How to Build a Team That Can Cope With Challenges
Follow these tips to help your employees manage issues large and small, and to ensure a stress-free work environment
Amanda Pollard
June 4, 2021
Senior Editor at Houzz UK and Ireland. Journalist and editor specialising in interiors and architecture.
Senior Editor at Houzz UK and Ireland. Journalist and editor specialising in interiors... More
A beautifully finished renovation might look seamless at the end, but few projects are completed without a hiccup or two along the way. The key to dealing with these challenges is to ensure your team has the tools to overcome any issues without them affecting the project, your relationship with the client or the general well-being of everyone involved. Here, three design and remodeling professionals tell us how they boost resilience on their teams.
Create Good Systems
A firm that’s run like a well-oiled machine will find it easier to adapt to unforeseen challenges. Katie Malik of Katie Malik Interiors recommends that you spend time putting together good work systems.
“All my team members are on the same page about their roles, responsibilities and the ways they interact with one another,” Malik says.
“Sometimes we have to improvise and develop new ideas or ways of handling challenges and adjust to changing circumstances in real time, particularly in the final stages of a project,” she says. “Since we have a lot of experience, and systems in place, we’re able to access existing knowledge from past experiences and creatively reconfigure it to develop new [systems] when facing a setback.”
A firm that’s run like a well-oiled machine will find it easier to adapt to unforeseen challenges. Katie Malik of Katie Malik Interiors recommends that you spend time putting together good work systems.
“All my team members are on the same page about their roles, responsibilities and the ways they interact with one another,” Malik says.
“Sometimes we have to improvise and develop new ideas or ways of handling challenges and adjust to changing circumstances in real time, particularly in the final stages of a project,” she says. “Since we have a lot of experience, and systems in place, we’re able to access existing knowledge from past experiences and creatively reconfigure it to develop new [systems] when facing a setback.”
Keep Communicating
It’s important to ensure everyone in your team is up to date on all aspects of a project in order to deal quickly with any issues that may arise.
“We hold team meetings three times a day, and I plan my time to make sure I’m available for my team should they have any questions, concerns or simply be struggling,” Malik says. “That way they feel supported and also we can find solutions to any challenge together. If one of us feels overwhelmed, another person can take over or suggest a way of dealing with a challenge.”
It’s important to ensure everyone in your team is up to date on all aspects of a project in order to deal quickly with any issues that may arise.
“We hold team meetings three times a day, and I plan my time to make sure I’m available for my team should they have any questions, concerns or simply be struggling,” Malik says. “That way they feel supported and also we can find solutions to any challenge together. If one of us feels overwhelmed, another person can take over or suggest a way of dealing with a challenge.”
“Problems arise when some part of the team is not clear on deadlines, requirements or responsibilities,” says Claudia Dorsch of Claudia Dorsch Interior Design. “We keep several routes of communication open and active, such as email, WhatsApp groups and file sharing. We update drawings and instructions regularly, and schedule calls and site visits. We circulate meeting minutes, then follow up on outstanding items.”
A business management tool such as Houzz Pro can help with this, as it will enable you to update all information, drawings and schedules in one place where your whole team can access it frequently.
A business management tool such as Houzz Pro can help with this, as it will enable you to update all information, drawings and schedules in one place where your whole team can access it frequently.
Give Everyone a Voice
Create a culture where everyone feels safe to communicate, our professionals advise.
“We expect everyone to be able to communicate and deliver opinions and ideas,” says Jeff Kasfikis of Big Bean Construction. “It ensures effective brainstorming and creativity.”
Trust is key for Malik, who says, “[At my firm,] it’s safe to offer unusual or creative ideas without fear of being criticized or singled out by fellow team members.
“We all care about every single project and client, so we work toward a common goal of ensuring each project is successfully completed,” she says.
Create a culture where everyone feels safe to communicate, our professionals advise.
“We expect everyone to be able to communicate and deliver opinions and ideas,” says Jeff Kasfikis of Big Bean Construction. “It ensures effective brainstorming and creativity.”
Trust is key for Malik, who says, “[At my firm,] it’s safe to offer unusual or creative ideas without fear of being criticized or singled out by fellow team members.
“We all care about every single project and client, so we work toward a common goal of ensuring each project is successfully completed,” she says.
Plan for the Worst
In addition to keeping on top of challenges as they arise, Dorsch suggests you also plan for future issues.
“It’s human nature to avoid problems, and there’s a tendency to avoid difficult topics until they start ‘burning,’ so we practice forward-looking problem anticipation,” she says. In their morning meetings, Dorsch and her design team discuss the week ahead and any crucial milestones that need to be achieved.
“We review those at the end of the week and we specifically ask ourselves: What is the worst case that could happen, what could go wrong, and where are the potential pitfalls on each project in terms of design or implementation?”
In addition to keeping on top of challenges as they arise, Dorsch suggests you also plan for future issues.
“It’s human nature to avoid problems, and there’s a tendency to avoid difficult topics until they start ‘burning,’ so we practice forward-looking problem anticipation,” she says. In their morning meetings, Dorsch and her design team discuss the week ahead and any crucial milestones that need to be achieved.
“We review those at the end of the week and we specifically ask ourselves: What is the worst case that could happen, what could go wrong, and where are the potential pitfalls on each project in terms of design or implementation?”
Share Knowledge
You can increase resilience in your staff by arming them with information. This will help every member of the team get involved with combatting challenges, even if it isn’t their specialty.
“We look to give the team experience in all fields of construction and refurbishment,” Kasfikis says. “This builds confidence at all levels and ensures the labor has the ability to undertake the expected tasks.”
You can increase resilience in your staff by arming them with information. This will help every member of the team get involved with combatting challenges, even if it isn’t their specialty.
“We look to give the team experience in all fields of construction and refurbishment,” Kasfikis says. “This builds confidence at all levels and ensures the labor has the ability to undertake the expected tasks.”
Avoid Finger-Pointing
Nobody wants to be the cause of a mistake so it’s tempting to direct attention to others when something goes wrong.
This can be counterproductive on a team, Dorsch says. “Most importantly, when a problem arises, you have to keep positive and look for solutions, not share around the blame,” she says. “It’s best to look forward, stay positive and be solution-oriented.”
Nobody wants to be the cause of a mistake so it’s tempting to direct attention to others when something goes wrong.
This can be counterproductive on a team, Dorsch says. “Most importantly, when a problem arises, you have to keep positive and look for solutions, not share around the blame,” she says. “It’s best to look forward, stay positive and be solution-oriented.”
Tell us: Do you have any tips for building resilience on your team? Share your ideas in the Comments.
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Plan, plan and plan some more. Plan C has to be as well thought through as plan A. We had an issue a couple of years ago installing 40 shower screens into very high end apartments. The time frame was very narrow, ten days between main contractor completion and occupation. Every single detail had been planned in advance (arrival and distribution of 2.5 tons of glass being the main event. A big fixing supplier were late in delivering bespoke screws. It was a complete fluk that I had arranged screws from an alternative supplier and had forgotten to cancel the order. This still haunts me but what I've learned is don't trust any part of the supply chain, each detail needs to be managed through. Another frequent one for me is open and inspect all deliveries in advance, I can't count the number of time something has arrived on site and is the wrong thing but its been sitting in storage for days before. The error could have been discovered and resolved in advance but this opportunity was lost simply by not opening a package. Project management = Don't trust anybody, you have to see it with your own eyes.
Let everyone feel validated regardless of what position they occupy, let them understand that their role is very important. Personal motivation is most critical when there is a potential crisis.
People are different, and bring with them certain strengths and weaknesses, get to know each team member strength and weakness, let them know you know and let them be aware also of themselves. This way the system is honed and primed to function to its maximum capabilities.
All great team innovation starts with self awareness.