All Four Letter Words are Not Bad

 What's a quick way to reduce stress?

 If you associate the question with the headline above it, you may think we're advising you to let loose with a string of angry four-letter words not suitable for printing here. Because-let's face it-sometimes stress induces anger, including the use of bad words in a raised voice.

But that's not the kind of four-letter word we have in mind. We're thinking of something that leaders can do in public and still remain professional. In fact, those who use this stress-reducer will find that it works immediately and can be used multiple times to great effect. Although it may become habit-forming, the CEO likely will not mind. In fact, successful CEOs use this four-letter word themselves, every day.

What is it?

T-A-L-K.

Before you decide that the solution is too simple to reduce stress, you need to look at the causes. In the Profiles report, "The Leader's Guide to Managing Workplace Stress," we list good management practices that help reduce stress: 

• Learning about what causes distress in the workplace, striving to improve the working environment, and minimising stressors within your control.
• Finding out whether distress could be a problem for individuals in your work group by implementing a systematic assessment.
• Working to eliminate or manage internal issues that are affecting staff.

• Understanding one's own physiological response to stressors and working to adopt a proactive stance 

Of the actions listed above, which one does NOT involve talking?

Right. All four emphasise communication, or its shorter but just as powerful buddy, talking. Although some people will argue that there is too much talking on the job already, we believe that talking of all kinds must occur throughout the workday for employees to understand their job and perform it well.

But talking has to have a purpose to be effective, so we need to use what works and eliminate what does not. Here are some ideas to that end:

• Time it right. Plan the best time to meet. Just as you don't text-message while driving to work on a busy freeway, you should not initiate an important discussion with a team leader an hour before her deadline on an important project; that only causes more stress. Schedule regular times to talk to your team leaders, and be flexible enough to reschedule if one of the parties cannot meet at that time.
   
• Listen. Although that's not a four-letter word, it's implied as part of talking to others. If you ask a manager what's going on and allow other people to interrupt while he is telling you, your attention is diverted and divided. He will lose his train of thought or think that you don't care...and he may be correct. So program your phone not to ring, ask someone else to answer it, turn your cell phone off, or meet in a room without phones. Make sure others know not to interrupt during important meetings. If the meeting involves several people at once, set ground rules that including not interrupting the person who has the floor. 
   
• Ask. Another short word with power, this involves probing to make sure you understand the issues. This is imperative if the discussion is complicated or involves several facets. Even addressing simple issues, asking questions and restating any problem also lets the talker know that you were listening. 
   
• Dive deep. Talking with a purpose needs to go beyond "How are you today?" or "Did you watch the game last night?" Those are greetings or feel-good questions. To learn something of importance, you must ask open-ended questions: "What is left to be completed on your project?" or, "What steps have you taken to ensure that your new team member is fitting in with the rest of your group?"
   
• Open your door. Ensure that everyone who works with you knows he or she can come to you with stressful issues. Letting people know this can be as simple as keeping your door open. Also, you can structure regular meetings with everyone on your work team and have an agenda for each meeting. 
   
• Don't blab. Make sure that confidential communications remain so unless you have an ethical or legal reason to report them. Even then, be circumspect. Workers must have someone they can go to in confidence to discuss sensitive issues. Involve your human resources department or other departments as necessary.

Starting out with that simple four-letter word can help leaders reduce workplace stress to the size of a small molehill. Remember that stress is merely a six-letter word. Only neglect allows it to grow.

   
Jim Sirbasku, CEO
Profiles International