Using the PVC Model to Support Your Team During Peak Period Overload

The middle of the year can be when teams really start to get busy. Whether it be the result of team members on leave and others picking up the slack, a new quarter meaning a new focus on results, or a new financial year, overwhelmed managers and teams can risk burnout and definitely see a dip in performance, clarity and productivity. 

The PVC Model (Purpose, Value, Capacity) provides a structured approach to help guide conversations and manage workloads effectively. Here’s how to use this model to hold a conversation with your team and effectively navigate through busy periods:

Purpose: Clarify the 'Why'

Helping Your Team Get Clear

Begin by discussing the purpose behind each task they are working on. This step is crucial for aligning efforts and ensuring everyone understands the significance of their work. Ask your team:

- Why is this task important?

- How does it contribute to our overall goals?

Many leaders and team members find themselves overwhelmed because they lose sight of why they are doing what they are doing. Research shows that 57% of employees report not being clear on their strategy, which can lead to misaligned efforts and wasted energy. Clarifying the purpose helps to eliminate unnecessary tasks and focus on what truly matters.

Understanding Their Views

Encourage team members to share their perspectives on why they are working on certain tasks. This not only fosters a sense of ownership but also highlights any misalignments between their perceptions and the organization's objectives. It’s an opportunity for you to coach and guide them towards more impactful work.

Value: Identifying High-Value Activities

Clarifying What Creates Value

Once the purpose is clear, shift the conversation to value. Discuss with your team which tasks are creating the most value and why. Use questions like:

- Which of your tasks do you believe adds the most value to our goals?

- Are there activities you find less valuable but time-consuming?

According to a study by Gallup, highly engaged teams show 21% greater profitability. This engagement often stems from focusing on high-value activities. This dialogue helps in pinpointing these tasks and ensures efforts are aligned with strategic objectives, thereby optimizing your team’s efforts and enhancing their sense of contribution and achievement.

Perceptions of Valuable Work

Understanding your team’s perceptions of valuable work is crucial. Sometimes, what they consider valuable might not align with the organization's priorities. Through this discussion, you can align their efforts with strategic goals, providing coaching where necessary to shift focus towards more impactful activities. Employees who see their work as valuable are more engaged and motivated, which is backed by the fact that engaged employees are 87% less likely to leave their organizations.

Capacity: Assessing Workload and Hotspots

Identifying Struggles and Hotspots

Finally, address capacity. This involves evaluating each team member’s workload to identify who is struggling, what is on each members' to do list, and where the hotspots are. Ask:

- Do you feel you have enough capacity to handle your current tasks effectively?

- Where do you see bottlenecks or overloads?

A survey by the American Psychological Association found that 50% of employees feel they are often or always exhausted due to work demands. This number is even higher for managers. This highlights the importance of assessing capacity and prioritising work better to prevent burnout and ensure sustainable performance. This discussion helps you get a clear picture of the team's capacity, highlighting areas that need immediate attention. It allows you to redistribute tasks, provide additional resources, or adjust deadlines to alleviate pressure points. Remember - it's your role to prioritise where energy and time is spent. 

Focusing Your Energy

Knowing where the team is struggling enables you to focus your energy on the most critical areas. It ensures that your support is directed where it is needed most, improving overall efficiency and morale. Balanced workloads are essential, as overburdened employees are 2.6 times more likely to leave their jobs, according to the Harvard Business Review.

Conclusion

Using the PVC Model to have structured conversations with your team during busy times can transform how you manage workloads and stress. By focusing on purpose, value, and capacity, you can ensure that your team remains aligned, motivated, and productive. This approach not only helps in managing current tasks but also builds a foundation for sustained high performance and growth. Research has consistently shown that teams who regularly engage in structured workload discussions perform better and are more resilient during peak periods.

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"Great things in business are never done by one person. They're done by a team of people." - Steve Jobs.

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