is burnout. Instead of energy, the key burnout dimension is exhaustion. Instead of involvement, you get cynicism, which is described as an active disengagement from others. You get depersonalized, demotivated. Not a recipe for interacting with colleagues and customers. And, of course, there's no efficacy when someone is weary and cynical. Instead, you have the opposite: ineffectualness.

Gallup found that only 29% of American workers are engaged. That means business leaves more than $300 billion on the table in lost discretionary effort. Add to that more than $400 billion that American business loses every year due to stress-related costs, according to U. C. Irvine stress researcher, Peter Schnall, and you begin to see that having a recovery strategy like vacations—and making sure your employees take them—is critical.

PERFORMING BETTER ON VACATIONS

The concept of the vacation was invented by companies back in the early part of the twentieth century as a productivity tool. They conducted fatigue studies and found that employees performed better after a respite. The same is true today. In one study by Alertness Solutions, reaction times went up 40% after a vacation.

Work demands build up strain and that causes a loss of energetic resources. That in turn, research by Stevan Hobfoll and Arie Shirom (“Conservation of Resources”) shows, increases stress. Time off helps build lost resources back up again. Hobfoll and Shirom called it “regathering.” They found that it takes two weeks of vacation to get the recuperative benefits to regather crashed emotional resources such as a sense of social support and mastery that go down when we’re burned out.

Vacations shut off the stressors and pressures of work. With the danger signal turned off, the stress response stops, and the body's parasympathetic system can get to work on reparative and maintenance functions. Through the process energy-drained cells get new sustenance. Vacations build positive mood, which crowds out negative experiences/thoughts and “undoes” the physical and mental effects of stress, as Barbara Fredrickson of the University of North Carolina has documented.

VACATIONS: THE TALENT INSURANCE POLICY

Since 40% of job turnover is due to stress, consider the vacation then, a proven stress buster, as an insurance policy against losing top talent and the high costs associated with replacing an employee. Some studies show that it can cost up to two times an annual salary to replace a valued salaried employee.

Charlotte Fritz and Sabine Sonnentag (2006) found that “health complaints and exhaustion significantly decreased during vacation,” and that there was a performance increase when employees got back to the job. Employees reported less effort needed to do their work.

LEADING THE WAY

Some companies are starting to put two and two together and are emphasizing vacations as a key component of productivity and workplace cultures that walk the talk on work-life balance. Highly successful inbound marketing firm Hubspot, based in Cambridge, Massachusetts, offers unlimited vacations to its employees and mandates they take at least two weeks of it.

Another major company, Evernote, also has an unlimited vacation policy. To make sure people take time off, Evernote pays employees $1000 to take at least a week of vacation. Go Daddy offers three weeks of vacation the first year on the job.

Many of the companies leading the charge to a new understanding about the role of recovery/vacations in productivity and work-life balance policies are technology companies. They are embracing a belief that in the knowledge economy, it’s not how maxed-out your gray matter is that leads to productive results, it’s how fresh your brain is. A focused, energized brain gets the most work done the fastest. Policies that keep minds in the red zone of chronic stress and see endurance as a measure of commitment undermine productivity and fly in the face of all the data. 

There is a word on the other side of the hyphen of “work-life” balance. The life side is essential to resupply the resources needed to get the work done well—and, is, after all, the point of all the work, isn’t it?

No doubt, we are creatures of habit. We put on the same shoe first, sit in the same chair in class or meetings, and drive the same route to work so often we don’t remember passing any exit signs or landmarks. We just show up at the office, as if we had one of those Google cars that drives itself. This is because we are often on autopilot, unconscious to present awareness, letting muscle memory and the rote part of our brain run the show.

Habits make the world safe and familiar and remove potential threats from our day, but they also prevent us from thinking, planning, managing demands and stressors, growing, excelling, or even being gratified. It turns out that gratification comes from two things that habit rules out: novelty and challenge. That’s what we really want, says neuroscientist Gregory Berns, author of Satisfaction: The Science of Finding True Fulfillment.

The brain stops paying attention to things we do over and over, preferring to focus on new data. The result is that we operate on rote reflex most of the time, particularly in a tech-dominated workplace, in which we react to devices and others’ crisis mentality all day and chase our own tails. This plays right into the hands of stress and burnout, mistakes, overwhelm, anger, and a host of other unconscious and unhealthy behaviors. Attention is the chief productivity tool, and when we don’t have it because we are operating on rote mechanical momentum, the work takes longer and feels harder, studies show.

RAT RACE OF HABIT

Some habits can be helpful—brushing teeth, practicing piano—but a lot of our habits at work aren’t. The thing about habits is that we continue to do them even when they don’t work for us. An MIT study trained rats to run a T-shaped maze. In the first test, they got rewarded with chocolate milk if they turned left at the T. With that incentive, the rats doggedly ran left, even after the researchers mixed their chocolate milk with a substance that caused light nausea. They lost their taste for the milk and stopped drinking it, but kept running to the left, even without a reward.

Human habits are just as reflexive, relentlessly pursuing courses that don’t get us anywhere—going ballistic when someone pushes our buttons, reacting immediately to a visual notification on your screen. The good news is that, unlike rodents, we can choose to turn off bad habits by activating the higher brain, the prefrontal cortex to overrule the reflex.

The MIT study discovered that when they turned off certain cells in the rats’ IL cortex, that the rodents stopped their habit of running to the left. They concluded that automatic behaviors dictated by the lower floors of the brain, mainly in the hippocampus region, can be bypassed by our higher command and control center, the cortex.

ACTING CONSCIOUSLY

In other words, we can opt out of habitual behavior that gets in our way and the way of our work by bringing back the thinking. Acting consciously is something essential for time management, information management, and stress management, or events run us, instead of the other way around, which drives stress. I did a 30-minute interview on this topic as part of an online conscious leadership summit that runs through May 25. You can catch my comments at Boost Your Company’s Bottom Line, presented by Allison Gaughan of Corporate Prana, at: http://www.boostyourcompanysbottomline.com.

Gaughan’s company provides meditation and yoga wellness services, techniques that help build attention and focus, which help make us more conscious. It’s when we’re not paying attention that the default behavior pops up in the form of stress, burnout, and overwhelm. All that stuff happens as a reflex reaction. We have to build in a step-back to catch ourselves.

We can do that by rehearsing rational reactions to common buttons that set us off, by building attention to counter reflex through techniques that train our brains to focus on a target, by cutting stress, which drives robotic, blind action, and by making adjustments to how we work that allow us to manage demands, instead of the other way around. Full attention is the definition of employee engagement as well as optimal experience, when we are at our best. It puts the driver, you, back at the wheel of the runaway, unconscious train.

If you are interested in learning how to override autopilot and build attention and engagement for your team or organization, our productivity, work-life balance, and stress management programs do just that. Click the button below for more information:

What goes through your head when you have an unoccupied moment outside the office? Most likely it goes something like this: Get busy! I really should be doing something!

The reaction isn’t just based on habit, but something that is drummed into our heads that couldn’t be more hare-brained: Leisure is a lesser realm that has no value. In fact, quality and frequent leisure time is vital to health and life. It IS our life, the thing we’re working for. We don’t get that message, though, and as result, many of us feel squirmy about stepping back, as if only a slacker would partake.

This is what the psychological world calls a “false belief,” an uninformed notion held dear that holds back health, happiness, and the truth.  If you look at the science, getting a regular dose of leisure is as important to your health as eating the right foods or getting exercise. Recreational activities are the missing piece of wellness, the overlooked antidote to entrenched stress and pessimism.

BEYOND BOREDOM

A new study from Matthew Zawadski, a psychology professor at the University of California, Merced, found that people who took part in leisure activities reported they were 34% less stressed and 18% less sad. “When people engage in leisure activity, they have lower stress levels,” he reports on the UC Merced website, “better mood, a lower heart rate and more psychological engagement—that means less boredom, which can help avoid unhealthy behaviors. But it’s important to immerse in the activity and protect leisure time from external stressors.”

In other words, to get those benefits, you have to be engaged in the activity. That doesn’t mean it has to be aerobic or muscle-flexing, though those work great too. Quieter pursuits, such as listening to music, doing puzzles, or sewing can also shift minds out of tension and into the positive space where recovery and flourishing begin.

It makes perfect sense, doesn’t it? When you’re having fun and fully immersed, it crowds out stress and negative mood. Why is this so hard to get? One of the reasons is that we have been taught to feel guilty unless we are on task and that productivity is a function of endurance and stamina, a triathlon in pants. All the research tells us this is bogus.

FATIGUED BRAINS LOOK SOUND ASLEEP

Brains that are fatigued look like ones that are sound asleep, MRI scans show. The true source of productivity in the knowledge economy is recharging and refueling and brains that are fresh. Leisure activities have an amazing ability to provide that refreshment, not just because play and doing things we like energize us, but also because these activities satisfy core psychological needs, such as autonomy and competence. That makes us happy. Princeton’s Alan Krueger led a study that found that people are at their happiest when they are involved in engaging leisure activities.

The tonic of engaged leisure acts as a rumination-buster. Rumination—thinking over and over again about our problems—is a core driver of stress. Stress constricts the brain to perceived emergencies that lock us in to loops of doom and gloom, or “awfulizing,” as it’s known in the psychological trade. Leisure activities preoccupy the brain with challenge, learning, and fun, which push out worries and allow a reset.

The University of North Carolina’s Barbara Fredrickson has shown that positive emotions can reverse even the physical effects of stress. They can “undo” a high heart rate and disrupted digestion. They also build resources, in this case of positive emotions that have been shown to buffer stress and help us withstand setbacks.

BUILDING POSITIVE MOOD

If you don’t break up the self-propelling loop of tension and danger in your head, the stress can develop into chronic stress, which can set off a host of medical conditions, and ultimately, morph into burnout, the last stage of chronic stress. That means a mode of continuous fight-or-flight, which suppresses the immune system, and increases the bad cholesterol and decreases the good kind.

We can escape this rut through psychological detachment from the day’s events in the form of that thing right next to us we think is only permissable for kids and retirees: leisure. Making a psychological break from the strains and pressures of the day is an essential stress management tool. It unleashes the positive emotions that turn off the danger signals and bring us back to our core selves and the things and people we enjoy. 

Without a diversion from the day’s preoccupations, we’re left in a morass of negative thoughts and tension. Researchers have shown that leisure activities after work counter the stress loop and negative affect (grouchy, angry, tense, irritable, a non-pleasure to be around) that comes with it. Studies show that people who engage in leisure activities, whether it’s chess, dancing, reading, and especially any activity that involves a mastery experience, wake up the next morning with positive affect and more energy.

PUT PLAY ON THE CALENDAR

Stress is a huge energy-drainer. It forces your organs to work overtime under duress, and that is the opposite of employee engagement, whose main domains include vigor and dedication. Recreational activities refuel that energy, which is why they are a significant piece of wellness and enagement programs.

One of the challenges to unlocking this amazing resource is that stress and the belief it sets off in your ancient brain that you are about to die suppresses the play equipment in the brain. Who wants to have fun when you’re about to kick the bucket? The way around this vise-grip is to plan activities, put them on the calendar, and commit to doing them no matter what negative frame of mind you’re in. Moods are transient, so the false emergency of stress will disappear within a few minutes of doing something fun.

Another way to trick the brain so it doesn’t freeze fun out of your life is to take up a hobby or leisure pursuit. This insures that you engage in the experience on a regular basis and allows for a steady dose of psychological detachment and increasing opportunities to build competence and social connection, core needs. Studies show that a passion can add eight hours of joy to your week. I’m betting that’s something you would consider valuable—even if it comes from that slackery world of leisure.

If you would like to improve wellness and engagement on your team or in your company, click the button below for more information on our wellness programs.

Everybody hates a nag, and that especially goes for the one inside our heads that keeps bugging us about all the to-do’s that have to be tackled NOW. The unfinished items swirl around and around, like a cloud of flies orbiting the cranium, interrupting focus and helping to fuel a belief that we are overwhelmed.

Productivity is a function of how much attention we have on a single task at a time, so any time our thoughts are straying to other projects or hurry-worry to get to the next task, we’re not paying full attention, and that undermines performance. The human brain was designed to do one thing at a time, to use our brains as processing centers, not storage devices.

THOUGHT LIMITS

One of the keys to getting anything done is working memory. Also known as short-term memory, working memory is a temporary holding pen for ideas/thought “chunks” that we are actively using to complete an action at any given time. It has very limited storage capacity over a very brief period of time, thought to be a matter of seconds. It was once thought that we could keep seven thought “chunks” in the brain at one time for working memory use, but researchers now believe the real capacity is three to five items, a core known as the central working memory faculty.

In a study examining how much subjects could retain in short-term memory in a visual test of shapes and squares, researchers J. Scott Saults and Nelson Cowan (2007) found that subjects could hang on to no more than four items at a time. It’s important to point out that we are not talking about the capacity to do four separate actions at one time, as in multitasking, which is impossible for mortals, but merely to hold that many thought elements in mind while at work on a task.

Researchers aren’t sure why working memories are so limited, but theorize that it was too expensive, in both energy and time, to have excess information getting in the way of processing and action. Evolution appears to have selected out the reverse of information overload—focused selection—as a survival instinct.

Of course, just about everything these days is conspiring against focus, from information overload to stress, which can seriously reduce working memory performance by sidetracking your immediate attention to a perceived emergency.

THE INCOMPLETE LOOP

With working memory so constrained, it’s easy to see how the to-do nag can interfere with the task at hand as it interrupts short-term memory and plays havoc with recall of our primary task. Productivity guru David Allen noticed that “incompletes,” as he calls them, were a big drag on performance, and it led to the central principle of his “Getting Things Done” organizing system. He observed that unfinished tasks will harass in a constant loop unless the item is finished—or the brain is persuaded that you are on the way to completion.

It was the inspiration for his concept of the “next action.” The best way to keep to-do nagging at bay, he argues, is to let the mind know you’re on the case by jotting down the next physical action for each item on your list, breaking tasks down into a series of specific steps. That stops the loop and the brain lets go.

In recent years Allen’s gut instinct was confirmed by science. Florida State University researchers E. J. Masicampo and Roy Baumeister found that unfinished goals interfere with the ability to complete tasks and that writing down plans to finish a task released subjects so they could do their jobs undistracted by to-do nags.

Improving time management has a lot to do with how we manage short-term memory, that brief period of focus within which we get stuff done. That means sealing it off as much as possible, not just from our own incompletes, but also from the siege of electronic intrusions and interruptions, which studies show fracture working memory, and, therefore, productivity.

Interruptions blow up the tenuous hold we have on the three to five items in working memory. We forget thought associations we had before the interruption, or where we were going.

AVOIDING DISRUPTIONS

This is known as a ‘disruption,” when performance plummets because it takes longer to complete the task as you try to piece together the vanished items that were in short-term memory. Think how many disruptions you go through in a day and the downtime and mistakes that result when you try to piece together again what you were doing. 

If you have to take an interruption, finish the task or thought you are on first, and make a note about where you are going with the thought train. That prevents disruptions and helps you get back to where you were without a long backtrack.

Other keys to retaining working memory and avoiding overwhelm are setting the terms of engagement with devices—checking manually at set times, turning off noisemakers and notifications—as well as keeping distractions, such as that bowl of Haagen Dazs or the conflict you had with someone out of your precious few-second realm of working memory. 

When we break away from distractions and intrusions through better planning, organizing and prioritizing and dive deep into the absorption of the moment, we find a realm of focus far from the frazzle of overwhelm and self-badgering where we can be on the same page with, well, ourselves.

If your company would like to avoid the frenzy and frazzle of overwhelm and work less harried and more effectively, click here for more on our productivity trainings and a smarter way to work.

Crying wolf is a behavior frowned upon by society at large, but celebrated in the workplace. Did you get that email I sent two minutes ago? We need that report by noon! Or what, apocalypse now?

How about that person who sends every email with a giant red exclamation point on it. New cat video!

Granted there are deadlines and competitors to reckon with and work that must be done in a swift way, but that doesn’t mean everything is an emergency every minute of the day, as has become the norm in most organizations caught up in the Crazy-Busy Model of performance. Time panic has become the order of the day, setting off a vicious cycle of clenched necks, churning stomachs, absenteeism, and dismal productivity.

SIEGE OF INDIVIDUAL HEROICS

Harvard management professor Leslie Perlow found in a study she did while at the University of Michigan that nonstop rushing sets off a state of “crisis mentality,” that in turn triggers “individual heroics,” which cause people to believe they can interrupt anyone at any time, which drives more time panic as the interruptions make people fall behind in their work.

Technology has played a large role in amping up the hyperventilation, creating an illusion that the speed with which communications travel can be duplicated by the humans on the other end of them. Devices and the interruptions they rain down on us have also undermined attention spans, and with that the ability to regulate impulse control. Without self-regulation, we have no ability to resist interrupting others or practice patience, which requires self-discipline. We want what we want NOW!

Perlow found that crisis mentality had a huge impact on performance and engagement at a technology company she studied, reducing both.  The engineers tasked with designing new products were so inundated with interruptions, they would have to work nights and weekends to get anything done. It took longer to finish tasks. The obsession with speed above all else caused people to focus on individual needs over group goals and sapped any commitment the employees may have had for the company.

WHEN EVERYTHING IS AN EMERGENCY, NOTHING IS

It was all-emergency, all the time—even though the emergency was false. Everything became life-and-death, which is a perfect description of the stress response that crisis mentality sets off. It's a false emergency, unless you are literally about to die. You’re not going to expire from a deadline or 300 emails, but time panic can convince your ancient brain otherwise. When everything is an emergency, nothing is.

The frenzy at this company was toxic to deadlines and quality work. One of the insidious things about interruptions is that they make you believe the work you’re doing is more difficult than it actually is.  Studies show that interruptions can increase annoyance and aggravation more than 100%. That makes it easier for irritation to click over into anger, increasing the stress load further.

QUIET TIME

In her study, “Finding Time, Stopping the Frenzy,” Perlow argued that blind rushing is counterproductive and countered it with an intervention at the company that cut crisis mentality and dramatically boosted performance. Her solution, Quiet Time, mandated two periods during the day free of all interruptions and contacting. From 8 a.m. to 11 a.m. in the morning, the engineers couldn’t be interrupted. Normal contact and messaging resumed from 11 a.m. to 3 p.m. Then it was back to an interruption-free zone from 3 p.m. to 5 p.m.

Performance increased 59% in the morning no-interruption zone and 65% in the 3 p.m. to 5 p.m. focus slot. With minds more focused, productivity even shot up 42% in the period with normal interruptions. The engineers created a new product on time without needing to work every night and weekend for months on end.

Crisis mentality undermines intellect, since stress constricts thinking to the perceived emergency of the moment. That means poor decisions, snap decisions, emotional decisions, and an inability to see beyond the latest crisis—no planning, in other words. It means colleagues at each others’ throats. And it means lots and lots of exclamation points on the emails in your in-box.

We can do better by learning how to qualify urgency, setting boundaries on messaging, respecting others and being judicious about interruptions, getting clarity on what a true emergency is, resisting the hurry-worry of others, and practicing the hidden weapon of excellence: patience.

If your company would like to lose Crazy-Busy Overwhelm and work less harried and more effectively, click here for more on our productivity trainings and a smarter way to work.