6 tips to reduce psychological stress at the office | Safe and Sound

Prolonged stress is quite common among office workers. If this situation continues for an extended period, it will profoundly affect employees' mental health. Through this article, Safe and Sound will suggest 3 simple exercises that can be done in the office and 3 other ways to help control emotions and generate positive energy every day.

Ngo Thanh Thien An | Psychologist - Safe and Sound Mental Health Care Application

Institute of Applied Medical Technology

1. Causes of psychological stress in the office

Stress is a common phenomenon among office workers, stemming from various factors related to work, the work environment, and personal psychology. These causes not only impact performance but also profoundly affect the mental health of employees.

Causes of psychological stress in the office

1.1 Perfectionist mentality

Perfectionism is one of the leading causes of stress for many people. By constantly setting excessively high standards, you can exhaust yourself by working relentlessly to achieve "perfection." Even with good results, you still feel unsatisfied and blame yourself.

Psychologists share that this not only affects your mental health but also wastes your time, causes you to miss other opportunities, or even disrupts your work-life balance. To reduce stress, learn to accept that "perfection" is unrealistic and focus on achieving your goals.

1.2 Limited capabilities

Stress arises when you realize your abilities aren't sufficient to meet job requirements. For example, you might be assigned a new task but lack the necessary experience or skills, leading to anxiety and pressure.

This mindset is often accompanied by a fear of failure or being underestimated, making you feel exhausted and prone to losing confidence. Instead of worrying, view this as an opportunity to learn and grow. Communicating with colleagues, attending training courses, or seeking support from superiors are ways to improve your skills and reduce stress.

1.3 Emphasize recognition

Not receiving recognition for their contributions is one of the pressures affecting not only the mental well-being of employees. When you place too much emphasis on recognition from others, psychological pressure increases. Many people dedicate all their time and energy to pleasing their boss or colleagues, but if they don't receive praise, they easily fall into a state of disappointment and sadness.

This mindset makes you dependent on other people's opinions, instead of valuing yourself. To reduce stress, change your perspective: focus on your personal goals, acknowledge your own efforts, and learn to motivate yourself instead of waiting for external praise.

2. Identifying persistent stress in the office

Prolonged stress in the workplace is a common phenomenon, affecting not only work performance but also the mental and physical health of employees. Identifying stress at the organizational level requires observing both individual signs and collective manifestations.

- Physical signs:

Increased sick leave rates: Employees experiencing prolonged stress often suffer from health problems such as headaches, digestive disorders, or recurring colds due to weakened immune systems.

Energy depletion: Prolonged fatigue and stress leave employees without enough energy to complete their work, constantly feeling lethargic and tired.

Sleep disorders: Constantly feeling sluggish and not alert at the start of the workday leads to errors in even the simplest tasks.

- Psychological symptoms:

Identifying prolonged stress in the office through psychological manifestations.

Anxiety and lack of motivation: Employees often show signs of anxiety and nervousness when given new tasks, or feel discouraged and worthless in their work.

Mood swings: Loss of emotional control, frequent irritability, easily becoming sad, or avoiding interaction with other colleagues.

- Behavioral signs:

Reduced work efficiency: Employees suddenly become sluggish, struggle to complete assigned tasks, or their output quality is no longer as good as before.

Increased negative behavior: Employees suddenly start developing unhealthy habits such as smoking and frequently using alcohol to relieve stress.

Whether at the individual employee level or across the entire company, prolonged stress directly impacts both individual and organizational development. Early identification and intervention using appropriate, scientific methods will help businesses improve productivity, maintain a positive work culture, and protect the mental health of their workforce.

3. Secrets to reducing tension and stress right in the office.

Office stress is a common problem for many people. However, with the following tips and tricks, you can completely reduce stress right in your office, at your desk.

3.1 Short breathing exercises

Deep breathing: Spend 2-3 minutes inhaling deeply through your nose. Inhale through your nose for 4 seconds, hold your breath for 4 seconds, and exhale slowly through your mouth for 4 seconds. This technique helps lower your heart rate and improves your mood immediately.
Focus on the present moment: When stressed, focusing on your breathing can help you regain composure and avoid getting caught up in negative thoughts. You can place one hand on your stomach and the other on your chest, breathe slowly, and feel the movement in your abdomen and chest.

3.2 Short Breaks

Implement the 20-20-20 rule: Every 20 minutes of intense concentration, pause your gaze from the computer screen and look into the distance (about 20 feet, 6 meters) for 20 seconds to reduce eye strain and relax your mind. You can set an alarm every 20 minutes to remind yourself to gradually get used to this rule.
Take a walk: If your work isn't too stressful, after 25 minutes of intense concentration, you can take a 5-10 minute walk around the office or outside to get some fresh air and improve blood circulation. You can also use this time to have a refreshing drink while staying hydrated.

3.3 Practice relaxation techniques in place

Stretching: Perform stretching exercises as part of a series of muscle-relaxing exercises such as shoulder rotations, arm stretches, or bending over to reduce muscle tension and soreness.
STOP technique:

Stop: When you feel overwhelmed, pause whatever you are doing.
Take a deep breath: Inhale deeply through your nose for 4 seconds, hold your breath for 4 seconds, then exhale slowly through your mouth for 6 seconds. Repeat 3-5 times.
Observe your emotions: Ask yourself, "What am I feeling? What is stressing me out?" Identify the emotion (anxiety, frustration, fatigue) and its cause, but avoid self-judgment.
Proceed with positive action: Choose a positive action (drink water, take a short walk) and note down your priorities to reduce feelings of being overwhelmed.

4. Other effective stress management and care strategies

4.1 Strengthening social connections

Increase daily interaction: A morning greeting to colleagues upon arrival at the office, exchanging work-related information to support each other, or engaging in small talk during breaks or lunchtimes helps build social connection.
Participating in team-building activities and professional support: Joining company-wide activities such as team building, skills clubs, and reading groups is an opportunity not only to reduce stress through fun activities, but also to expand relationships and relieve pressure.

4.2 Enhance self-care at the office

Time management: Use time management tools such as the Pomodoro technique (work for 25 minutes, take a 5-minute break) to conserve energy and avoid burnout.

Keep your workspace tidy and incorporate natural elements: A clean, organized space with added plants or items in pleasant colors can help reduce cortisol (the stress hormone) and improve your mood.

4.3 Learning and capacity building to reduce stress

Identify skills that need improvement: Recognizing weaknesses or limited skills at work will help you proactively learn instead of becoming stressed by feeling "not good enough." Evaluate yourself or seek feedback from colleagues and superiors to identify key skills that need improvement, and then create a clear plan for improvement.

Proactively seek out learning resources: Take advantage of online courses on Coursera, Udemy, LinkedIn Learning, or attend internal workshops to update your knowledge. Learning doesn't necessarily have to be long-term programs; you can learn through on-the-job experience, observing skilled colleagues, or participating in new projects to expand your expertise.

Apply the 70-20-10 model: 70% learning from practice, 20% from colleagues/mentors, and 10% from official sources. Combine this with the "learning by teaching" method – explaining or guiding others – to help you remember more deeply and increase your confidence in your abilities.

4.4 Seek support from a mental health professional.

If you've tried everything but your stress persists for more than two weeks without any signs of improvement, gradually affecting your sleep, work performance, and personal relationships, causing you to lose control, experience frequent anxiety, or be unable to solve problems on your own, don't hesitate to seek long-term support from a mental health professional. Psychologists can not only help you address current issues but also provide tools to build lasting mental health for the future.

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