As we navigate the current challenges facing our nation, many of us are beginning to think about innovative ways to adapt the work that we do. Change is inevitable (and often exciting) in all industries, though it is a common sentiment to resist or delay change due to discomfort, time constraints, or lack of buy-in. However, change can look very different when it is forced by outside influences and can lead to feelings of insecurity or anxiety. When things move rapidly, the notion of “change readiness” can get nudged aside and we focus our attention on how to change in response to those influences. At Transforming Solutions, one of our areas of expertise is managing change by focusing on factors that can be managed and supported: people.
We often think of organizational change management as an approach to ensure that desired changes in processes, structures, teams, or organizations are implemented and maintained effectively. Change management entails just that, managing the change. This includes setting goals and milestones, following up on tasks, working with teams, and managing the people side of business. Clarity, transparency, and collaboration are all critical factors for successful, effective change. So, today’s question becomes, how do we manage change with so much uncertainty and such drastic changes facing our staff and stakeholders? How do we stay focused and connected with our colleagues and clients? How do we positively redirect the narrative about change to one of innovation, opportunity, and connectedness?
At TSI, people are always at the center of our work. We work closely with our clients. Working nationwide, we often find ourselves engaging people remotely. When a client asked, “How do you stay focused and keep your teams connected and focused?”, we decided to share some of our own strategies for building a team culture remotely, managing difficult and challenging change, and helping to motivate others. We believe in engagement strategies that are multi-dimensional and should include tools to manage the workload, encourage work-life balance, and shorten the virtual social distance.
Our first installment in this three-part series will provide suggested strategies used by TSI and our clients to help teams stay focused and manage their workload in creative, productive ways.
Managing the Workload
- Group Expectations: Document expectations and expected norms of the group in a shared location. Pick one or two of these to highlight each week to celebrate successes, areas for improvement, or need for changes along the way. Is the expectation to respond to messages and texts within 2 hours? 24 hours? Report completed tasks? Host group meetings daily? This is new territory for many people and an opportunity to give voice to your team members in a meaningful, effective way. Also, this helps determine how much support to provide. Some people prefer micromanagement while others thrive with a more independent approach. Determine needs and then design strategies to meet those needs.
- Goals: Think of creative ways for weekly or daily goal setting. Send out a poll and share the results. Create a shared space where people can share their goals.
- New Setting, New Structure: Don’t try to mimic or force the structure of an in-office, 8-to-5 work day into a remote, virtual setting. Due to the current circumstances facing many families, personal demands can become in conflict with professional demands. With that said, shift thinking to the working goals to be accomplished as opposed to the time frame for when the work is completed on those goals. Set goals for tasks and projects and avoid micromanagement of how to get there.
- Intentional Collaborations: Create collaborative or shared working documents to help bring teams together on tasks.
- Check-ins: Whether it be up-and-at-’em morning check-ins, lunchtime chomp and chats, or afternoon debriefs, make time to conduct daily check-ins. Whether formal or informal, check in with your team. A quick “How are you?” or “What is your goal for today?” can go a long way to help teams feel connected and cared about.
- Power Hours: Hold team power hours where you check in before and at the end of an hour for support and productivity. Set a team goal and try to reach that goal within the hour.
- Pomodoro Technique: Encourage team members to engage in this technique which entails 25 minutes of uninterrupted work and then 5 minutes of break for email, texts, social media, etc.
- Insert Your Strategy Here: Please share any strategies you or your team are using.
Join the Conversation Join the conversation about what other organizations are doing to manage their workloads. Do you have a creative way of keeping your team engaged? How are members of your team managing their time? Join our LinkedIn conversation and share your strategies! Also, check out TSI’s Organizational Change Management services on our website.