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Last updated on 2025年2月13日

How do you communicate expectations and feedback to your staff during a workflow crisis?

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A workflow crisis can happen anytime, especially when you have tight deadlines, complex tasks, and multiple stakeholders. How do you keep your staff motivated, focused, and productive during such challenging situations? How do you communicate expectations and feedback to your staff without creating more stress or conflict? Here are some tips to help you manage workflow effectively and maintain positive relationships with your team.

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Caroline David

Business Development | Client Relationship Management | People Management | Business Management | Luxury Marketing
Davide Ricciardi
Kate Long

Your Insurance Solutions, Effortlessly Executed.

1 Define the problem

The first step is to identify the root cause of the workflow crisis and how it affects your goals and priorities. Is it due to a lack of resources, skills, or information? Is it due to a change in scope, requirements, or expectations? Is it due to a conflict or misunderstanding among team members or clients? Once you have a clear understanding of the problem, you can communicate it to your staff and explain why it is urgent and important to resolve it.

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Caroline David

Business Development | Client Relationship Management | People Management | Business Management | Luxury Marketing
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In my experience, many problems arise when there's miscommunication or lack of coordination among team members. There could also be additional factors that could also cause a workflow crisis. When there is miscommunication the team members would be uncertain about their roles and tasks which could risk the project timelines. The overall productivity of the team will be compromised. Hence, it is necessary to ensure to check with all employees that they are on the same page.

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Davide Ricciardi
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During a workflow crisis, clear and proactive communication is essential. I prioritize frequent check-ins and ensure everyone understands revised priorities and goals. As Co-Founder and Chief Growth Officer at Sweeft Analytics, I address issues head-on and collaboratively define the problem. This fosters ownership and encourages innovative solutions. By balancing urgency with support, we not only meet deadlines but also strengthen team dynamics. Effective communication transforms challenges into opportunities for improvement and growth.

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Kate Long

Your Insurance Solutions, Effortlessly Executed.
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During a workflow crisis, my priority is keeping the team focused, supported, and aligned. I’ve learned that staying calm and clear makes all the difference. I start by laying out the immediate priorities—what needs to happen right now versus what can wait. I check in frequently but keep it brief, making sure everyone has what they need. If something isn’t working, I address it quickly and constructively, always focusing on solutions. And just as important—I acknowledge the effort my team is putting in. Crisis or not, people do their best work when they feel heard and supported.

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2 Set clear expectations

The next step is to set clear expectations for your staff and assign roles and responsibilities accordingly. You should communicate the desired outcomes, deadlines, and quality standards for each task and subtask. You should also clarify the communication channels, frequency, and format for reporting progress and issues. You should avoid micromanaging your staff and trust them to do their best. However, you should also monitor their performance and provide guidance and support when needed.

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Davide Ricciardi
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Setting clear expectations during a workflow crisis is crucial. I kick things off with open discussions, ensuring everyone knows the updated priorities and what's expected of them. Frequent check-ins help keep us all aligned and motivated. It's about being transparent and approachable. I make sure my team feels comfortable sharing their concerns and ideas. This way, we can tackle any issues head-on and adapt quickly. Clear, open communication turns potential chaos into a well-coordinated effort, making sure we stay on track and deliver our best work.

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3 Give constructive feedback

The third step is to give constructive feedback to your staff throughout the workflow process. You should acknowledge their efforts and achievements and appreciate their contributions. You should also point out any gaps or errors and suggest ways to improve them. You should avoid being harsh, vague, or personal in your feedback and focus on the facts and the solutions. You should also encourage your staff to give feedback to you and each other and create a culture of learning and collaboration.

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Davide Ricciardi
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Giving constructive feedback is key during a workflow crisis. I focus on being specific and actionable, pointing out what's working and what needs improvement. It's important to highlight strengths while also addressing areas for growth. I always aim to be supportive and encouraging, creating a safe space for my team to learn and adapt. By offering clear guidance and practical tips, I help them overcome challenges and stay motivated. Constructive feedback isn't just about fixing problems; it's about building confidence and fostering continuous improvement.

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4 Resolve conflicts

The fourth step is to resolve any conflicts that may arise among your staff or between your staff and other parties during the workflow crisis. You should listen to all sides of the story and try to understand their perspectives and emotions. You should avoid taking sides or blaming anyone and instead focus on finding common ground and mutual benefits. You should facilitate a respectful and constructive dialogue and help your staff reach a consensus or compromise.

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5 Adapt to changes

The fifth step is to adapt to any changes that may occur during the workflow crisis and adjust your plans and expectations accordingly. You should communicate any changes to your staff and explain how they affect their tasks and responsibilities. You should also solicit their feedback and input and involve them in the decision-making process. You should be flexible and open-minded and embrace new opportunities and challenges.

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6 Celebrate success

The final step is to celebrate the success of your staff and the completion of the workflow crisis. You should recognize their hard work and achievements and reward them accordingly. You should also solicit their feedback and suggestions on how to improve the workflow process and prevent future crises. You should also reflect on your own performance and identify your strengths and areas for improvement. You should thank your staff for their trust and cooperation and foster a sense of team spirit and pride.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Managing Workflow

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How do you communicate expectations and feedback to your staff during a workflow crisis?

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1 Define the problem

2 Set clear expectations

3 Give constructive feedback

4 Resolve conflicts

5 Adapt to changes

6 Celebrate success

7 Here’s what else to consider

Managing Workflow

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