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To manage stress in the workplace, employers need to remove the common causes: unclear roles, unmanageable workloads, a lack of feedback and skills gaps. Employees need practical habits such as planning their work, taking breaks and asking for support early. This guide covers the causes, the warning signs and the steps both sides can take. If you want to train a team, see BOTI’s health, safety and wellness training courses.
We all experience stress in our working lives, but the stresses we face are not confined to the workplace. In South Africa, power cuts, fuel price increases and general economic uncertainty all spill over into the pressures people feel at work every day. Stress is costly for organisations because it is linked to higher absenteeism, lower motivation and more sick leave and medical claims. There are many practical ways employers can help employees reduce and manage stress at work. Here are the situations to consider when you set out to help employees reduce stress.
Employees need to fully grasp how fulfilling their roles contributes to the overall success of the business
When employees understand how their roles fit into the bigger picture, and how doing their jobs well contributes to company goals, they are more likely to engage and develop a sense of purpose. This gives them a greater feeling of control over their duties and responsibilities, which helps reduce stress.
Understanding company vision
Employees who understand the company’s vision can see how their efforts contribute to the bigger picture, so it is easier for them to focus on achieving company goals. Working towards a shared vision gives work meaning, improves job performance and helps employees manage stress.
Understanding company leadership structure
Not knowing who to report to, who makes decisions or who to approach with a problem is a common source of stress. When employees understand the company’s leadership structure, there is usually less conflict and confusion, which supports productivity and morale.
The importance of job feedback from leadership
When employees receive no feedback on their performance, even when they are doing well, it is much harder for them to manage stress. Leaders who communicate in an encouraging way help employees feel comfortable and reassured. Employees then feel more confident about raising issues with their leaders, especially during difficult times.
The importance of understanding job responsibilities
Unclear or confusing job expectations lead to greater stress. When employees fully understand their responsibilities, they feel calmer and perform better. A short written role description and regular check-ins on priorities go a long way.
Workloads need to be manageable and reasonable
Long hours of constant, demanding work wear people down and lead to exhaustion. Everyone needs time away from work to rest, recharge and take care of responsibilities outside the workplace. A healthy work-life balance helps maintain physical and emotional health, reduces stress and improves productivity. People cannot perform well for long periods under a heavy workload. Working this way leads to exhaustion, irritability and reduced productivity, and it can contribute to illness and injury.
Taking regular breaks should be encouraged to help reduce stress
Short breaks at regular intervals during the day help employees work more effectively. They give people the chance to recharge and refocus, which lowers stress levels. Managers set the tone here. When leaders take breaks themselves, staff feel free to do the same.
Assignments and projects should be challenging but not overwhelming
Employees need to be challenged but not overloaded. Challenging tasks help employees develop their skills, keep work interesting and maintain motivation. Overwhelming assignments and projects, on the other hand, raise stress levels and demotivate people.
Lack of work flexibility leads to workplace stress
High-pressure assignments, projects and tasks are part of any job. Working at that pace all the time, without relief or variety, can wear employees down to the point of exhaustion and lead to health problems. Where the work allows it, flexibility can relieve that pressure. Examples include adjusted start times, the option to work from home on focused tasks, or rotating demanding duties across the team.
Employees need to be trained and upskilled in order to do their jobs well
Another cause of stress is a gap between a person’s skills and what the job requires. The right training closes that gap. A skilled, properly trained employee has more confidence, performs better and manages pressure more effectively.
Monitoring the signs of stress in the workplace
Workplace stress and employee health have a direct effect on the productivity of the organisation. Work-related stress shows up through physical, emotional and behavioural signs. Here are some to watch for:
- Regular absenteeism and a higher rate of illness
- Low levels of productivity coupled with feelings of underachievement
- Defensive and cynical behaviour
- Nervousness and feeling ‘on edge’
- Inability to ‘switch off’ from work problems when not at work
- Low levels of motivation
- Consistent headaches
- Insomnia leading to feelings of tiredness
- Weight loss or weight gain
- Consuming too much caffeine, alcohol or drugs
Watching for these signs matters. It means employees can get the help they need, and employers can put solutions in place to improve workplace wellness. Where symptoms are severe or ongoing, encourage the employee to speak to a medical or mental health professional.
Five practical ways employees can reduce stress at work
Employers carry much of the responsibility, but individuals can also take steps to reduce stress at work. These five are simple to start with.
- Set clear goals and priorities. Break big tasks into smaller steps with realistic deadlines. Goal setting turns a vague, worrying workload into a plan you can act on. BOTI’s Goal Setting and Getting Things Done course covers this.
- Plan your day. Block time for focused work, group similar tasks and limit how often you check email. The Essential Time Management Skills course teaches practical planning methods.
- Take proper breaks. Step away from the screen, move around and eat away from your desk where possible.
- Speak up early. If deadlines or expectations are unclear, ask your manager before the pressure builds. Agree on what matters most this week.
- Protect your time off. Set boundaries on after-hours messages and make room for sleep, exercise and family. The Work-Life Balance Course helps staff build these habits.
For more ideas aimed at individuals, read our tips on how to manage workplace stress.
How to manage stress in the workplace: a Business Studies approach
If you are answering this as a Business Studies question, a clear structure helps. Start by defining workplace stress as the pressure people feel when job demands exceed their ability to cope. Then list the causes, such as unclear roles, heavy workloads, poor communication, a lack of feedback and skills gaps. Next, describe the effects on the business, such as absenteeism, low productivity and staff turnover. Finally, give strategies. Split them into what the employer can do (clear job descriptions, reasonable workloads, regular feedback, training, flexible work and wellness programmes) and what employees can do (planning, goal setting, breaks and asking for support). The sections above follow the same order.
Frequently asked questions
How can employers manage stress in the workplace?
Employers can manage stress by making roles and expectations clear, keeping workloads reasonable, giving regular feedback, encouraging breaks, allowing flexibility where the work permits and training employees so their skills match their jobs.
How can I reduce stress at work?
Set clear goals and priorities, plan your day, take regular breaks, raise concerns with your manager early and protect your time off for rest, exercise and family.
What are the signs of stress in the workplace?
Common signs include frequent absenteeism, low productivity and motivation, defensive or cynical behaviour, nervousness, headaches, poor sleep, changes in weight and using too much caffeine, alcohol or drugs.
Does BOTI offer stress management training for teams?
Yes. BOTI runs a one-day Stress Management Training course, in-house at your premises, at BOTI’s venue in Sunningdale, Johannesburg, or live online.
To give your team practical tools for recognising and managing pressure, book BOTI’s Stress Management Training. Related options include Managing Workplace Anxiety and Health and Wellness at Work Training. Training runs in-house at your premises, at BOTI’s venue in Sunningdale, Johannesburg, or live online. Call BOTI on 011 882 8853 or email [email protected], or request a quote. This course is not accredited. It is delivered as a professional skills programme, and delegates receive a BOTI certificate of attendance.