Webinar: Staying calm in challenging times

Webinar: Staying calm in challenging times

Dr Sven, Alexia Michiels and Brad Hook connected to discuss practical tips for staying calm, focused and connected despite the COVID-19 pandemic.

Some of the topics we explore:

  1. What can I do practically to protect myself and family?
  2. How do we lead our teams through this testing time?
  3. How do we manage the news/information flood?
  4. How to set up for remote working?
  5. How to manage acute stressors?

Recommendations and insights:

General observations

  1. Stay calm, well and clear. We need to be present and optimistic.
  2. Use breathing to calm down the nervous system.
  3. Secure sleep – perhaps even sleeping a little longer.
  4. Respect each other – keep social distance and self-isolate properly, when requested.
  5. The social and economic effects of the pandemic will affect many people.
  6. When times are uncertain, focus on your sphere of influence.
  7. Attach your oxygen mask first – create a routine that serves you.
  8. Exercise, diet and sleep are important.
  9. We risk falling into the negativity trap, so we have to be proactive to stimulate positive emotions. Even a fake smile can help start the process.
  10. Daily practice is a set of habits that will create rhythm throughout the day.
  11. Avoid jumping into the news first thing in the morning. Protect your morning. Avoid screens in the hour before bed.
  12. Use the situation to create positive habits. In the busy world we live in many have been wishing for a mini-recalibration of our lives.
  13. Can we express gratitude for the opportunities presented by the Coronavirus challenge? Gratitude is a powerful enabler of bounce.
  14. Choose your information sources wisely and create an information diet.
  15. Journalling can also help with insight and exploring emotions.
  16. Be considerate when describing the situation to young people. How can we build rhythms that support family units?

Remote working

  1. Make sure you speak to your people daily. Voice and video are most effective.
  2. Some areas to consider are Environment, Rhythm, Focus and Flow state, Rest and Recovery, Communications, Technology, Mental Fitness – see our remote working program details.
  3. Structure clear agendas.
  4. Leaders need to stay calm, inspire trust and demonstrate self-confidence.
  5. Avoid sitting all day. Stand up during meetings where possible.
  6. Create a virtual watercooler where people can discuss small wins and group experiences.
  7. Discipline your diary – stay practical and create step-by-step actions during the day to stay positive and purposeful.

News overload

  1. Limit news exposure to twice per day if you can.
  2. The Johns Hopkins University site is a good resource.

Managing acute stressors

  1. When you feel acute stress stand up, look out of a window, be present to breathing, ground yourself. Strive for a sense of equanimity.
  2. Create rituals to counter acute stress (coffee with a partner, meditation, calm).
  3. Use emotional combat to activate the right antidote to the negative emotions you might be experiencing.

We may come out of this more resilient than we were before. There is hope.

Resources:

Ride the Black Swan

Ride the Black Swan

Take care of yourself, your family and your teams

Nassim Taleb wrote about Black Swan events in 2010. A Black Swan is an improbable event with massive consequences. We are in one right now. Every one of us is facing unknown unknowns. Our savings are impacted. We are concerned about family, friends and business as borders start to close. Many can no longer go to work. Am I well enough to survive an infection?

Leaders walk a blurry, dangerous edge between under and over reacting. The consequences of closing a border, a store or a business are huge. We are facing decisions under an overload of information and unclear guidance. There is little certainty.

Activate Centripetal Forces

There are disruptive centrifugal forces at play. Centrifugal forces pull things away from the centre. It feels uncertain, scary and threatening. Centripetal forces hold things together. They keep calm, control and connection. Now is a time to focus on the key centripetal forces that you can apply to guide yourself, your family and your team.

10 Centripetal Forces

These recommendations are aimed to maintain your physical health and immunity first, and second to support your mental and emotional wellbeing. 

  1. Discipline your attention: sip cautiously and sparingly on information
  2. Maintain or reinforce your daily disciplines of self-care and growth
  3. Exercise every day and make sure you get out in fresh air and sunshine
  4. Lock down your sleep discipline: consider stretching it to 8 hours
  5. Eat fresh foods & eat sparingly: lose unwanted weight if you can
  6. Stay calm and relaxed: a daily relaxation practice has multiple benefits
  7. Be present and savour the moment: catch worry, focus on breath and body
  8. Stay connected to your family: consider co-locating while you can
  9. Be positive and seek out optimistic positions: don’t catastrophise
  10. Keep cash on hand and set yourself up for remote work

No one can predict how this will turn out. Focus on what you can control and change. Fretting over provocative media hype is futile. Stay informed but focus on respected authorities like the Centres for Disease Control (CDC) and Johns Hopkins University & Medicine.

Focus on Physical Health

Reduce inflammation, fatigue and poor health. Experts warn that that age, obesity, diabetes, smoking and chronic conditions increase risk of infection and consequences. Now is the ideal time to put in place a good daily discipline that nurtures fitness, sleep, relaxation and wellbeing. A fresh-food diet and relaxation will keep your gut bacteria healthy.

Master Anxiety (and worry)

Anxiety is a key risk. Uncertainty and risk trigger the emotion of fear. Fear will stir and stimulate futile loops of worry. It is essential to discipline your thinking. When you notice the discomfort of anxiety or loops of worry, breath out long and slow. Bring your attention forcefully to your breath, your body, and the feeling of being alive right now. As your attention learns to stay present on the unfolding moment, anxiety will dissipate.

Build Hope, Optimism and Joy

Hopelessness and depression must be countered. We may lose money, jobs and opportunities. Isolation can fragment the connections we need for emotional wellbeing. Humanity is brilliant at rapid bounce. We will find a way. Be active and practical. Do useful things like keeping your home tidy and lovely, cleaning your car, or reading a good novel. Be alert to rumination on losses and what could have been. Create a positive story with your situation. Spend time with loved ones and help each other build optimism and hope.

Know that things will eventually get better. Humanity will learn. We will come out wiser and stronger. When things are shaken up like this, it is a great time to reflect on what really matters to you. Perhaps let go of some things that no longer matter quite as much. It may be an opportunity to make a much needed change.

Bounce, grow, connect and seek flow.

Preparing employees for working remotely in times of crisis

Preparing employees for working remotely in times of crisis

  • COVID-19 has resulted in many organisations implementing emergency travel restrictions and requesting that staff telecommute
  • Major conferences, events and training sessions have been cancelled
  • The Resilience Institute offers specialised digital support for employees working remotely
  • The Resilience Institute publishes 10 tips for remote working success (below)

Over the past decade, flexible working arrangements have become standard practice around the world. Indeed, some distributed teams and freelancers of the gig economy may never actually meet their colleagues in person. For many organisations, it makes sense to allow office staff to telecommute. The arrangement saves money, reduces transit time and carbon footprint, increases millennial engagement and supports diversity. Gallup revealed that 54% of office workers say they’d leave their job for one that offers flexible work time.

Working from home – but not by choice

Flexible working may once have been considered a perk but the COVID-19 pandemic has resulted in what some have labelled the world’s biggest work from home experiment, forcing thousands of employees to work remotely if their job allows for it. Immediately after the outbreak, an estimated 60 million Chinese workers were placed under full or partial lockdown. As COVID-19 spread, organisations across South East Asia, then Italy and the USA implemented emergency remote working arrangements. Some employees are allowed into the office on roster, while others are being asked to work from home until further notice. Companies including Twitter, Google, Amazon and Apple have restricted employee travel and requested people stay at home where possible.

Jack Dorsey, CEO of Twitter, is a proponent of remote working and optimistic about the shift.

This may be simple for a tech company with a young workforce, equipped with modern laptops and robust cloud infrastructure. But many organisations have been caught off guard. They have no business continuity plan for a suddenly distributed workforce. Most production lines can’t function without human labour and, as a result, China’s manufacturing production has fallen to record lows. Global supply chains have been seriously impacted and, with demand waning, the global economy is slowing, possibly towards a recession.

For security reasons, many jobs can’t be easily shifted to a remote arrangement. Miltary and banking are two obvious areas. Nevertheless, COVID-19 is going to trigger experiments that will test human, technological and organisational resilience and ingenuity.

Remote working to maintain productivity

Countries like Singapore are less vulnerable than many others. Flexible working arrangements are commonplace and have made it possible for top talent to deliberately balance their careers with lifestyle. Companies like Dell are also prepared, having initiated workplace transformation programs back in 2009.

Organisations of the future will be looking at these examples of flexible working success and reimagining business continuity. What happens in a future where COVID-19 is but one of many threats, ranging from virus to terror, climate to political unrest? Could your organisation continue operations if the office was shut down? Is your technology infrastructure capable of handling the shift? Can your managers lead remotely? Perhaps, most importantly, are employees equipped to deal with the challenges of being physically isolated, potentially for long periods of time?

Remote working is not a new idea

Opportunities for remote working have increased dramatically since the advent of the internet. Those with specific skills can live productive – even nomadic – lives equipped with just a laptop and wi-fi.

Working from the bedroom (or beach) is a dream for many but the reality may present a shock. Some people thrive in their own space, operating without the distractions inherent in the modern, open-plan office. A Chinese remote working study showed that employees were 13% more productive at home, mainly due to the quieter environment. As you may expect, they also requested less sick days. Think about our ancestors: we evolved hunting and gathering in small, close-knit groups. In the evenings the tribe would gather and tell stories around the fire, then rest and repeat at sunrise. Public transport, open-plan offices and densely populated cities are not our natural environment. A home in the suburbs might not be such a bad place to work after all.

In reality, however, most home environments are not optimised for serious productivity. There may be family members present during the day or no suitable area available for work. The dining room table is fine for the occasional email but video conferencing won’t work if there are toddlers crying in the background. The boundaries between work and home can easily blur and many employees will find themselves working late, suffering disrupted sleep routines, experiencing resentment from partners and kids, and feeling lonely.

Companies need to lead the way

Governments are understandably focused on the medical implications of a pandemic like COVID-19. Organisations will need to lead the way in terms of securing productivity and supporting the livelihood of those in their care during turbulent times.

McKinsey’s report, COVID-19: Implications for business, states, “Protect your employees. The COVID-19 crisis has been emotionally challenging for many people, changing day-to-day life in unprecedented ways. For companies, business as usual is not an option. They can start by drawing up and executing a plan to support employees that is consistent with the most conservative guidelines that might apply and has trigger points for policy changes. Some companies are actively benchmarking their efforts against others to determine the right policies and levels of support for their people. Leaders must communicate with employees with the right level of specificity and frequency.”

At the Resilience Institute, we work with organisations around the globe to provide assessment and training – often delivered digitally – that equips individuals with action plans to improve their resilience and leaders with insights on how best to look after their people in times of crisis. Reporting on 60 factors of resilience we believe the future lies in providing targeted, relevant support, at the right time, wherever employees might be.

As such, we have prepared the following guide to help organisations equip their teams and leaders for success.


10 Tips for Remote Working Success

1. Set up a dedicated workspace

Employers are probably aware that most employees work from home even if they have not signed a flexible working arrangement. A report by Fortune reveals that 68% of people check work email before 8 am, 50% check it while in bed, 57% check on family outings, and 38% regularly check at the dinner table.

If we expect employees to be productive in the home environment it is necessary for them to create boundaries, both physical and time. Most organisations will be unable to ship standing desks to every staff member’s home but some simple tips will improve safety and wellbeing.

A clear desk and dedicated workspace improves focus and productivity.

Considering that staff will primarily be using laptops it is important that they learn optimal posture and take regular breaks. If budgets allow, companies may choose to ship a laptop stand plus external keyboard and mouse to each employee who is working from home.

To assist with focus in a potentially noisy environment, employees might choose to wear noise-cancelling headphones. For those in sales roles where client interaction will be required it is worthwhile investing in quality USB headsets that transmit and receive clear sound.

Encourage employees to blur their background if necessary during video calls (Skype has a setting for this) and to use an appropriate lighting source if client communication is necessary. A small, clip-on LED ring light can provide excellent illumination for a few dollars.

2. Encourage communication

Many employees enjoy the social aspect of work. Being suddenly isolated can result in feelings of loneliness. Motivation may decrease.

Use group conversations to stimulate formal and informal communication. Consider a “virtual watercooler” where employees can discuss a range of topics. Create a thread called “Working from Home” so people can share anecdotes, tips and success stories.

Encourage video calls whenever possible. Being able to view faces will reduce ambiguity and build a sense of connection. Equip employees with some guidelines around video call best practice, especially those who may be new to the technology.

For calls with large groups, nominate a conversation facilitator who ensures each person has an opportunity to contribute. Some people may interrupt or speak out of turn so create some protocols for group call etiquette.

Keep virtual meetings short. People will often multitask (that’s why having cameras on is useful) and they’ll almost certainly zone out of anything beyond an hour. Allow rest breaks for meetings longer than an hour.

Don’t see COVID-19 as an excuse to roll out more systems and software. Starting a Slack board may seem cool but how distracted are your employees already? Can you make use of existing tools, like Yammer, Skype, Hangouts or Sharepoint?

Encourage employees to have virtual coffee breaks where they can openly discuss non-work topics. Using technology effectively can help maintain and even build company culture. It will be integral to human success in a physically disconnected future.

3. Be empathetic

Employees will be working from the sanctuary of their home space and this brings with it all kinds of challenges, from the White Tennis Shoe Syndrome (finding any distraction more appealing than the current task) to the lure of the fridge, to kids who also happen to be locked down at home.

While running remote working experiments you’ll connect with employees who’ve just woken up after a rough night. You’ll hear screaming in the background. Some people will be hyperproductive (take note) and some will be wallowing in procrastination and doubt. Managers are not immune to this – they may feel the pressure more than most.

Everyone responds differently to challenge so ask people how they’re doing and show them that you care. Emphasise the importance of the organisational mission and how much their contribution counts towards the greater goals.

Be really clear about performance objectives but allow space for adaptation to the new arrangement.

4. Create a culture of recognition

High-recognition companies have 31% lower voluntary turnover than companies with poor recognition cultures. Use remote working as a way to encourage recognition, both peer-to-peer and from leaders.

A simple first step is saying thank you. The next step is public recognition. When teams are distributed geographically they miss the small wins – things that went well but don’t deserve a group email. Take the opportunity to recognise small wins by broadcasting daily or weekly group updates that are dedicated to good news, gratitude and success stories.

5. Hold virtual training sessions

When group workshops and conferences are impossible due to the risk of infection, employee training does not need to stop. Most training companies can offer webinar versions of their content, enabling employees to dial in remotely.

Tools like Zoom enable video meetings and webinars, with advanced functionality like chat and breakout rooms for one-on-one discussions. Zoom’s share price increased by 67% in 2020 with several large conferences switching to digital-only format.

Virtual summits and training sessions make sense, both environmentally and in terms of limiting the spread of viruses. They may not be quite as fun as a face-to-face event but they can certainly still be effective.

The Resilience Institute offers introductory webinars and deep-dives into specific areas including bounce, sleep, focus, emotional intelligence and high performance.

6. Encourage transparency

In times of crisis, transparency builds trust. From a team productivity perspective, shared task lists can help groups collaborate more efficiently. Tools like Trello (free), JIRA (paid) and Microsoft Planner (included with Office 365) enable the quick creation of boards (projects), tasks and delegation.

Highly visual, shared boards become the central repository of work in progress and are much easier to manage than email. Leaders can quickly identify which employees need additional support, based on the number of tasks assigned and forthcoming deadlines.

Consider letting teams explore agile ways of working. You may discover an emergent workflow that forms the basis for future business continuity planning.

From the perspective of company communications, it is important that leaders maintain contact and share important updates as swiftly as possible. Crisis situations are an opportunity to strengthen relationships and practice real-time resilience. Transparent and authentic communication creates a foundation of workplace trust.

7. Offer virtual wellbeing training

Employees will take time to adapt to a completely new way of working. Some will take advantage of the extra time and go for walks or attend group fitness classes. Others may lack the motivation to get out of their pyjamas.

Working from home is an opportunity to save money and improve diet by preparing meals at home. Encourage employees to move throughout the day and provide them with resources to encourage mindfulness and calm. Promote healthy sleep habits and discourage working late.

Keep training sessions short and focused. Encourage the use of self-assessment tools to build personal insight.

The Resilience App contains a comprehensive diagnostic assessment plus over 55 micro-learning videos designed to improve individual wellbeing and resilience.

8. Establish daily rhythm

The remote working experiment is an opportunity to develop high-performance habits, both individually and as a team. How about reserving the first 90 minutes in everyone’s diary for Flow State – the most important task/s for the day. After this, we share a collective break (meet at the virtual watercooler / Slack), then batch process emails and make video calls.

Some might schedule a second “flow zone” for the afternoon, followed by a break and time for recovery.

Bear in mind that some people will have kids arriving home in the afternoon, so they will compensate by working late. Be empathetic and discourage extremely late nights and weekends online. Leaders will need to model these behaviours because remote-working culture starts from the top.

The dangers of long hours are well documented and a study showed that upper-level managers who used their phones after 9 p.m. experienced decreases in quantity and quality of sleep.

View the Master your Day guide for suggestions and resources.

9. Mental health check-ins

Whether conducted by leaders, peers or internal wellbeing ambassadors it is worthwhile scheduling mental health check-ins to make sure everyone is coping with the change to remote working.

A guide to leading mental health is available here.

Many organisations choose to focus on cultivating mental wellbeing – or mental fitness. In this context, the check-in becomes an opportunity for coaching and support.

The Resilience Institute’s downward spiral provides a clear framework to help leaders and employees describe and sustain their mental fitness.

10. Train leaders to identify risks

The remote working experiment is fraught with risk. Some areas to consider include:

  • Conducting flexible work risk assessments and defining remote work policies. Duncan Cotterill have produced an excellent guide.
  • Employee wellbeing – sleep, fitness, relaxation, balancing home pressures.
  • Expenses – is an allowance available for working in cafes or for use of the home internet connection, especially if video calling is required?
  • Security – does the employee live with flatmates or others who can gain unauthorised access to company information. What security protocols can be established?
  • Mental health – be aware of behaviours that signal resilience failure.
  • Employee engagement – how can leaders maintain employee morale.

What is resilience about ?

What is resilience about ?

Written by Katrien Audenaert in February 2020

One of my coaches wrote the following testimonial after her resilience coaching journey 

We look up with astonishment to those who seem to be always strong, treat adversities as opportunities, rise after falling and become even better than before. We ask ourselves how they do it, which superpower they possess that we do not seem to have.  

During my coaching, I learned that it is not about superpower but about 100 small things that are in your area of controlIt is not so much about always being strong but about staying true to yourself, always. It is not about keeping on smiling when things get rough but about using strategies to focus on what works well and use this as guidanceIt is not about fear but about trust. It is about a strong mind in a healthy body. It is about being aware, recognizing alert signals and develop the strategies to respond to those signals, with new habits and lots of energy. 

This encaptures well what we mean with ResilienceAt the Resilience Institute Europe, we define resilience as the ability to navigate the ups and downs of your life- with more ease and more success. It is not about being at the top at all times. It is about being flexible.  

Resilience is a competence we can learn and cultivate. Resilience is the learned ability to demonstrate bounce, to grow through the challengesto flourish and to build strong connectionsIt is about being totally human, mobilizing all of our resources – body, heart, mind, and spirit- for a positive impact on self, on others and on the environment. 

So, resilience is not a suit of armorResilience provides a framework for navigating in a demanding world. A resilient person breaks down life’s challenges into achievable tasks and engages with his whole being, dynamically playing to his/her strengths and putting into practice the right habits to flourish 

Read also :

Infographic: 10 Ways to Supercharge Workplace Resilience

A Guide to Resilience and Wellbeing

Sleep better: Do better

Sleep better: Do better

Focus, mood, energy, metabolism, gut health, recovery, immune function, hormone regulation, memory retention, waste removal, problem solving…

Sleep is absolutely necessary for all of these critical functions. Without good sleep, you are compromised. See below for simple steps to improve your sleep.