Most of us juggle many different tasks at once: performing multiple roles and wearing many different hats – add to this multiple clients, deadlines, and unexpected challenges, all whilst presenting a professional face to our customers. There’s always a lot going on and you can guarantee that things won’t always run smoothly. Last-minute changes, technical issues and demanding schedules all increase stress levels – and knowing how to handle these high stress situations isn’t just helpful, it’s essential for your business, personal success, and your wellbeing.

Learn to be stress-resistant!

Today we face unique stress that may not have been felt historically. Multiple time zones, tech issues, and the need to build and maintain relationships virtually, rather than face-to-face, all add to the pressure. Stress management skills are crucial and with the right strategies, you can transform pressure into performance and chaos into opportunity.

Putting robust systems in place delivers huge peace of mind. When you know that tasks are going to be completed thanks to you having plans and systems, including detailed workflows, backup procedures and templates, you know that things will happen automatically rather than you having to react to every change or issue.

For example, one of top tips is to always keep important information such as insurances, contact details, and where appropriate, passwords in more than one place – and one of these needs stores needs to be accessible manually (ie. not reliant on technology). This isn’t just about efficiency, it’s about reducing the panic that comes with not knowing where to find critical information when you need it most – and usually when there’s no WIFI access!

Preparation

Professionals know that preparation is a secret weapon. Start each day by reviewing your schedule, identifying potential pressure points, and having contingency plans ready. 

Preparation doesn’t eliminate problems, but it dramatically reduces their impact on your stress levels when they occur.

Plans will change – accept it

Change is the only constant in the business world. Meetings get moved, priorities shift, and “urgent” requests appear without warning. The professionals who thrive in this environment have developed specific strategies for managing these inevitable disruptions.

The Hour Hands Top Tip – the two-minute rule!

When faced with a sudden change, give yourself two minutes to process the information before responding. This brief pause allows your initial emotional reaction to settle and your problem-solving mind to engage.

During these two minutes, take three deep breaths and quickly assess what resources you need to address the situation.

Once you’ve got your ahead around the issue and what you’re going to do, talk to others who are affected by the change – don’t wait for them to discover the change (and associated problems). A simple message like “I’m aware of the change and working on solutions—I’ll update you within the hour” can prevent panic and maintain confidence in your abilities. This is a particularly useful strategy for PAs and EAs.

When your technology goes AWOL

Technology failures are perhaps the most concerning situations, as these days, most of our work depends on systems that can fail without warning. 

Our tip is to never rely on a single system for critical functions and have backups such as alternative file storage solutions, and multiple ways to access important information. So, if your email goes down, you’ve got an alternative way of communicating and the key contact details to hand, maybe in a physical file. Once again, acknowledge the issue and state that customers or suppliers may experience delays. This gives you the breathing space to put alternative solutions in place.  

Put in place coping strategies

One of the key ways of reducing stress is recognising your own stress triggers and finding ways to mitigate them. You may find that spending a few minutes planning your day helps you, or always having on hand your favourite herbal teas, or always building a gym session into your day.  Doing something on a daily basis that you find is a de-stressing activity, helps prevent stress building up.

Another source of stress is the ever-blurred boundaries between home life and work. Set clear boundaries around your work hours, response times, and availability, and communicate these clearly to clients – and friends and family members – and stick to them.

Never schedule back-to-back appointments or commit to tight deadlines without buffer time. This extra time isn’t wasted time – think of it as your stress insurance policy. When unexpected issues arise, you’ll have the flexibility to handle them without throwing your entire schedule into chaos.

Our final hint is to shift your mindset so you reframe problems as opportunities. Every challenge is a learning experience that gives you more experience. Shift your thinking so you see problems as a way to test your competence and demonstrate your flexibility. 

Don’t be afraid to seek help

Change can feel overwhelming and mastering the stress that comes from unexpected challenges and changes in the work environment may not always be possible. There is no harm in seeking outside help – from a mentor, a professional, or even by outsourcing some tasks to lessen the burden on your time. It’s not possible to eliminate all pressure from your work life but you can develop the skills and mindset to handle whatever comes your way with grace and professionalism so every challenge you overcome makes you stronger, more capable, and more valuable to your clients.

With consistent practice of these strategies – and by putting systems and back ups in place – you’ll find yourself not just managing stress, but using it as fuel for your future business and personal growth.

Next time you find yourself under pressure – think about Hour Hands

Add Hour Hands to your contacts list if you need more time in the day, experience an emergency situation or simply need help with any aspect of your business from bookkeeping to acting as a virtual PA. This could be on an ongoing basis or when you need help with one off tasks such as developing a business plan, organising a team recognition event, or a ‘helping hand’ with a task or three. 

We can handle most tasks that don’t require your personal time, giving you time to concentrate on something else that you are better skilled at doing or, to allow you time to enjoy doing something that fills you with happiness.

If you think that we can help – or if you’d like to talk about it and find out, do fill in the contact form or give us a call. We’re always on hand and happy to help!