What do you do if your problem-solving team is overwhelmed?

First, pay attention to their worries and acknowledge their stress. Next call a team meeting to discuss task prioritization. Are deadlines negotiable? Is it possible to assign less tasks or put a temporary stop to specific projects? Come up with ideas for working more efficiently rather than more laboriously. Ask higher management for assistance if necessary in order to modify workload or resources. The best teams at solving challenges are those that are productive and happy.

Deep breath then review the prioritization. What can wait? What can be broken out? How can we change the collaboration approach? Finding small steps forward can reduce stress. Even if the workload is still there, when we make strides to restructure and have a plan to solve, this FEELS like progress. If you have some progress then you are calmer and re-energized.

A quick PEI (physical, emotional, intellectual) check-in during the day can help you assess your team-members' status during the day. Basically, you ask your team-members to rate themselves on a scale of 1-5 (5 being best) on how they're feeling on these 3 dimensions. For team-members that are below a 3, further discussion can uncover specific issues and help your team navigate the best way of working together. PEI check-ins should be done everyday and take not more than a few minutes to conduct.

Effective task prioritization begins with understanding the key stressors affecting one's team. The best approach that I follow is the break projects down into smaller & more achievable segments, and then prioritise those tasks using an Impact v/s Effort matrix. This strategy helps in managing workload and provides a clear sense of direction in terms of creating the most amount of impact. Also, as tasks are completed, the sense of accomplishment can boost morale and efficiency.

Delegating effectively isn't just about distributing tasks; it's about matching the right tasks with the right people. For example, when working on projects, understand the project's requirements in terms of creativity, analytical abilities, or more specific attributes of skills required for that. By aligning tasks with their strengths, not only would the workload be managed more efficiently, but team members also feel more engaged and valued. This approach fosters a sense of ownership and confidence as each person contributes meaningfully.

Some team-members will prefer being alone on their breaks, while others may hang out together to do a coffee run, a brisk walk outside in the sun, or get lunch together. I had a team member once run a Headspace meditation for a few days on Zoom for the entire team, which was quite the refresher. It's important to have at least 1 short break in the day so that productivity stays optimal.

Supporting and training your team is crucial for enhancing their problem-solving capabilities. Take, for instance, a scenario where we introduced a new software that streamlined our workflow. Recognizing that not everyone was proficient with the tool, we organized training sessions and provided ongoing support. This not only helped everyone get up to speed but also fostered a supportive atmosphere where team members felt encouraged to ask questions and improve their skills. Such investments in training ensure that the team not only feels supported but is also better prepared to tackle challenges efficiently.