5 tips on managing a distracted team

1. Avoid trying to anxiously fix things

When times are stressful, it's important for a manager to make sure work doesn't become an additional source of unnecessary stress, Fosslien and Duffy write. But too often, managers will quickly spin into action and inundate their reports with messages, micromanaging every workstream.

In times of uncertainty, people are more likely to take on or create excessive tasks and responsibilities, Fosslien and Duffy write. This is a phenomenon called "anxious fixing," and aside from making employees' lives more difficult, it also makes miscommunications more likely. Research has found that 64% of employees say they waste time struggling to interpret messages from their coworkers at least a few times a month, if not more frequently.

Instead, leaders should push back against their impulse to run away from discomfort, and rather than making your busyness a barrier to your anxiety — stop, acknowledge, and sit with the anxiety.

2. Be as transparent as possible

In stressful times, rumors often spread. To get ahead of this, managers need to be as transparent as possible, Fosslien and Duffy write. It's likely that during these times, projects will move more slowly, meaning you'll have to wait longer than usual to get answers to your questions. It's important to communicate this to your team.

Unless you're overcommunicating or repeating yourself, you're most likely not communicating enough, Fosslien and Duffy write. You don't need to send your team members unnecessary questions or messages, but before a team meeting or a one-on-one, Fosslien and Duffy recommend you ask yourself, "What have I not said? Is there anything people are waiting on, and what is the current status of getting an answer?" Then, evaluate which parts of your answer would be most helpful to your team.

3. Help provide a sense of stability and a path forward

Providing clear guidance on priorities can reduce confusion and help your team continue making progress, Fosslien and Duffy write. If everyone is clear on two to three things they need to get done in the upcoming week, they're more likely to work on what matters.

On the other hand, if you don't provide a clear path forward, people will feel more out of sorts and will be more likely to prioritize nonurgent, unimportant tasks like answering messages, clearing out inboxes, or just refreshing the news. As a manager, your goal is to prevent what little energy your team has from being wasted.

Providing a clear path forward also makes it easy for people to see how their work contributes to higher-level goals, which can make them feel more secure in their roles, Fosslien and Duffy write. Making progress is an important way to reduce people's anxiety and prevent people from feeling adrift in chaotic times.

4. Check the news every morning to prepare for how your team will be feeling

Significant changes in the news can have major impacts, not only on your industry, but on your team members' mental health. By ensuring you're up to date on what's going on in the world, you can anticipate when your team might come to work distracted, Fosslien and Duffy write.

Make sure you're prepared to address any concerns or questions your team might have. You can also consider adjusting workloads, providing support in one-on-ones, and sharing your own emotions in a team meeting.

It can also be helpful to partner with human resources during this time so you know which organization-wide resources are available to your team, like mental health support or employee resource groups providing safe spaces for people to share their experiences and advice.

5. Plan for a reduction in productivity

It's important to take the aforementioned steps in times when your team is distracted and stressed, but it's also important to remember that during these stressful times, people won't perform at their best, Fosslien and Duffy write.

Recognize that your team members will be less focused than they usually are and adjust your expectations accordingly. If your own manager hasn't made plans for this time, you may want to bring it up by asking them if the distraction that's likely to interrupt work means your team should be shifting plans.

It's better for your team to accept the disruption and plan around it, Fosslien and Duffy write. (Fosslien/Duffy, Harvard Business Review, 10/30)

As a manager, you know that the more engaged your team is, the better they perform. Higher levels of employee engagement in health care are associated with a stronger culture of safety, higher patient satisfaction, and lower staff turnover.

Engaging your team is the right thing to do, but it can feel impossible sometimes.  Discover the truth about five myths of staff engagement to help you engage your team and improve their performance.