LEARNING UNIT 2: SET AND MEET OWN WORK PRIORITIES Learning hours: 20

2.1. SETTING INITIATIVES TO PRIORITIZE AND FACILITATE COMPETING

DEMANDS
It is advisable to take initiative to prioritize and facilitate competing demands to achieve personal,
team and organizational goals and objectives
2. 1. 1. Personal Development planning
Personal Development Planning (PDP) is a continuous development process that enables people
to make the best use of their skills and helps advance both the individual’s plans and the strategic
goals of the organization. It also provides the framework to focus on development needs which
may result from change in work roles, or from organizational or legislative change, or from
challenges involved in managing people or working in teams.
PDP is a working strategy which helps identify development needs. The impetus of PDP lies with
you the individual taking responsibility for your own development and not sitting back waiting on
someone else to do it for you. The focus is on development versus task, which signifies that the
process is continuous by its very nature. The individual is developing, not just learning, a new task.
PDP is a planned approach to setting development objectives. It ensures that people are equipped
and skilled to deal with existing or future job roles – they are not merely reacting to a situation
when it happens.
PDP can be said to comprise the following:
A mechanism that allows the individual and his or her line manager to identify learning needs, set
objectives to meet those needs and pinpoint the resources necessary in order to achieve them. The
main focus is on staff development – which must be agreed between the staff member and the line
manager.
A process that can identify and measure the individual’s learning needs against the objectives of
the organization. This means that personal development is in line with what the person needs – to
do a better job or become more effective in a certain area of work.
An open and transparent approach to development. It is not simply a case of “he who shouts
loudest gets the biggest slice of the budget for training and development”. As the plan is discussed
and agreed by the line manager, the organizational objectives are fully taken into account.
A form of self-managed learning. This requires that individuals take responsibility for their own
development and follow-through. The spin-off is that people are more motivated to learn what they
have helped to identify as a learning need. Through this learning process PDP provides the bedrock
to staff empowerment.
Benefits of PDP
The great advantage of personal development planning is that it can be used in several different
contexts. It can be used
• to develop a whole life plan which covers your personal life goals as well as career goals
• to focus on your career generally
• to focus on how to get to the next level within your organization
• to determine what you need to become more effective in your present role/job.
Irrespective of the context, personal development planning benefits everyone in the organization

Who else benefits? The benefits of personal development planning extend to others, in particular
to your line manager, colleagues/peers and any staff you have line management responsibility for,
and the organization itself.

What is the PDP process

QUESTION 1: Where have I been? This is a relatively easy question to answer. Its aim is to
gather information about you and your life history. You can go back as far as you wish, or you
may wish only to focus on career moves. Here are some more detailed questions to ask yourself.
• What is my background?
• What areas have I worked in?
• What is my range of expertise?
Now think about previous experiences: what have you learned from them? You may wish to
compile the following dossiers. A good way of starting may be to focus on the past year:
 • what major events have occurred in your life over the past year both professionally and
personally (i.e., not work related)?
• what have been your major achievements in that time?
• what have you learned from these?
Write a brief resume of your life history. Consider the major events in your life.
QUESTION 2: Where am I now? Completing the PDP workbook requires that you have a full
and clear understanding of your current position and role in the organization. This will give you
an excellent starting point from which to develop. This is an area where your line manager can be
of great help. S/he will be able to provide you with all the relevant information about your job and
point you to those aspects of your work which need attention. To help you focus on different
aspects of your current role, question 2 has two parts:
A what does my current job require from me?
B what are my strengths and what aspects of my work practice do I need to develop
Part A What does my current job require? When you reflect on your current job, consider a
threefold approach:
1 Analyze the job you are doing. What are the objectives of your job? In writing down the key
objectives of your job you may find it useful to begin in broad terms and proceed to narrow things
down. Consider the following:
• what is your role?
• what are your organization’s objectives?
• what are your department’s/team’s objectives?
• what are your job objectives?
2 Focus on the tasks and responsibilities of the job you do. If you have a job description and/or
person specification, you may find that it will help you to focus. You may also wish to discuss the
above with your line manager to ensure that you have not overlooked anything that’s expected
from you. S/he may also have ideas as to what you may be doing in the future. Consider the
following:
• are there any new tasks and responsibilities facing you?
• having regard to changes in the health services, what future responsibilities might you
have?
3 Focus on your current role. Identify skills, knowledge and personal qualities which you need.
These skills and personal qualities are collectively called competencies and it is these
competencies which lead to job success. Identifying them provides a sound basis for measuring
and improving performance. An example of a competency might be “building working
relationships”, signifying that forming strong working relationships is important for the successful
performance of one’s job. Consider the following:
 • are there any new skills, knowledge and personal qualities you need to develop?
• having regard to changes in the health services, what future skills, knowledge and
personal qualities should you be thinking about
(1) Analyze the job you are currently doing
(2) Break your job into tasks
Part B: what are my strengths and areas for development? Now that you have studied your job
and identified what skills are required, you need to consider what aspects of your work practices
you would like to improve and what additional skills you need in order to reach your career
aspirations. How do you discover these? This brings us to the importance and value of receiving
feedback from others. When you receive feedback, reflect upon the main points which have come
to light. Good feedback sources include your line manager, your colleagues, people you manage
and self-discovery tools which you may have completed
Self-discovery tools: A large part of personal development planning is endeavoring to discover
who you are. What you are good at, what needs improvement and how you work with others are
typical areas for analysis. It can be difficult to discover these qualities simply by thinking about
them on your own.
Diagnostic resources: that you have considered your job and rated yourself against the
competencies identified for your job, what are the main points arising from the feedback you
received from your manager/peers/direct reports and from the Self-Discovery Tools you
completed?
Areas of strength: Based on all information received and an analysis of your job, what do you
believe are your main areas of strength?
Areas for development: Based on all information received and an analysis of your job, what do
you believe are the main areas that require development?
QUESTION 3: Where would I like to be? This is the most difficult question in the personal
development planning process. It requires deep critical reflection. Some people simply passively
accept promotion when it arises within their organization because traditionally that is what is
expected of them, even though they may not enjoy their new job when they get it. Other people
simply stay where they are because they have no sense of what they really want from their career.
Question three asks “What kind of person do I want to be: now; in one year; in two years or five
years?”. Think of the changes in the health system and the health services that impact on your role,
specifically those effected by Quality and Fairness, Primary Care Strategy and Action Plan for
People Management, and try to envisage those skills which you need to develop to the level you
desire? In identifying and reflecting upon your aspirations, try to strike a balance between setting
yourself challenging goals and at the same time remaining realistic.
QUESTION 4: How do I get there? Question 4 provides you with the opportunity of writing down
your development objectives. Having gone through the process of answering questions 1, 2 and 3,
you should now have a clear and objective understanding of 1 what development objectives you
need to achieve 2 what development activities you will have to undertake 3 what resources you
need to enable you to undertake your development activities. Due to the structured nature of the
personal development planning process, you will need to identify each development activity and
establish a target date for the achievement of your development objectives. It is recommended that
you build in a review date in order to maintain focus.
1 Decide on your development objectives: You should examine what is your overall aim for the
development process:
• try to strike a balance between setting yourself challenging goals and at the same time
remaining realistic
• try to limit the number of development objectives to two or three
– if there are more areas in which you wish to develop, you can note these down and
undertake to address them at a later stage.
2 Decide upon the development activities to be undertaken in meeting the objectives: You should
choose the activities you wish to undertake in order to meet your personal developmental
objectives.
Remember, your development activities need not necessarily include formal training. Indeed, the
majority of your activities will be of the type that can be performed by yourself for yourself. You
need to decide on your development objectives and the activities and resources required to fulfil
each objective (use a separate sheet for each key objective).
In Personal Development Planning, you follow a simple 4-step process.
Step 1 – PDP preparation
Contact the Human Resource/Personnel Department of your organization who will provide
you with the necessary information. Then arrange to attend the next PDP workshop if
available and read the introductory sections of your PDP workbook.
Step 2 – Personal evaluation
Complete your PDP workbook. Identify your strengths and development needs:
• use the self-discovery tools on the OHM website or other tools available to you
within your organization
• ask others for feedback on your performance
• use a competency framework for your specific discipline on the OHM website.
Step 3 – Agree development plan:
Meet with your line manager to
• receive feedback
• share your PDP workbook or those parts that you are comfortable sharing
 • discuss and agree development opportunities. You design your development plan
based on information received.
Step 4 – Review and modify
• Personally review your plan every 3-4 months and make sure to monitor your
progress
• Meet with your manager every 6-12 months to discuss your plan
• Modify and update your plan on an ongoing basis
• Return to step 2

2.1.2 Identification of Trending jobs on the market

Definition of Job Market:

Rather than a physical marketplace, the job market is where the supply (individuals who are
actively seeking jobs) and demand (businesses) of the labor force, as well as other factors, interact.
The factors include the economic activity level, industry trends, the need for certain skill sets or
education level, etc. What is meant by trends in the job market? A career trend can be defined
as the fastest growing industries that hold the best opportunities for potential employees. For
example, let's assume that you work in the IT field and are searching for jobs that work around
your busy schedule.
Key Trends & Predictions for Future Job Market

Ashish Gupta
Director of Admissions & Outreach @ RV University | Author of AG's Career Guidance Book
Series, Published Apr 4, 2023

The future of jobs is a subject of ongoing discussion and debate, as technological advancements,
economic shifts, and societal changes continue to reshape the world of work.
• The factors that impact job markets include the supply and demand of the labor force,
economic activity level, industry trends, need for certain skill sets or education level, etc.
• The introduction of a minimum wage above the equilibrium wage level would lead to an
oversupply of workers and unemployment.
• The statistics provided by job markets, such as the unemployment rate and non-farm
payrolls, are broadly used to indicate the overall economic health.

Supply and Demand in the Job Market

Similar to the markets of goods and services, job markets also follow the supply-demand
mechanism. When the quantity of workers demanded is equal to the labor force available (the
quantity of supply), the job market reaches its equilibrium point, and wages can be determined.

The wage level rises when the demand is greater than the supply and lowers when the supply
exceeds the demand for workers. However, wages cannot always move freely. There is often a
floor determined by the government, which is known as the minimum wage.

When the equilibrium wage is above the minimum wage level, introducing a minimum wage will
not lead to a major impact on the job market. When a minimum wage is established at a level
higher than the equilibrium wage, the quantity of demand will fall as businesses will instead try to
control their labor costs by reducing the number of employees.

The quantity of supply increases as there are more active job seekers motivated by the higher wage
level. It forms a gap between supply and demand and thus, leads to unemployment. Despite this
drawback, the minimum wage policy can provide both economic and social benefits. By increasing
the wages of low-income workers, the government can reduce its spending on social programs to
support these individuals and relieve the economic inequality at the same time.
Job Market Indicators

The Bureau of Labor Statistics (BLS) is a government agency under the U.S. Department of Labor.
It is responsible for collecting, analyzing, and publishing U.S. labor statistics and the National
Institute of Statistics of Rwanda (NIST) is a government agency under the Ministry of Economics
and Financial Planning (Minecofin). The statistics include the employment and unemployment
rates, labor turnover, job opening, salary data, workplace conditions, etc. The figures can be used
to indicate the economic condition and the health of job markets. The unemployment rate and non-
farm payroll are closely tracked by the public as economic indicators.

The unemployment rate measures the quantity of unemployed labor force as a percentage of the
total labor force. It is a lagging indicator that will decrease when the economy grows and will
increase when the economy enters recession.

For example, as the economy stumbled due to the COVID-19 pandemic, the U.S. unemployment
rate spiked to a historical high of 14.7% in April 2020. Although the unemployment rate is closely
related to the economic cycle in general, the rates in different regions and industries may
experience different levels of sensitivity and lagging periods. The ratio is also criticized for not
distinguishing between full-time and part-time employment.
The non-farm payroll measures the number of workers, excluding the farmworkers and some
government workers, non-profit employees, and proprietors. It represents the majority of the labor
force in the U.S. and is reported by sectors.

The non-farm payroll information helps identify the expanding and declining sectors. The
expanding sectors appear to show a greater increase in payrolls, as the contracting sectors typically
show a slower increase or even reduction in payrolls.

The future of jobs is likely to be shaped by a range of factors, including automation, skills shifts,
the gig economy, aging populations, sustainability, and emerging industries. While these trends
and predictions provide some insight into what the future of jobs may look like, the exact nature
of the changes and their impact on the workforce remains uncertain.

2.1.3 Competing demands for engineer

Competing demands occur when management, depending on the use of limited resources or
attention, requires more to be done than available resources suggest it is possible to do. Another
factor to consider when prioritizing competing demands is the impact and effort of each demand.
Impact refers to how much a demand affects your goals and values, while effort refers to how
much time, energy, and resources a demand requires. The need to help older parents may be a
competing demand that influences the help provided to the children in late midlife. That is the
background, and it is a background of competing demand against which the increased supplies last
year to the shipbuilding industry must be judged.
Competing demands occur when management requires more to be done than available resources
suggest it is possible to do. Where competing demands are deemed to be of comparable importance
for managers and decision-makers, tensions arise over resource allocation and prioritization.
How do you meet competing demands?
1. Schedule Work Effectively. Your first step is to clarify your current priorities and to
manage your schedule effectively;
2. Negotiate Deadlines. Once you've clarified your priorities, look at your responsibilities and
identify any deadlines that you need to re-negotiate;
3. Manage Expectations;
4. Be Professional;
5. Be Flexible.
2.1.3.1 a civil Engineer
A civil engineer is involved in the application of infrastructure planning, design, construction,
maintenance, and operation and developing techniques and strategies for improving existing
infrastructure without endangering the public and environmental health. A civil engineer’s job
responsibilities include analyzing reports and maps, calculating construction costs, and conducting
experiments.
2.1.3.2 Competing demands for an IT Engineer
1. Cloud engineer
Cloud engineers are responsible for overseeing an organization’s cloud-based systems, developing
and implementing cloud applications, and migrating existing applications to the cloud.
2. Database engineer
Database engineers, also known as data engineers are responsible for designing and implementing
digital databases. They use computing tools to create new databases or adjust the function and
capacity of existing databases.
3. Database developer
Database developers are responsible for developing and maintaining new servers, identifying
business needs to better understand technology requirements, and troubleshooting servers.
4. DevOps engineer
DevOps engineers develop and improve IT systems and work as a go-between for development
teams to ensure a flow between coding and engineering. This role is vital for improving and
maintaining IT and cloud infrastructure, ultimately boosting productivity in the business.
5. Front-end developer
Front end developers are responsible for coding, designing, maintaining, and editing applications
on web and mobile. This role requires the ability to build web and mobile applications with a focus
on user experience, functionality, and usability.
6. Help desk, tiers 2 and 3
For customer-facing businesses, the help desk is an important part of running an efficient business.
As the first line of defense for customer service and troubleshooting, help desk workers need to
have the right technical and soft skills for the job.
7. Network and computer systems administrator
Network and computer systems administrators are responsible for handling the daily operations of
computer networks in the enterprise.
8. Network security engineer
Network security engineers are tasked with deploying and maintaining corporate WAN, LAN, and
server architecture.
9. Software developer
Software developers are responsible for designing, developing, installing, testing, and maintaining
software systems. The job requires coding, designing, and building applications, websites, or
mobile apps, working with multiple programming languages such as C#, C++, HTML, Java,
Microsoft .NET, and SQL Server. Developers need to be able to understand client requirements
and provide recommendations for improving web, software, and mobile applications to ensure
they meet user needs.
10. Software engineer
Software engineers are responsible for designing and creating software programs and applications
to suit business needs. It’s a role that requires cross-collaboration and communication skills, as
well as the ability to work in a team environment. Software engineers are tasked with producing
quality source code that is well-documented and organized, and they work closely with quality
assurance to ensure software is properly tested.
2.2. Application of technology in the management of work priorities and commitments

Technology can be extremely polarizing on one hand; it has contributed to a disconnect in society
and has taken the ‘humanity’ out of many tasks and services. However, technology is also
responsible for breakthroughs across all industries, it has created greater access to information and
resources, and it is also wonderful for connecting people who live and work in different locations.

Regardless of how you feel about technology, we can all agree that it is evolving and growing at
an incredible rate. With new apps, platforms and programs regularly being released, it is difficult
to know where to start when it comes to incorporating technology into your role and your
workplace.

2.2.1. Computerized systems and software, databases, project management and word
processing

Computerized databases comprise many main components that effectively organize and handle
massive volumes of data. Tables, records, fields, and keys are examples of these components.
Tables are the building blocks of computerized databases, grouped into columns and rows, and
represent groups of related data. Information has become one of the primary factors in business
success. We’re living in the Information Age, and those with the best, most current, most accurate
information will win the day. Knowledge is power, and data information is just another example
of that power. However, it’s not enough to have vast amounts of good information; businesses and
organizations need to have the best types of information systems to work with that information
and produce the best outcomes. That’s why, in today’s data-heavy world, organizations need a
solid information system.
What are Information Systems?

Information systems are collections of multiple information resources to gather, process, store, and
disseminate information. Tools such as laptops, databases, networks, and smartphones are
examples of information systems. So yes, as you read this article, you’re employing an information
system! Many people rely on various types of information systems to communicate with friends
and family, bank or shop online, or look up information via a search engine. Companies and
organizations employ information systems to communicate and work with their customers and
suppliers, manage the organization, perform essential business operations, and roll out and
maintain marketing campaigns.

Six Major Types of Information Systems

Now that we have dealt with the basics, let's look at the six primary types of information systems.
Although information systems are not limited to this list, typical businesses and organizations have
the following six, each system supporting a different organizational level.

For starters, we have the transaction processing systems (TPS) at the operational level. Next are
the office automation systems (OAS) and knowledge work systems (KWS), both working at the
knowledge level. Next, the management level has the management information systems (MIS) and
decision support systems (DSS), and we conclude with the executive support systems (ESS) at the
strategic level. Let’s explore the different types of information systems more in-depth.

1. Transaction Processing System (TPS)

Transaction processing is essential to helping businesses perform daily operations. Transactions

are defined as any activity or event that affects the company, and include things like deposits,
withdrawals, shipping, billing customers, order entry, and placing orders. TPS supports these
business transactions.

2. Office Automation System (OAS)

OAS consists of computers, communication-related technology, and the personnel assigned to

perform the official tasks. The OAS covers office transactions and supports official activity at
every level in the organization. The official activities are subdivided into managerial and clerical
activities.

Office automation systems include the following applications:

• Email: The email application also covers file attachments such as audio, video, and
documents.
• Voice Mail: This application records and stores phone messages into the system’s memory
and can be retrieved anytime.
 • Word Processing: Word processing covers the creation of documents, including memos,
reports, letters, and anything else that’s printable electronically. The created text can be
copied, edited, and stored via word processing commands, and checked for grammar and
spelling, line and word counting, and headers and footers.

3. Knowledge Work System (KWS)

The KWS is a specialized system that expedites knowledge creation and ensures that the business's
technical skills and knowledge are correctly applied. The Knowledge Work System aids workers
in creating and disseminating new information using graphics, communication, and document
management tools. Here are some examples of KWS:
Computer-Aided Design Systems (CAD): CAD systems automate design creation and revision via
computers and graphics software, especially in the manufacturing and tooling processes.
Financial Workstations: These systems pull and combine data from many different internal and
external sources, covering research reports, market data, and management data. Financial
workstations can rapidly analyze huge amounts of financial data and trading situations.
Virtual Reality Systems: These systems take the CAD system to the next level, using interactive
graphics utilities to create realistic computer-generated simulations. VR systems are typically
found in scientific, educational, and business circles.
4. Management Information System (MIS)
Middle managers handle much of the administrative chores for day-to-day routines and
performance monitoring, ensuring that all the work is aligned with the organization's needs. That's
why MIS is such a valuable tool. Management Information Systems are specially designed to help
middle managers and supervisors make decisions, plan, and control the workflow. The MIS pulls
transactional data from various Transactional Processing Systems, compiles the information, and
presents it in reports and displays. Additionally, these reports can be produced monthly, quarterly,
or annually, although MIS can have more immediate reports (e.g., hourly, daily).
5. Decision Support System (DSS)
The DSS is a management-level, interactive computer-based information system that helps
managers to make decisions. The Decision Support System specifically gives middle managers the
information necessary to make informed, intelligent decisions. Decision Support Systems use
different decision models to analyze or summarize large pieces of data into an easy-to-use form
that makes it easier for managers to compare and analyze information. Often, these summaries
come in the form of charts and tables.
6. Executive Support System (ESS)
The ESS is like the MIS but for executive-level decision-making. The decisions involve company-
wide matters, so the stakes are higher. Consequently, they demand more insight and judgment.
The ESS provides greater telecommunication, better computing capabilities, and more efficient
display options than the DSS. Executives use ESS to make effective decisions through summarized
internal data taken from DSS and MIS and external sources. In addition, executive support systems
help monitor performances, track competitors, spot opportunities, and forecast future trends.
What Are the Main Applications of Information Technology?
Although the system application descriptions hint at how they are best applied, let’s spell out some
of the chief information technology applications.
• Information/Data Storage
Although companies need good information to create better goods and services, they must also
have a reliable, cost-effective system to store the information that allows rapid data access when
required. In addition, a sound information system helps businesses keep logs of essential activities
and store valuable assets such as communication records, revision histories, activity logs,
operational data, and other relevant documents. By storing information in an organized manner,
businesses understand why problems and roadblocks occur and how to solve them.
• Rolling Out New Products and Services
Although there is an ever-increasing demand for new goods and services, any business that wants
to stay competitive needs information to make better decisions and consequently offer better
products. Information systems help analyze independent processes and organize the company's
work activities. So, an information system allows a business to better understand how it can design,
create, and sell services or products that people want.
• Simplified Decision Making
It’s challenging enough to make decisions, let alone consistently making the exact, right decisions.
There are no guarantees that an organization’s decisions will work. However, information systems
help take some of the pain out of the process by offering information rapidly and easily.
• Improving Employee Behaviors and Attitudes
Information systems can be effectively employed to improve communication between employers
and employees. An efficient information system empowers employees by making relevant
information more accessible, helping them become a part of the decision-making process. This
empowerment boosts motivation and increases commitment to the project or assignment.
Here are some broad categories that highlight types of information system applications:
• Communication. Information system applications allow rapid data sharing on a global
scale.
• Education. Information systems help make remote learning easier (particularly useful
during pandemics) and make people more comfortable with tech advancements such as
smartphones, tablets, and other network devices.
 • Employment. The advent of information systems has directly resulted in creating new
positions such as data analyzers and cyber-security experts.
• Finance. Information systems make the transfer of funds more manageable and more
secure.
• Healthcare. Thanks to information systems, healthcare providers can access vital medical
records faster.
• Security. Information systems make it easier to employ data safeguards to reduce the
likelihood of a data breach or malware.

2.2.2 Electronic diary.

Electronic Diaries are a way of keeping a copy of a diary on a computer. This allows the user to
browse their appointments, and mark appointments on electronic "diary pages". Since the
computer holds the details of each appointment users can be reminded in advance of meetings and
appointments. An electronic diary is a software program specifically designed for users to input
their daily work schedules, make lists of tasks to be done, arrange appointments, and share this
information with colleagues over a computer network. This type of digital journal is often
considered better than paper calendars or daily planner books in terms of flexibility and
convenience. Electronic diary users can view their calendars in various time formats as their needs
dictate, and they also do not need to keep replacing paper calendar pages each year. A variety of
businesses use these electronic tools to facilitate day-to-day operations and to keep track of plans
for meetings or projects.

2.2.3. Personal digital assistant (PDA) https://en.wikipedia.org/wiki/Personal_digital_assistant

A personal digital assistant (PDA), also known as a handheld PC, is a variety mobile
device which functions as a personal information manager.
Personal digital assistant is a term for a small, mobile, handheld device that provides computing
and information storage and retrieval capabilities for personal or business use, often for keeping
schedules, calendars and address book information handy. Popular in the 1990s and early 2000s,
personal digital assistants (PDAs) were the precursors to smartphones. Most PDAs had a small
physical keyboard, and some had an electronically sensitive pad on which handwriting could be
received. Original uses for a personal digital assistant included schedule and address book
storage and retrieval and note-entering. However, many types of applications were written for
PDAs.
History of PDAs
Apple CEO John Sculley coined the term PDA in 1992, but devices fitting that description had
existed for nearly a decade prior. In the mid-1990s, the manufacturers of PDAs, pagers and
cellular telephones began to combine the functionality of those devices into a new device type
now known as a smartphone. PDA and pager manufacturer Research in Motion Limited released
its first Blackberry smartphone in 2000, and the company dominated the market for most of the
century's first decade. However, in 2007, Apple released the first iPhone, a touchscreen
smartphone, and within five years the market had shifted away from devices with physical
keyboards.
Future of PDAs
In the 2010s, the technology industry recycled the term "personal digital assistant." The term
now more commonly refers to software that recognizes a user's voice and uses artificial
intelligence to respond to queries. Examples of this type of personal digital assistant include
Apple's Siri, Microsoft's Cortana and Amazon's Alexa.
2.2.4 Time management tools
Good time management is essential to your success. Using an effective time planner and
master list you can achieve any goal you set your mind to. These are standard time
management tools:
2.2.4.1. The Eisenhower Matrix is a simple decision-making tool that helps you make the distinction
between tasks that are important, not important, urgent, and not urgent. It splits tasks into four boxes
that prioritize which tasks you should focus on first and which you should delegate or delete.
2.2.4.2. To-do list application
There are too many to-do list apps. Trying them all would be a massive task. Why are there so many
apps for something easily done on sticky notes? Because managing tasks is an intensely personal thing.
People will reject anything that doesn't feel right. That's a good instinct, but it makes it hard to find the
right app.
The best to-do list apps
• Todoist for balancing power and simplicity
• TickTick for embedded calendars and timers
• Microsoft To Do for Microsoft power users (and Wunderlist refugees)
• Things for elegant design
• OmniFocus for specific organizational systems
• Habitica for making doing things fun
• Google Tasks for Google power users
• Any.do for people who forget to use to-do apps
• Other options, including project management software, note-taking apps, and other tools that
can do the job
What is a to-do list app for?
To-do lists help you organize your work and keep track of tasks. A good digital to-do list makes it
easier to get work done—and makes it harder to miss deadlines.
What makes a good to-do list app?
The best to-do list apps:
• Make it fast to add and organize tasks. Ideally, a task is added and categorized in a
couple taps or keystrokes.
• Offer multiple ways to organize your tasks. Tags, lists, projects, and due dates are all
helpful, and the best to-do apps offer at least a few categories like this.
• Remind you about self-imposed deadlines. Notifications, widgets, emails—if you're
using an online to-do list, it should help you track what needs to happen when.
• Offer clean user interfaces. The best to-do app fits into your workflow so you can get
back to what you're supposed to be doing.
• Sync between every platform you use. Which platforms will depend on what you
personally use, but I didn't consider anything that doesn't sync between desktop and
mobile.
The best to-do list apps at a glance

Application Best for Stand-out feature

Balancing power and Natural language processing for quick

Todoist
simplicity task creation

Embedded calendars and

TickTick Pomodoro timer included
timers

Microsoft To Deep integration with Microsoft

Microsoft power users
Do ecosystem

Things Elegant design Clean and intuitive user interface

Specific organizational
OmniFocus Highly flexible
systems

Habitica Making doing things fun Gamification of task management

Deep integration with Gmail and

Google Tasks Google power users
Google Calendar

People who forget to use to- Daily "Plan my Day" feature for
Any.do
do apps scheduling tasks

2.2.4.3. Personal calendar

Personal Calendaring allows you to enter events on specific dates (e.g. I'm going to the dentist on
Friday). Shared Calendaring allows the owner of the calendar to grant read and/or write access of their
diary to other people. Thus, a busy CEO may have their PA maintain their calendar on their behalf.
2.3. Workplace communication improvement
Communication in the workplace is important because it boosts employee morale,
engagement, productivity, and satisfaction. Communication is also key for better team
collaboration and cooperation. Ultimately, effective workplace communication helps drive
better results for individuals, teams, and organizations.
2.3.1. E-Conference tool
It is more or less like the traditional form of the conference where people sit together and discuss
among themselves over any matters. In case of e-conference, two or more persons are physically
together through a virtual realm. Everyone is present in the conference through a video call that
combines with the visual and audio elements. So, people can be together for a meeting or
discussion even sitting at different parts or corners of the world. The following are the best video
conferencing tools to keep teams connected:
1. Zoom
Zoom is one of those video meeting platforms that’s become a household name. It offers free and paid
options as well as paid plans for companies of all sizes, from small businesses to large enterprises. It
scales well and is highly user-friendly, a quality that accounts for its widespread popularity.
2. ClickMeeting
ClickMeeting primarily markets itself as a webinar solution, but it works as an internet conferencing
solution as well. It offers a satisfying user experience according to PC Magazine, and its webinar
structure provides meeting controls that many competing video conferencing tools lack.
3. GoTo Meeting
GoTo Meeting also appears on PC Magazine’s list of top web conferencing tools. It calls GoTo
Meeting “best for small businesses and consumers” and “one of the easiest conferencing services to
use.”
4. Google Meet
Another extremely popular online meeting tool is Google Meet (formerly Google Hangouts Meet) —
it's the business version of the Google Hangouts you may have used in the past with friends and family.
5. Calendly
Though not a traditional web conferencing tool, Calendly has proven a necessity for scheduling, so we
decided we’d pat ourselves on the back here and include it. Scheduling a virtual meeting can be one of
the most difficult parts of hosting. How many people need to be on the call? What are their schedules?
6. Cisco Webex Meetings
Cisco Webex targets large organizations and existing Cisco users. It offers user-friendly hosting
and a one-click meeting entry with no downloads necessary. Audio is high-quality thanks to HD
and voice over IP (VoIP).
2.4. Information management
Information management is the collection, storage, curation, dissemination, archiving and
destruction of documents, images, drawings and others sources of information.
2.4.1. MIS (Management Information System)
What is a management information system? An MIS is a system that provides managers with the
necessary information to make decisions about an organization's operations. The MIS gathers data
from various sources and processes it to provide information tailored to the managers' and their
staff's needs. An information system is a combination of software, hardware, and
telecommunication networks to collect useful data, especially in an organisation. Many businesses
use information technology to complete and manage their operations, interact with their
consumers, and stay ahead of their competition.
"Information system is set of people, information technology, and business process in order to
achieve a business objective."
Information systems are a set of interconnected elements working together to collect, process,
store, and distribute information to help coordination, visualization in an organization, analysis,
and decision-making.
The Information system can be defined as a collection of software, hardware,
and telecommunications network that people develop and use to gather, create, and distribute
useful data, mainly in organizational settings.
In other words, an information system means a collection of interrelated components which work
together to gather, process, store, and break down the information to help decision making.
Dimensions of an information system
There are various dimensions of an information system:
1. Organizational dimension
2. Management dimension
3. Technology dimension
Let's discuss the above dimensions in detail:
1. Organizational Dimension
The information system is the organization's part. The ordinary operating procedure and culture of
an organization would be embedded in the information system. This includes the following:
o Business processes
o Political interest groups
o Functional specialties
o Cultured
2. Management Dimension
In today's world, managers face business challenges. Information systems provide managers with
the tools and information they have to plan, manage, monitor their work, make decisions, develop
new goods and services, and make long-term tactical decisions.
3. Technology Dimension
Management makes use of technology to fulfill their duties. It contains- computer hardware and
software, networking/telecom technology, and data management. It's one of the many strategies a
manager can use to deal with changes. Organizational levels, processing, system goals, mode of
data and type of support provided are used to classify information systems.
Types of Information System
The types of information systems are as follows:
1. Transaction Processing System (TPS):
o The term "transaction processing system" refers to an information system that processes
data are originating from business transactions.
o The primary purpose of a transaction processing system is to offer transactions to update
records and produce reports required for storekeeping.
o Online Transaction Processing and Batching Processing are the methods which we used to
complete the transaction.
o Examples of transaction processing systems are Stock control systems, Payroll systems,
Bill systems.
2. Management Information System (MIS):
o The purpose of a management information system is to transform comparatively raw data
accessible through using Transaction Processing System into a summarized and aggregated
form for managers, generally in the form of a report. Operational supervisors and middle
management are likely to use the reports.
o In MIS, there are various kinds of reports generated. Few reports are a kind of summary
report, ad-hoc reports, exception report, and on-demand report.
o Examples of Management Information System are Human resource management system
and Sales management systems.
3. Decision Support System (DSS)
o Another type of information system is a decision support system. It is interactive, which
offers information, data manipulation tools, and models to support decision-making in a
semi-structured and unstructured scenario.
o This type of information system includes tools and techniques to help gather relevant
information and examine options, and substitutes, the end-user being more elaborate in
making DSS than MIS.
o Examples of Decision Support System: Bank loan management systems, financial
planning systems.
4. Experts System
o The expert system contains expertise which is helpful for a manager in identifying
problems or in problem-solving. The principles of artificial intelligence research are used
to develop these kinds of information systems.
 o This type of information system is a knowledge-based system. It acts as an expert
consultant to users by utilizing its knowledge of a specific area.
o There are some components of expert systems such as Knowledgebase and software
modules. These modules make inferences based on knowledge and provide answers to a
user's query.
Components of Information System

There are various components of an information system:

Hardware
Software
Data
Procedures
People
Feedback
Information System Definition
1. Hardware
Hardware means equipment and machinery. This category encompasses the computer and all of
its supporting equipment in modern information systems. The supporting devices contain input
and output devices, communication devices and storage device. Hardware in pre-computer
information systems may contain ledger books and ink.
2. Software
In an information system, software means computer programs as well as the manuals which
support them. Computer program means the machine-readable instructions that tell circuitry in the
system's hardware to work to generate helpful information from the data. In most cases, programs
are stored on an input/output medium, such as a tape or disk. The software which is for pre-
computer information systems comprised instruction for using them means the guidebook for a
card catalog and the information regarding how the hardware was configured for use such as
columns headings in the ledger book.
3. Data
Data means facts that systems use to generate valuable knowledge. Data is usually stored in
machine-readable form on tape or disk until the computer requires them. The data in pre-computer
information systems is usually stored in a human-readable format.
4. Procedures
Procedures mean rules which govern how an operation is performed in information system.
"Procedures are for people what software is for hardware" is a general analogy that we used to
clarify the importance of procedures in a system.
5. People
Every system requires individuals if the system is to be beneficial. People are often the most
neglected part of the system, and they are possibly the factor that has the greatest impact on the
success or failure of information systems. This contains clients, yet additionally the individuals
who operate as well as service the computers, those who support the network of computers, and
the individuals who keep up the information.
6. Feedback
Another component of an information system is feedback, which determines that an information
system can be offered with feedback. However, this component is not needed to function.
Advantages of Information System
There are various advantages of the information system:
o Communication
o Availability
o Creation of new types of jobs
o Globalization and cultural gap
Communication
Using information technology, instant messaging, emails, voice, and video calls, communication
become inexpensive, faster, and effective.
Availability
With the help of the Information system, it is possible for businesses around the world to be open
around the clock. This implies that a business can be open anytime, anyplace, making buys from
various nations simpler and more helpful. It likewise implies that you can have your products
delivered right to your doorstep without making more effort.
Creation of New Types of Jobs
The creation of new and exciting jobs is another advantage of the information system. We can
create various opportunities using IT such as computer programmers, Hardware and Software
developers, Web designers, and Systems analyzers.
For more knowledge about MIS, please visit RP MIS.
2.5. Contracts management
By contract we understand a written or spoken agreement, especially one concerning employment,
sales, or tenancy, that is intended to be enforceable by law. Contract Management is the process
of managing contracts, deliverables, deadlines, contract terms and conditions while ensuring
customer satisfaction. Public and private organizations know that purchasing does not end when
the contract is awarded.
Stages of Contract Lifecycle Management (CLM)
Pre-signature:
Encompasses the initial authoring of a contract, negotiations, editing, and approvals. This is largely
a cross-departmental undertaking, relying mostly on manual tasks and negotiations.

1. Contract Initiation: This is where the need for a contract is identified, and the contract
lifecycle begins. Maybe you are starting to work with a new supplier vendor, there needs
to be a contract in place to set the guardrails for the business relationship.
2. Authoring: The contract needs to be written. Consider this more of a rough draft than a
final product. Doing this by hand can be a tedious and time-consuming process, but
solutions like JAGGAER Contracts can automate the process.
3. Negotiation: Both parties need to look at the proposed draft and rule out any changes that
should be made. Certain clauses will need to be negotiated to ensure that each side is getting
maximum value.
4. Editing: After all negotiations are through, it’s time to finalize those edits. Contract
management software really comes in handy here by tracking all changes and allowing for
easy comparison between versions.
5. Approval: This is typically where the most bottlenecks occur. You need a clear process
and set of workflows in place to keep the approvals process running smoothly. This can be
aided by contract and workflow automation software.

Post-signature:
Deals with contract management and enforcement, along with the renewal and amendment
process. This is ongoing throughout the entire length of the contract and details can easily be
missed when dealing with a large volume of varyingly complex contracts.

6. Execution: Now that the contract has been signed, it’s time to execute the agreement.
However, done manually, this can lead to quite a bit of risk and missed opportunities.
Contracts can be quite lengthy, and some clauses can be hidden. Using contract
management software can easily allow you to identify risky clauses or opportunities for
more value.
7. Tracking: Tracking performance across the entire contract lifecycle is crucial, not only
to ensure compliance and you are getting the most value possible but also to inform you
whether this is a contract worth renewing or terminating.
8. Auditing: Occasionally, you should run a full audit of all open or recently closed
contracts. This will give you an in-depth look at your contract performance, open clauses
and what your next steps look like.
9. Reporting: Tracking the data is one thing, but without a central and intuitive dashboard
or repository the data will be hard to read and analyze. Good CLM software will give a
“single source of truth” for your contract data and help to bring actionable insights to guide
your decision-making.
 10. Renewing: You’ve seen the contract through its lifecycle. Time to make a decision, will
you renew, renegotiate or terminate? Unfortunately, when done manually, most companies
miss out on renewal opportunities and lose thousands of dollars of potential value.
Remember, many companies have upwards of 40,000 open contracts at a time, this makes
it extremely difficult to track manually, but with automated workflows, you can always
have one eye on upcoming expirations.

Successful contract managers are able to:

1. Write, analyze and respond to proposals

2. Negotiate price, terms and conditions
3. Manage the contract throughout the process
4. Identify risks, and solve problems as they arise
5. Advocate for, and monitor compliance
6. Maintain records of existing and past contracts
7. Continuously improve procedures and policies

A contract is important because it can be used in the legal system to ensure that both parties
of an agreement are equally compensated for their work, goods or money. Contracts are legal
agreements that may or may not be written.

2.6. Maintaining work-life balance and health, safety, and stress management

By definition, work-life balance involves the minimization of work-related stress, and the
establishing of a stable and sustainable way to work while maintaining health and general well-
being.

2.6.1. Setting goals around highly valued things

Up until 2001, goals were divided into three types or groups (Elliot & McGregor, 2001):

1. Mastery goals
2. Performance-approach goals
3. Performance-avoidance goals

A mastery goal is a goal someone sets to accomplish or master something such as “I will score
higher in this event next time.”
A performance-approach goal is a goal where someone tries to do better than his or her peers. This
type of goal could be a goal to look better by losing 5 pounds or getting a better performance
review.
A performance-avoidance goal is a goal where someone tries to avoid doing worse than their peers
such as a goal to avoid negative feedback. Research done by Elliot and McGregor in 2001 changed
these assumptions. Until this study was published, it was assumed that mastery goals were the best
and performance-approach goals were at times good, and other times bad.

Performance-avoidance goals were deemed the worst, and, in fact, bad. The implied assumption,
as a result of this, was that there were no bad mastery goals or mastery-avoidance goals. Elliot and
McGregor’s study challenged those assumptions by proving that master-avoidance goals do exist
and proving that each type of goal can, in fact, be useful depending on the circumstances.

Elliot and McGregor’s research utilized a 2 x 2 achievement goal framework comprised of:
1. Mastery-approach
2. Mastery-avoidance
3. Performance-approach
4. Performance-avoidance
These variables were tested in 3 studies. In experiments one and two, explanatory factor analysis
was used to break down 12 goal-setting questions into 4 factors, as seen in the diagram below.

Confirmatory factor analysis was used at a later date to show that mastery-avoidance and mastery-
approach fit the data better than mastery alone. The questions for these studies were created from
a series of pilot studies and prior questionnaires. Once all of the questions were combined, a factor-
analysis was utilized to confirm that each set of questions expressed different goal-setting
components. Results of these studies showed that those with a high motive to achieve were much
more likely to use approach goals. Those with a high motive to avoid failure, on the other hand,
were much more likely to use avoidance goals. The third experiment examined the same four
achievement goal variables and revealed that those more likely to use performance-approach goals
were more likely to have higher exam scores, while those who used performance-avoidance goals
were more likely to have lower exam scores. According to the research, motivation in achievement
settings is complex, and achievement goals are but one of several types of operative variables to
be considered. Achievement goal regulation, or the actual pursuit of the goal, implicates both the
achievement goal itself as well as some other typically higher order factors such as motivationally
relevant variables, according to the research done by Elliot and McGregor.

The common barriers/obstacles to goals attainment include:

1. Psychological barriers such as social attitudes, beliefs about depression and stigmas.
2. Logistical barriers such as transportation and availability of services.
3. Illness-related barriers that are either modifiable or not such as depression severity,
comorbid anxiety, cognitive status, etc.

2.6.2. Effective time management

Managing your time effectively is an important professional skill to develop. Organizing your
tasks each day helps you to complete work on time, prioritize your projects and communicate your
progress to supervisors and colleagues. Having strong time-management skills can ultimately lead
to accomplishing key goals and advancing in your career.

Time management skills

Time management skills help you manage your time well. Some of the most important time
management skills include:

1. Organization
Staying organized can help you maintain a clear picture of what you need to complete and when.
Being well-organized might mean maintaining an up-to-date calendar, being able to locate certain
documents easily, having a tidy environment and taking detailed, diligent notes.

2. Prioritization
Assessing each of your responsibilities for priority is key in being a good time manager. There are
many ways to prioritize what you need to accomplish. You might decide to complete fast, simple
items followed by longer, more involved ones. Alternatively, you might prioritize your tasks
starting with the most time-sensitive, or a combination of both.

3. Goal-setting
Setting goals is the first step to becoming a good time manager. Goal-setting allows you to clearly
understand your end goal and what exactly you need to prioritize to accomplish it. Setting both
short and long-term goals can lead to success in your career.

4. Communication
Developing strong communication skills can allow you to make your plans and goals clear to
supervisors and colleagues. It can also allow you to ask questions when necessary, and
communicate challenges in a timely manner so that everyone stays on track.
5. Planning
A fundamental part of time management is planning. Being efficient in planning out your day,
meetings and how you will accomplish things will help you stick to your schedule.
6. Delegation
While delegation is most often done by managers, you can also practice delegating tasks if you are
managing a project. While it can often be difficult to say “no” when someone asks you to do
something at work, it's important to practice having boundaries to manage your time well and
ultimately accomplish your goals.
7. Note-taking
Taking notes and keeping documents up to date are important when managing time and tasks.
Following outdated guidelines, for instance, could slow you down or cause you to have to redo
some of your work.
2.6.3. Creating a boundary between balancing work and personal time-leave work at work
where possible
By work balance we understand the achievement of being able to properly spend time on
someone’s professional and personal life. Essentially, it’s when employees prioritize their career
and personal relationships equally without adversely affecting their physical or mental health.
How can employees maintain a healthy work-life balance?
There are a few ways that employees can create a better work-life balance. While employers have
control over a worker’s schedule and work arrangements, there’s an opportunity for workers to
improve their situations.
Here are a few steps employees can take to maintain a healthy work-life balance:
1. Prioritize your health
2. Make time for yourself and your family
3. Set boundaries and a maximum number of work hours per week
4. Set goals
5. Set priorities
If an employee works eight hours each day, takes an hour for lunch, sleeps for 8 hours, and has an
hour of commuting each day, they’d still have six hours of quality time to spend with family, do a
leisure activity, or take care of their health each day. By setting time aside for the most important
things, they can balance work and life better. In order to support a better work-life balance for your
employees, practice the following:
1. Offer flexible and remote working
Workers value employers who empower them to manage their own time. Employees feel valued
at companies where they know they can finish earlier get their boiler fixed or see a physician when
needed, safe in the knowledge that their employer knows that they’ll still get the job done.
2. Encourage managers to focus on productivity rather than hours
Rather than count the hours employees work, encourage managers to focus on the completion of
a particular task. Some days employees may need to put in long hours to complete a task, but this
is offset by the days when they don’t need to do a full eight-hour day
3. Encourage breaks
Encourage your employees to take breaks, take a walk or even work in an entirely different part of
the office. You can create break-out rooms or set aside spare desks that workers can go to.
Sometimes team chatter and phones can be overwhelming and it’s healthy to break away for a bit.
4. Regularly review workloads
Review your allocation of duties to ensure individuals have achievable workloads. You will need
to familiarize yourself with the processes of allocating work. What seems like a small task to
management might actually take an individual a day to do. Managers who talk to their teams
regularly will know who is busy and stressed, and who has capacity. Ask your staff regularly to
indicate to managers whether they are overworked, just right or have spare capacity.
5. Lead by example
Ensure that managers and the senior leadership team enjoy a healthy work-life balance too. Make
sure they’re leaving the office on time, taking breaks and not emailing workers out of office hours
or expecting them to deliver work in unworkable time scales when it isn’t urgent.
6. Give employees time to volunteer
Research shows millennials are more motivated by social action rather than simply just getting
paid when looking for employment. Having the opportunity to do good is not just confined to
millennials, though. And if workers are allowed the freedom to give back while working, they will
generally feel good about themselves and about their workplace.
7. Reconsider time off
Could you afford to give your staff more time off? Equally, another way to prevent burnout is to
force workers to take their time off within the holiday year by not allowing them to carry over
holiday or capping how many days they can carry over. Most team members would rather book
the time off than risk losing them.
8. Increase support for parents
Often companies lose great talent, especially mums, because they can’t cater to their childcare
needs. The problem isn’t restricted to mums alone, with many men saying they want to spend more
time with their children, too. Ensure the mums and dads in your organisation are getting a better
work-life balance, so you don’t lose precious expertise.
Not all companies can provide company crèches. However, you can consider ways to help with
childcare costs.
Also, providing better and equal benefits for maternity, paternity or shared parental leave will
encourage all parents to balance their working life and parenthood regardless of their gender.
9. Offer health cash plans
Provide health cash plans providing reassurance to employees knowing that they have insurance
if they or their family become unwell. It also encourages a more pro-active approach to health
check-ups and inoculations leading to fewer staff absences.
10. Ask your employees for views
Want to create a better work-life balance for your employees? Try asking them.
11. Acknowledge every employee is different
Many of your employees may be desperate to achieve a better work life balance. However, others
may feel satisfied with the time they spend working.
Some may want to start work later but be happy to finish later too. Others may not mind working
extended hours, if it means they can switch off when they get home.
Some may be eager to work part time, but just don’t know how to approach the matter with their
manager.
Companies that attract – and keep – the best people know that every employee is different, and
they design experiences at work that can be personalized for everyone.
If your company is serious about creating a better work-life balance for your employees, there
won’t be a one-size-fits all that works. You’ll need to tailor your approach to each employee.
2.6.4. Building resilience and have a positive attitude
Building our resilience requires us to cultivate a positive mindset. Small changes, repeated
consistently over time can be enough to help us improve the way we perceive and deal with
challenges. Adjust your frame. Fortunately, we can choose the mindset that we embrace each day
and situation with.
Ways to Foster Resilience through Positive Thinking:
Resiliency and Positive Thinking
Resilience can be defined as our ability to navigate and recover from the challenges and hardships
we experience in life. It is our capacity to deal with and overcome stressful and difficult
experiences versus allowing stressful and difficult experiences to overcome us. There are
numerous aspects that contribute to the development of a resilient mindset, with one of the most
significant being positive thinking.
Research in the field of positive psychology has found that positive thoughts and emotions can
strongly influence our level of happiness and lead to flourishing, both physically and
psychologically (Kuo, 2017).
Essentially, positive thoughts feed positive perspectives which better equip us mentally to
overcome challenges. When we think positively, we approach situations with more hope and feel
more empowered, thus we tend to embrace challenges more openly and feel more empowered to
take action.
3 Simple Ways to Cultivate Resilience Through Positive Thinking
While positive thinking in general certainly contributes to the building of a more resilient mindset,
there are specific ways positive thinking can be used to foster resilience. The following list outlines
specific methods of positive thinking and how they foster resilience.
1.Reframing
Reframing is a process that involves altering the way we view a current situation/circumstance so
that we see it differently. Positive reframing involves looking at situations and circumstances
typically deemed negative or challenging and intentionally choosing to seek out the positives of
those situations and circumstances. It’s about consciously and intentionally shifting perspectives
to adopt a positive one (Kuo, 2017). The challenge-hindrance stressor framework researched by
Cavenaugh and colleagues in 2000 found that individuals who reframed problems and viewed
them with curiosity were more likely to solve those problems and move forward, as opposed to
being defeated by the issue (Pennock, 2014). This promoted resilience because the more positive
perspective (the challenge perspective) that was intentionally fostered led people to see challenges
as opportunities for growth and improvement. This meant people faced and rose in the face of
challenges, becoming more resilient.
2. Gratitude
Research suggests that people who spend a few minutes per day focusing on gratitude begin to
develop a brain pattern of automatically scanning for positives versus negatives after
approximately three weeks. The practice of gratitude fosters resilience by changing our brains to
automatically see challenges through a positive lens which then allows us to embrace hardships
and grow from them (Pennock, 2014).
3. Hopefulness/Optimism

Embracing a hopeful and optimistic attitude is another way to utilize positive thinking as a means
of fostering resilience according to the American Psychological Association. Optimism and hope
are attitudes that allow us to envision possible good or best-case scenarios versus harping on
negatives and worst-case scenarios.
Consciously choosing optimism and hope over time shapes our perspective so that we begin to
naturally see challenges as something to be welcomed because they can lead to success and
opportunities (Editor, n.d.). When there is the belief that good could come from what might be
considered bad or a focus on the good that exists within the bad, one is already on par to be more
resilient because they’ve put themselves at a mental advantage. From that mental state, one can
embrace the challenge and pivot as needed to adapt to it.
The connection between positive thinking and resilience is clear. The more positively we think,
the more resilient we become. Our goal then should be to find ways to implement and practice
positive thinking in our daily lives. Reframing, practicing gratitude, and embracing hopefulness
and optimism are just a few of many ways to implement positive thinking in our lives.
By implementing these practices, over time we can expect that the way we approach challenges
and navigate through them will improve for the better. Thus, we bounce back from hardships
quicker and easier and achieve better overall outcomes.

References:

Editor. (n.d.). Optimism, resilience & positive thinking. Retrieved from

https://www.positivityguides.net/optimism-resilience-positive-thinking/
Kuo, H. (2017, October 19). Four ways to build resilience using positive thinking — En masse.
Retrieved from https://www.enmasse.com.au/blog/2017/10/19/four-ways-to-build-resilience-
using-positive-thinking
Pennock, S. (2014, December 30). Resilience in positive psychology: Bouncing back & staying
strong. Retrieved from https://positivepsychology.com/resilience-in-positive-psychology/
2.6.5. Avoiding stress, mental exhaustion and burnout
2.6.5.1. Stress
Stress can be defined as a state of worry or mental tension caused by a difficult situation. Stress is
a natural human response that prompts us to address challenges and threats in our lives. Everyone
experiences stress to some degree. The way we respond to stress, however, makes a big difference
to our overall well-being. Stress affects both the mind and the body. A little bit of stress is good
and can help us perform daily activities. Too much stress can cause physical and mental health
problems. Learning how to cope with stress can help us feel less overwhelmed and support our
mental and physical well-being.

2.6.5.2. Burnout

Signs of stress
Stress makes it hard for us to relax and can come with a range of emotions, including anxiety and
irritability. When stressed, we may find it difficult to concentrate. We may experience headaches
or other body pains, an upset stomach or trouble sleeping. We may find we lose our appetite or eat
more than usual. Chronic stress can worsen pre-existing health problems and may increase our use
of alcohol, tobacco and other substances. Stressful situations can also cause or exacerbate mental
health conditions, most commonly anxiety and depression, which require access to health care.
When we suffer from a mental health condition, it may be because our symptoms of stress have
become persistent and have started affecting our daily functioning, including at work or school.
How to manage stress
WHO’s stress management guide – Doing what matters in times of stress – aims to equip people
with practical skills to cope with stress. A few minutes each day are enough to practise the guide’s
self-help techniques. The guide can be used alone or with its accompanying audio exercises.
Keep a daily routine
Having a daily schedule can help us use our time efficiently and feel more in control. Set time for
regular meals, time with family members, exercise, daily chores and other recreational activities.
Get plenty of sleep
Getting enough sleep is important for both body and mind. Sleep repairs, relaxes and rejuvenates
our body and can help reverse the effect of stress. Good sleep habits (also known as sleep hygiene)
include:
• Be consistent. Go to bed at the same time each night and get up at the same time each
morning, including on the weekends.
• If possible, make your sleeping area quiet, dark, relaxing and at a comfortable temperature.
• Limit your use of electronic devices, such as TVs, computers and smart phones, before
sleeping.
• Avoid large meals, caffeine and alcohol before bedtime.
• Get some exercise. Being physically active during the day can help you fall asleep more
easily at night.
Connect with others
Keep in touch with family and friends and share your concerns and feelings with people you trust.
Connecting with others can lift our mood and help us feel less stressed.
Eat healthy
What we eat and drink can affect our health. Try to eat a balanced diet and to eat at regular
intervals. Drink enough fluids. Eat lots of fresh fruits and vegetables if you can.
Exercise regularly
Regular daily exercise can help to reduce stress. This can include walking, as well as more
intensive exercise.
Limit time following news
Spending too much time following news on television and social media can increase stress. Limit
the time you spend following the news if it increases your stress.
Burnout describes a severe stress condition that leads to severe physical, mental, and emotional
exhaustion. Signs of burnout include:
 • Exhaustion. Feeling physically and emotionally depleted. Physical symptoms may include
headaches, stomachaches, and appetite or sleeping changes.
• Isolation. People with burnout tend to feel overwhelmed. As a result, they may stop
socializing and confiding in friends, family members, and co-workers.
• Escape fantasies. Dissatisfied with the never-ending demands of their jobs, people with
burnout may fantasize about running away or going on a solo-vacation. In extreme cases,
they may turn to drugs, alcohol, or food as a way to numb their emotional pain.
• Irritability. Burnout can cause people to lose their cool with friends, co-workers, and
family members more easily. Coping with normal stressors like preparing for a work
meeting, driving kids to school, and tending to household tasks also may start to feel
insurmountable, especially when things don’t go as planned.
Frequent illnesses. Burnout, like other long-term stress, can lower your immune system, making
you more susceptible to colds, the flu, and insomnia. Burnout can also lead to mental health
concerns like depression and anxiety
How to prevent burnout
Experts from health and nutrition information site Life Hacker Guy have listed some ways with
which you can either avoid burnout altogether or at least deal with it in the healthiest way possible,
in order to take care of both your mental and physical health.
1. Get enough sleep
Nothing recharges and calms us better than sleeping the right number of hours per night. Moreover,
trying to function without little to no sleep is extremely dangerous and it does nobody any good,
including your boss, your team members and colleagues. Eight hours per night should be a must
for many reasons: from boosting your immune system, to lowering the risks of serious health
problems such as diabetes or heart diseases, and of course improving your mood and reduce stress.
But even though the body needs sleep, sometimes it can be hard to get our mind to cooperate. In
these cases, it’s essential to create the right conditions and adopt habits to help you be calm and
relaxed when sleep time is near. This can be achieved by keeping your room dark with blackout
curtains or a sleeping mask, reduce noises by wearing earplugs and keeping your phone either on
mute or in another room entirely, keep temperatures cool, and avoid watching TV or working
where you’re supposed to sleep.
2. Exercise multiple times a week
This does not have to mean a gym membership or a home gym, exercising can be as easy and
accessible as a walk or a run around the block. If you want to start a journey of light exercise to
keep yourself refreshed, healthy and distracted from work, try to start with something that’s too
simple to ignore or to post pone, such as a 15-minute stroll round your block, or outside your place
of work.
3. Program a balanced diet
Even for people who are not so-called “workaholics”, it’s possible to lose focus of what’s
important during the day, and that also goes for meals. Loss of appetite is indeed one of the red
flags that can signal burnout and to avoid it it’s important to try and eat regularly. One way to not
lose sight of this is to program your meals, and when possible, even meal prep for the whole week.
This can be done on a Sunday as a part of a fun ‘weekly reset’ routine, choosing simple but
balanced and healthy recipes that can be prepared quickly and that will make you look forward to
lunch every day.
4. Keep a journal
Visualizing your anxiety or stress can be a great way to cope with it, and keeping a daily or weekly
journal can help you do just that. Most often one of the biggest problems is not being able to talk
about what is going on in our heads, either because we feel like we have nobody to talk to or the
practice isn’t conforming to our personality. In both eventualities, writing down our thoughts and
feelings can help, and by doing this, it can be easier to let go of them. In the eventuality that you
might not know where to start, try using specific journals that give daily tips and tricks on how to,
these can be questions to answer, motivational quotes and so on!
5. Treat yourself
It is essential to remember that we do not live to work but rather work to live. Treating yourself to
a nice dinner once in a while, or that pair of shoes you’ve put your eyes on can be a great way to
feel important again, and to remember that your life does not revolve around work. Burnout can
often occur because we lose sight of the why, and these treats will allow you to grasp touch with
reality again.
6. Learn to ask for help
Admitting that you’re not in the best shape, or that simply you cannot undertake a task on your
own, and that you might need some help is one of the healthiest approaches you could take to not
only fight burnout, but to improve your work life as a whole. You’re not invincible and you are
not supposed to be, so always remember to recognize your limits and to not push yourself too far.
This applies not only to work life, but to every aspect of it, as it’s possible to feel drained and
overwhelmed with any type of social interaction and everyday task, from meeting family and
friends to maintaining a healthy relationship, as well as having a balanced lifestyle.
7. Recognize the signs and act on them
If you get to a point in which you were not able to avoid burnout, try your best not to ignore that
feeling, no matter how bad it might feel. Symptoms such as procrastination, loss or appetite,
constant tiredness, feeling overwhelmed, and having self-doubt can be recognizable, and while
sometimes it can be hard to admit that you’ve got to a certain point, acting on those symptoms
quickly enough can prevent a period of enhanced pain, stress, and anxiety.
10 Quotes on the Value and Importance of Setting Goals
A goal properly set is halfway reached. “Zig Ziglar”

Everybody has their own Mount Everest they were put on this earth to climb. “Seth Godin”

You cannot change your destination overnight, but you can change your direction overnight. “Jim
Rohn”

It’s better to be at the bottom of the ladder you want to climb than at the top of the one you don’t.
“Stephen Kellogg”

If you don’t design your own life plan, chances are you’ll fall into someone else’s plan. And guess
what they have planned for you? Not much. “Jim Rohn”

All who have accomplished great things have had a great aim, have fixed their gaze on a goal
which was high, one which sometimes seemed impossible. “Orison Swett Marden”

The greater danger for most of us isn’t that our aim is too high and miss it, but that it is too low
and we reach it. “Michelangelo”

Give me a stock clerk with a goal and I’ll give you a man who will make history. Give me a man
with no goals and I’ll give you a stock clerk. “J.C. Penney”

Intention without action is an insult to those who expect the best from you. “Andy Andrews”

This one step – choosing a goal and sticking to it – changes everything. “Scott Reed”