Time pressure, overflowing to-do lists, and constant demands can quickly lead to inner tension. To maintain long-term health and productivity, it is improtant to recognize your own limits, set priorities, and incorporate regular breaks. In this article, we present simple and effective strategies to help you structure your daily routine more efficiently, reduce stress in a targeted way, and consciously replenish your energy reserves.
Stress Management
How can I tell if I am stressed?
Short-term stress can enhance performance and even stimulate the immune system. However, if stress becomes a constant condition, it can be detrimental to your health. Therefore, be mindful of warning signs: physical symptoms such as muscle tension, a rapid heartbeat, or sweating; negative thoughts like “I’ll never manage this”; feelings of being overwhelmed or exhausted; and changes in behavior, for example increased irritability or restlessness. Recognizing these signs early allows you to take action before stress becomes harmful.
Which strategies can help in stressful situations?
1. Active breaks to reduce stress hormones
- taking a short walk during your lunch break
- walking up and down the stairs
- going for a bike ride after work
- shaking out your arms and hands ervery now and then
Physical activity stimulates your circulation, relieves tension, and promotes inner calm. Exploring the diverse exercise and sports programmes offered by the University Sports Centre might also inspire you to be more active—we warmly invite you to discover the range of activities available on the University Sports Centre’s website:
BEWEGUNGSANGEBOTE – UNISPORTZENTRUM HALLE
PausenExpress: Active breaks, also available online!
2. Guiding your breathing
The 2-2-4 breathing technique is easy to practice – even at the workplace:
- Inhale for 2 seconds
- Hold your breath for 2 seconds
- Exhale for 4 seconds
3. Gaining perspective using 10-10-10 Rule
In acute stressful situations, this method can help you distance yourself from overwhelming thoughts. To do this, answer the following three questions:
- How will I feel about this situation in 10 days?
- How will I view this situation in 10 weeks?
- What will I think about this situation in 10 months?
This conscious shift in perspective creates emotional distance—and often it becomes clear: stressful moments lose their significance more quickly than we think.
Time Management
Meetings, deadlines, and unexpected requests: time pressure is a daily reality for many people at work. Trying to do everything at once can quickly lead to a loss of perspective. Good time management can help you structure your workday more efficiently and with less stress—whether in the office or when working from home.
Which methods can help?
1. Plan and prioritize in writing – for more clarity and less stress
Write down your tasks for the next day in the evening, either on paper or digitally. This helps you keep track, frees your mind, and prevents you from forgetting important tasks. Checking off completed items also boosts motivation. If you do not finish a task, simply transfer it to the next day’s plan. Divide your tasks according to their importance—for example, using the ABCD method: “A” is urgent and important, “D” can wait or be delegated.
2. Planning your day with the ALPEN Method
The ALPEN method is a simple yet effective planning technique for structuring your day. It helps you maintain an overview and set realistic time frames, bringing more structure and reducing stress:
- List all tasks, appointments, and activities
- Estimate the realistic duration of each activity
- Schedule buffer times—ideally, about 40% of your workday
- Make decisions: set priorities and consciously select tasks
- Review: move unfinished tasks and reassess your time planning
3. Schedule periods of uninterrupted work
- Reserve fixed times in your calendar for focused, undisturbed work
- actively block these periods, ideally without meetings or phone calls
- if necessary, ask your colleagues for support with covering your availability (e.g., call forwarding), and in return, offer your assistance when needed
This approach provides conscious space for concentration, deep work, and relief from constant interruptions.
4. The Pomodoro Technique
The Pomodoro Technique is a time management method that breaks work into focused intervals of 25 minutes, separated by short 5-minute breaks.
- work in short, concentrated blocks of 25 minutes
- take a 5-minute break afterwards – to breath, stand up, or have a drink
- after four “Pomodoros”, take a longer break (15-30 minutes) to recharge
- this technique helps you maintain focus and prervent exhaustion
- tip: use kitchen timers, timer apps, or digital tools to support your workflow
5. Breaks boost performance
To maintain high levels of concentration, you need regular short breaks—not just when your focus has already started to decline. Breaks enhance your performance, support concentration, and help prevent stress.
Out tips for effective breaks:
Take regular breaks: After 70–80 minutes of intense work, a 5–10 minute break is ideal. Even very short micro-breaks (e.g., deep breathing, opening a window, standing up) can be restorative.
Take breaks early: Don’t wait until you are completely exhausted. The earlier you take a break, the more effective it will be.
Choose activity over inactivity: Short bursts of movement, fresh air, or a breathing exercise are usually more revitalizing than remaining seated and scrolling on your phone.
Autonomy matters: Breaks are most effective when chosen freely—provided they are not postponed until the end of the workday.
Avoid overly long breaks: Breaks that are too long can disrupt your workflow. At lunchtime, however, taking a longer, deliberate rest is recommended—use this time intentionally to recover.
You can find a variety of ongoing professional development courses on “stress and time management” by clicking the links below:
Gesundheit und Arbeitssicherheit
Zeitmanagement für Wissenschaftler*innen
PausenExpress active breaks, also available online!
In addition, the Techniker Krankenkasse has compiled a variety of practical tools in its Mental Tool Box, including immediate strategies for coping with stress, a tool for better time management, and an online sleep training programme. Feel free to take a look!
What if none of this helps?
If you have already tried various strategies and discussed the situation with colleagues and/or supervisors, but still find the workload unmanageable, it may be necessary to file a notice of overload (“Überlastungsanzeige”). You can find a guide and a sample notice on the Human Resources Department’s website. As the company health management coordinator, I am also available to advise you on the process. The guide is also useful for creating a health-promoting work environment, as it suggests various measures for improving working conditions. Please feel free to take a look.
Image resources:
Man sitting postpone concept | Free Vector
Flat woman meditating indoors | Free Vector