Dear Susanne

“In the wake of the pandemic, my team and I seem to work much longer hours and be more on edge. We are mentally tired and under constant pressure to deliver. I am beginning to worry about the human impact. How can I help my team?”

Susanne Madsen is an internationally recognised project leadership coach, trainer and consultant. She is the author of The Project Management Coaching Workbook and The Power of Project Leadership (second edition now available).

Thank you for your question. Unfortunately, you and your team are not alone in facing this issue. First of all, have a conversation with your team about the impact stress is having and take the warning signs seriously. In extreme cases, stress can cause burnout to the point of no return. The short‑term implications are also worrying. Studies show that when people are under pressure their IQ levels drop significantly. Blood and oxygen are diverted away from the prefrontal cortex towards the ‘fight or flight’ response. That means that people’s thinking narrows and they lose the ability to think creatively and make sound decisions. Not a good position for any project team to be in.

It’s good to talk

To combat stress, you have to build a culture where you and your team can express how you feel. You want to create an environment where it’s okay to show vulnerability, to ask for help and where people care about each other’s wellbeing. Ask team members how they are coping and encourage them to speak up when there is too much work on their plate. Sharing our problems is a healthy response to stress. It creates a sense of camaraderie and raises awareness about the issues.

Creating a project culture where you actively work to minimise stress is not your responsibility alone. Senior executives, project managers and team members all play a role. Project sponsors and programme managers need to set realistic deadlines and not expect staff to be self‑sacrificing superheroes. As the project manager, you need to help ensure that project plans are realistic and that there is sufficient contingency in place. You’re also responsible for the creation of clear role descriptions, along with a common way of working. Being able to talk about how you will work together as a team, and what behaviours you expect from each other, is a vital step in creating the best possible set‑up.

Keep your own stress in check

In addition, each team member has a role to play in minimising stress in their own lives. Essentially, each person is responsible for noticing how they feel physically, emotionally and mentally. The same is true for you. Are you operating within your zone of peak performance, or have you got to an unhealthy place where stress has become chronic? Perhaps you have aches and pains, you are unable to sleep at night, you are irritable or you constantly worry.

If you recognise any of these symptoms, it’s time to take action. Scale back the number of hours you work and unplug in the evenings and weekends by switching off your phone. Get enough sleep and exercise. Make time for friends and family and focus on activities outside of work that give you energy. These activities don’t have to take up a lot of time. I know people who have successfully lowered their stress levels by walking their dog more frequently, by playing the guitar or by taking a few minutes to sit in stillness and focus on their breathing.

Don’t push yourself too hard

But perhaps the real problem isn’t understanding what to do about stress, but rather why we don’t do what we know is good for us. Many project professionals – and perhaps you’re one of them – are high achievers who thrive on going the extra mile. They find it difficult to ask for help and may even be so caught up with work that they don’t realise when chronic stress creeps up on them. Or if they do realise, they choose to push through it. To combat stress, we all have to take responsibility for our own wellbeing. We can’t blame everything on external circumstances. We each have to look inwards and be honest with how we’re feeling and set our own boundaries.

Do you have a question for Susanne? Email Susanne.

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THIS ARTICLE IS BROUGHT TO YOU FROM THE SPRING 2022 ISSUE OF PROJECT JOURNAL, WHICH IS FREE FOR APM MEMBERS.