INTRODUCTION:

Welcome. You're reading a transcript on Links at Bain and Gray, a catalogue of podcasts centred on all things business support in the workplace. Our aim is to bring you interesting and relevant content that will keep you up to date and thriving in your role.

Tray: Welcome to Links. Today we're talking about how to keep you up-to-date and thriving in your role. We're focusing on how to avoid stress and strain in the office, and how to perform well in your position.

Emily: And I'm Emily Bain.

Tray: We're exploring how to keep yourself mentally fit and well, particularly how it ties into the workplace. We're sharing tips on how to switch off at the end of the day.

Emily: This is SO relevant right now. Bain and Gray is 15 years old this year. Back in the day, when we started the business, I worked around the clock. I’d put my son to bed and get back on the laptop. Now, I'm much more mindful of working hours and encourage that in our business. I try not to send emails during evenings or weekends… my number one tip: stay within office hours.

Healthy Communication Boundaries

Tray: There's a large organisation I know that puts a disclaimer at the bottom of their emails: “We have sent this email at a time that suits us, but we don’t expect you to respond until it suits you.” That’s a great way of setting boundaries.

Emily: Even Outlook now prompts you if you're sending an email on a Sunday with something like “Would you like to schedule this?”. Small changes like that help preserve personal time. We live by our phones, and I would say: put them down and forget about them.

Tray: It's tricky, especially with hybrid and flexible working. The lines are more blurred now with working from home, on the move, different hours. It can creep into your personal life.

Emily: You really have to be strict and set boundaries. I think younger generations are better at this than ours. They switch off properly at the end of the day, and I really respect that. The pandemic made everything more fluid, but we’ve got to reclaim structure.

Time Management in the Office

Emily: What about managing your time during office hours?

Tray: One of the biggest challenges is diary management. This is where AI and tech can really help. There are brilliant scheduling platforms that find slots when everyone’s free, instead of just throwing meetings into calendars.

Emily: Guilty!

Tray: Haha, not pointing fingers! But it's a common issue, wasted time and ineffective meetings. Good diary management makes a big difference.

Emily: Maybe I need a PA.

Tray: Maybe a Virtual Assistant. And yes, managing your diary so you're not back-to-back all day is important.

Emily: And being respectful of others’ time, too.

Tray: Exactly. It’s not just about managing your own schedule but being mindful of others’. You don’t want to overwhelm colleagues with meeting requests either.

White Space and Productivity

Tray: Another tip, book "white space" in your diary. Time between meetings to reflect and prepare. I don’t always practice it, but it’s a powerful concept.

Emily: You’re an early bird. Do you use mornings for that?

Tray: Actually, no. Mornings are my productive time with writing, planning, and executing. My "white space" comes at the end of the day, when I’m more able to think abstractly.

Emily: Interesting. I feel more creative later in the day, too.

Recognising and Supporting Colleagues

Emily: Let’s talk about signs that someone’s struggling, maybe feeling stretched or off their game. One practical tip: use action lists.

Tray: Absolutely. Everyone works differently. I like booking tasks into my diary, three to five essentials each morning. Even if everything else slips, I’ve completed the core things that matter, especially if others are waiting on them.

Emily: That’s great for relieving downstream pressure.

Tray: Exactly. It eases future stress. And it helps others, too.

A Holistic View: Maslow’s Hierarchy of Needs

Tray: Let me reference good old Maslow. I talk about his Hierarchy of Needs often. There are five levels, starting from basic safety and comfort, through to relationships and self-actualisation. If your home life is stable, you're more likely to be productive and secure at work. When things go wrong at home, it often shows up in the office. It’s important to be mindful of that.

Emily: Absolutely. You can often spot when someone has external challenges affecting their mindset and performance. It’s visible.

Tray: If you manage others, you need to spot those signs early. Help them before it escalates, they won’t be focused otherwise.

Final Thoughts

Emily: We could go down many rabbit holes on mental health, mindfulness, general wellness. But these practical nuggets are great advice for day-to-day.

Tray: Yes. Manage your time well. Get to know how you work best. And do your best to stick to it within your environment.

Emily: Thanks, Tray.

Tray: Thanks, Emily.