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How can you help your team handle unexpected interruptions and emergencies?

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Unexpected interruptions and emergencies can be disruptive to your team's operational planning and performance, leading to stress, confusion, and frustration. As a leader, you can help your team handle these situations more effectively by applying certain strategies and skills. To start, assess the urgency and impact of the interruption or emergency. Then, communicate clearly and calmly with your team and stakeholders, adjusting the team's priorities and goals accordingly. Additionally, provide support and feedback to your team members, followed by a review of the experience. By following these steps, you can help your team cope with unexpected interruptions and emergencies while improving operational planning and execution.

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Michael Forras

Marine Veteran | Senior Advisor | 2025 MBA Candidate at Penn State | Published Author | Turnaround Architect | Conflict…

1 Assess the urgency and impact

The first thing you need to do when faced with an interruption or emergency is to assess how urgent and important it is. You can use a simple matrix to classify the situation into four categories: urgent and important, urgent but not important, important but not urgent, or neither urgent nor important. This will help you decide how much time and resources you need to allocate to the situation and how it affects your other operational plans and tasks. You can also consider the potential consequences, risks, and opportunities of the situation and how they align with your team's objectives and values.

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Michael Forras

Marine Veteran | Senior Advisor | 2025 MBA Candidate at Penn State | Published Author | Turnaround Architect | Conflict Management | Team Building | Innovation Leader | Program Management | Operational Planning
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Drawing parallels to my Marine experience, rapidly assessing a situation's urgency and impact is paramount to effective response. This assessment isn't just a tactical decision but a deeply collaborative one. Engaging key team members in this initial evaluation ensures diverse perspectives and comprehensive understanding. Furthermore, I've found it beneficial to maintain a running 'lessons learned' log, refining this assessment process over time. The objective isn't only swift action but evolving our approach with each challenge, turning interruptions into avenues for growth and team cohesion.

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2 Communicate clearly and calmly

The next step is to communicate the situation to your team and stakeholders. You need to be clear and calm in your communication and avoid creating panic or confusion. You should explain the nature, scope, and severity of the interruption or emergency, as well as your expectations and instructions for your team. You should also inform your stakeholders, such as customers, suppliers, or managers, about how the situation affects them and what actions you are taking to resolve it. You should maintain regular and transparent communication throughout the situation and update your team and stakeholders on any changes or progress.

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Michael Forras

Marine Veteran | Senior Advisor | 2025 MBA Candidate at Penn State | Published Author | Turnaround Architect | Conflict Management | Team Building | Innovation Leader | Program Management | Operational Planning
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Clear communication, reminiscent of my Marine experience, is crucial during crises. It’s about ensuring everyone has a unified understanding. Beyond the initial relay of information, it's vital to foster an environment where team members can ask questions and seek clarifications. Leveraging tools like visual aids or briefings can help distill complex situations. Remember, communication isn't just about conveying decisions, but also about listening. Regular check-ins with the team can provide ground-level insights, optimizing the response strategy and solidifying trust in leadership.

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3 Adjust your team's priorities and goals

Depending on the urgency and impact of the situation, you may need to adjust your team's priorities and goals. You may need to postpone, cancel, or delegate some of your planned tasks or projects to focus on the interruption or emergency. You may also need to revise your deadlines, budgets, or quality standards to accommodate the situation. You should involve your team in these decisions and explain the rationale behind them. You should also ensure that your team understands their roles and responsibilities in the situation and how they contribute to the overall operational plan.

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Michael Forras

Marine Veteran | Senior Advisor | 2025 MBA Candidate at Penn State | Published Author | Turnaround Architect | Conflict Management | Team Building | Innovation Leader | Program Management | Operational Planning
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Adjusting to dynamic situations is a skill honed in the Marines. Quick shifts in priorities often determine mission success. In a corporate setting, while it's essential to recalibrate tasks, it's equally crucial to acknowledge the emotional and psychological aspects of such shifts for the team. Ensuring team members understand the "why" behind adjustments can mitigate feelings of frustration. Furthermore, using this as an opportunity to empower team members, allowing them to take ownership of new tasks or challenges, can foster resilience and a stronger sense of purpose amid change.

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4 Provide support and feedback

As a leader, you should provide support and feedback to your team members during and after the situation. You should acknowledge their efforts and achievements, as well as their challenges and difficulties. You should also provide them with the necessary resources, guidance, and coaching to help them perform their tasks effectively. You should also encourage them to share their ideas, concerns, and feedback with you and each other. You should also recognize and reward their contributions and celebrate their successes.

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5 Review and learn

The last step is to review and learn from the situation. You should conduct a debriefing session with your team to evaluate the outcomes, processes, and lessons learned from the situation. You should also solicit feedback from your stakeholders and assess their satisfaction and expectations. You should identify the strengths and weaknesses of your team's performance and operational planning and how you can improve them. You should also document the best practices, insights, and recommendations from the situation and incorporate them into your future operational plans and actions.

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6 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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How can you help your team handle unexpected interruptions and emergencies?

1

2

3

4

5

6

1 Assess the urgency and impact

2 Communicate clearly and calmly

3 Adjust your team's priorities and goals

4 Provide support and feedback

5 Review and learn

6 Here’s what else to consider

Operational Planning

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How can you help your team handle unexpected interruptions and emergencies?

1

2

3

4

5

6

1 Assess the urgency and impact

2 Communicate clearly and calmly

3 Adjust your team's priorities and goals

4 Provide support and feedback

5 Review and learn

6 Here’s what else to consider

Operational Planning

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