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I can HEAR you: Practicing Co-Regulation in the Workplace

co-regulation

Humans are social beings, and we are hardwired to connect. We intuitively scan our surroundings for cues of safety and danger. In order to survive, we observe, process, and respond to what is going on in our environment. Being aware of what makes our own nervous system responses, as well as those of others, kick in, can help us build healthier communities.

-Sofie Malm

I recently was involved in a difficult situation at work. The project lead had a lot of ideas that he wanted to implement without taking into consideration the amount of work and effort it would take to set these up. Apart from that, there were loose ends of the project that were not properly communicated leaving the team at a loss on how to navigate the completion of the project. I found myself very upset about this and instead of having a challenging conversation about how I felt about it, I made passive-aggressive comments and felt checked out about the whole project. Fortunately, one of our team members sensed the tension and encouraged us to take a deep breath in and out for a few minutes to practice mindfulness, to take things one task at a time, and offered support if anyone needed any. 

Have you ever found yourself in a similar situation? Have you ever wondered why even though we know what we need to rationally do, we still end up doing the irrational one that could possibly hurt our relationships? Don’t fret because this is more normal than you thought and can be explained by how our brain circuitry works. 

Our brain constantly scans for threats in our environment and this happens subconsciously or what we call neuroception. If it perceives a threat, our autonomic nervous system (ANS) gets activated and prepares our body (increases our heart rate, blood pressure, and breathing, and slows down digestion) to respond. According to the Polyvagal Theory (PVT) our body can respond in three ways. These are influenced by the evolutionary structures of the brain. The oldest structure, the reptilian brain, causes us to be immobilized. It’s when we tend to be frozen, numb, or shut down. The next structure or the mammalian brain moves us to mobilization. When this is activated, we feel the adrenaline rush that helps us either stay and fight or run away from the threat. The newest structure, or the neocortex, allows us to stay engaged, connected, safe, calm, and creative in the present moment. 

Imagine these responses on a ladder with the immobilized state at the bottom rung and the engaged state at the highest rung. As we are presented with different experiences, we move up and down the ladder depending on how our brains interpret the situation at hand. Going back to our example, as more demands were given for the project that exceeded the resources available, I found myself moving up and down the mobilized and immobilized state unable to reach the socially engaged state. 

At work, we are faced with different experiences such as an increase in work demand, unclear expectations, and implementation of new systems to name a few, which can be detected as a threat by our nervous system. These provoke different responses in individuals and can cause us to be emotionally dysregulated. This explains why some, me included, may respond in a manner that is not productive for the situation. If this is not managed, it can cause problems in the long run. It can impact productivity and even relationships in the workplace. What do we do now? 

One pathway you can try is called co-regulation.

Co-regulation is the “interactive and dynamic process of mutual emotional regulation, where two individuals seek to help each other actively in order to manage their emotional expression and states.” This is made possible by our mirror neurons. Mirror neurons are specialized brain cells that help us recognize the emotional state of another person. When we embody calmness, our mirror neurons show this message to another person’s mirror neurons which brings them from a state of dysregulation to regulation. 

In the workplace, whenever you feel that there you or your teammates are in the immobilized or fight or flight state, you can practice co-regulation by following the acronym HEAR. As an example, I included what our teammate said to practice co-regulation. 

Hold space

When emotions are very high, we need to give ourselves and others an opportunity to step back, stop what we are doing, and hold space for the emotions that we are feeling. In this step, we want to avoid overidentifying and downplaying our emotions. It is a time to notice what we are feeling and where we are feeling it in our body. We want to pull ourselves in the present so that we can be attuned to our own and other’s emotions without judgement. 

In this step, we can do grounding techniques such as a body scan and different breathing exercises. This can help us be aware of the physical and emotional warning signs of our body. 

“Once you read this, I want everyone to breathe in and breathe out for a few minutes and practice a little bit of mindfulness. Close the tabs that are open if your windows are full.” 

Empathize

Once we have calmed down, we can proceed to the next step which is to empathize. Empathizing can be shown through establishing eye contact to make a person feel seen or creating physical contact if possible. This can be as simple as sitting near the distressed person or just being with them in a video call. In this step, we should also take into consideration the level of comfortability of the person. 

Apart from establishing contact, this is where we can express our observations about the behaviors that we were seeing and the tension we were feeling. It is also helpful to ask for feedback if what you were observing and sensing were correct. 

“I know things have been very busy and tense for the past couple of weeks especially now that our tasks and projects are piling up.” 

Actively Listen

When your teammates are giving feedback and expressing their emotions, thoughts, and concerns, practice active listening. Make sure that as you hear them out, there are no distractions present. To ensure that you understood them, try to use your own words to explain what they just shared. This gives them a signal that you are attuned to what they are feeling and saying. This gives them a sense of validation which increases their feelings of safety. 

“I completely understand this and I appreciate you opening up to me. I also would love to comment this vulnerability. It’s been a very tough few weeks for everyone especially for your unit. I really understand where you are coming from. If I feel kept in the dark for tasks that I need to do, I would also feel the same way” 

Reflect feelings and perspectives

As the team enters the socially engaged state, it is important to remind each and everyone that it’s normal to feel upset, that things at work may sometimes feel like a threat to us. What’s important is that we are able to notice when our emotional states and resulting behaviors are going against our own values and hurting our relationships and productivity in the process. When we notice, we are able to pull one another into a regulated state. After all, we are working towards a common goal. 

After our teammate practiced HEAR, I felt safe and more comfortable to have the challenging conversation I was avoiding. I was able to express where the pain point was coming from, what values were being violated that caused me to be uneasy about the progress of the project. To date, we are working on fixing the pain points that we are facing and are more open in airing out similar concerns in upcoming projects. 

We spend a third of our lives at work and spend at least eight hours a day, five times a week with our workmates. We can leverage our collective power to rewire our brains so that despite challenges, we are able to maintain a regulated state that can enhance not only our own productivity but also develop positive and meaningful relationships with our colleagues as well. 

References:

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Blog Everyday Thriving Thrive at Work

Creating workplaces where “care” matters

culture of care

The month of October is Mental Health Month, and this year we are focusing on how to build workplaces that embody wellbeing. To learn more about our ongoing work with organizations to create these cultures of care in their workplaces, stay tuned for our upcoming activity Leading with Care: The Neuroscience and Practice of Leading a Culture of Care in the Workplace on 07 November 2023.

In We Thrive, we look at mental health as the coming together of many different factors which determine the capacity of a person to live in a way that allows them to reach their fullest potentials. Of course, our individual exercise of our faculties is critical: how we cope with difficult experiences and savor positive ones; how we pay attention to how we feel and think about ourselves and the world; how we interact with others and take part in their lives; and so on. Nowadays, we refer to things like this using the umbrella term “self-care” (ISF, 2023). But as we probably already know, individual efforts are sometimes not enough to reach. We don’t always cope particularly well; we aren’t always able to stop and smell the roses; we aren’t always able to pay attention to what’s happening; and our ability to be part of other people’s lives, or let them be part of ours, is not always at its best. Sometimes, you need help. “The ability to ask for and obtain help is a valuable life skill,” as psychologist Debbie Sorensen puts it, partly as a comment to our culturally-ingrained hyper-focus on independence (Sorensen, 2022). So besides “self-care”, realizing our potentials includes the essential component of togetherness, where interdependence is just as prized as independence, and where reaching one’s potentials is not simply an individual effort. We can call this “community care”: as author and psychotherapist Minaa B. defines as “[using] our power, privilege, and resources to better the people who are both in and out of our scope of reach” (Minaa B., 2021). 

The idea that “our wellbeing is contagious” gives us a sense of how embedded the impulses of community care actually is in our human makeup, and how our own health and flourishing depends as much on others as it does on our own efforts in ways that sometimes surprises us (Suttie, 2020). And in relation to workplace stress and one of the primary mental health challenges of “[managing] the pressures so that life is productive and enjoyable” (Teasedale, 2006), the idea of community care can provide a more integrative approach to ensuring the wellbeing of people in the context of groups and institutions. We know for example the consequences of a lack of consideration of wellbeing can be, with losses in the millions whether we’re referring to potential profits or working days lost to attrition or sick leaves (Graveling et al., 2008). Conversely, we know about the even greater benefits taking wellbeing seriously has to all kinds of organizational and business outcomes (Sears, Shi, Coberley, & Pope, 2013). But where do you begin? In this article, we want to share some advice about how to apply the concept of “community care” to thinking about how organizations can build up its practices towards creating workplaces where “care” is integral rather than supplemental to the overall business strategy.

Community care in three categories

Thanks to some clever analysis of the literature, researchers were able to offer a more condensed definition of this widely and wildly defined idea of self-care: “The ability to care for oneself through awareness, self-control, and self-reliance in order to achieve, maintain, or promote optimal health and well-being” (Martínez, Connelly, Pérez, & Calero, 2021). Using these three concepts, we can organize our thinking about wellbeing along these lines and how they might apply to community care. How can workplaces create spaces and relationships where people can support each-other’s capacities for awareness, self-control, and self-reliance?

  1. Awareness. This is about the ability to monitor, measure, and interpret one’s experiences (or “symptoms”, as used in their paper). This awareness is the natural first step to achieving wellbeing: after all, you cannot act wisely without the appropriate information. Applied to community care, this means helping each-other bring attention to our concerns, whether this means identifying specific forms of support or simply articulating some difficulty in or out of work in order to have some much-needed emotional release. Besides this, it also means helping each-other bring attention to our wins, allowing us to become more present to moments worth celebrating and appreciating. And building on the idea of interpretation, awareness is about bringing attention to the “meaning” of experiences, and helping each-other discern how our experiences at work match up with our values, beliefs, goals, and how we want life to be in general.

Reflection: Are employees afforded the necessary resources, opportunities, and structures to cultivate greater awareness? Do the relationships between peers and between team members and team leaders foster a sense of safety and security where people are not only able but encouraged to work together to identify, articulate, and respond to their experiences as a community?

  1. Self-control. In the words of Martínez and colleagues, self-control is the “product of a person acting as a unitary being and engaging in regulation and control of their self and emotions”. Achieving wellbeing, whether we like it or not, requires perseverance, sustained effort, and more than a little strategizing. Applied to community care, this means helping each-other initiate and build on the habits necessary for regulation, maximizing our individual abilities to contain and ground ourselves. It also means creating relationships and systems within the workplace that don’t unnecessarily tax these abilities. Borrowing the researchers’ use of the term, self-control in the context of community care means thinking of the community as a “unitary being”, where each person must in some ways exercise responsibility for another’s capacity to recover and return to states of calm and ease.

Reflection: Are employees afforded the necessary resources, opportunities, and structures to cultivate greater self-control? Do the relationships between peers and between team members and team leaders foster that sense of trust that, to the extent possible, we can rely on one-another as a means of regulating when things get tough? 

  1. Self-reliance. Though not defined directly in the study, the researchers offered a case study about a man who “sustained a wound to his right leg when he slipped in a canyon” but that, while he “was aware of the injury”, the man “did not treat the wound, and his entire leg became swollen, red, and hot”. So while taking consideration of the case study’s particular context, we can think of self-reliance as our ability to initiate the appropriate actions by ourselves, which requires a level of self-efficacy, self-trust, and a general belief that we can do something with our circumstances. Applied to community care, this means helping each-other create the necessary cognitive and behavioral scaffolding in our work to both have the appropriate level of trust in our own abilities (remember: asking for help is an important skill) and the necessary skills for acting on that self-confidence in productive and meaningful ways. Using the case study, self-reliance is both about trusting that your team will help you with the wound and also about your team trusting you enough to at least clean and dress the wound first.

Reflection: Are employees afforded the necessary resources, opportunities, and structures to cultivate greater self-reliance? Do the relationships between peers and between team members and team leaders create an environment that is not only challenging but also encouraging? 

For mental health support services, email us at resilientteams@wethrivewellbeing.com or contact us to sign-up for sessions with our mental health clinicians.

References (in order of appearance)

  1. https://isfglobal.org/what-is-self-care/ 
  2. https://www.ncbi.nlm.nih.gov/pmc/articles/PMC8488814/ 
  3. https://psyche.co/guides/how-to-ask-for-help-without-discomfort-or-apology 
  4. https://www.wellandgood.com/what-is-community-care/ 
  5. https://greatergood.berkeley.edu/article/item/why_taking_care_of_your_own_well_being_helps_others 
  6. https://www.sciencedirect.com/science/article/abs/pii/S1476179306000188 
  7. https://www.ncbi.nlm.nih.gov/books/NBK75294/ 
https://www.liebertpub.com/doi/full/10.1089/pop.2012.0114
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Blog News & Events Thrive at Work

We Thrive x Trend Micro for Women’s Month 2023

In the last week of #WomensMonth2023 we were so thrilled to have partnered with Trend Micro for an incredible talk! It was an honor to share insights and connect with such a passionate audience for Women’s Month. Thank you for having us Trend Micro Careers Philippines !

Here are some photos from the event:

Photo credits: Trend Micro Careers Philippines Facebook Page
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Blog Everyday Thriving Thrive at Work Wellbeing Practices

Steering a Ship Amidst Stormy Seas: How Anxiety Can Affect Executive Functions and What You Can Do About It

executive functions

The COVID-19 pandemic has impacted our lives on an unprecedented scale.

With the social distancing measures and enhanced community quarantine, many people around the world have to contend with a “new normal”.  In a snap of a finger, our lives have suddenly changed. The old routines we used to have that put order into our lives and made us feel safe have to be set aside for new ways of living.  Our situation demands us to make dramatic adjustments in a very short span of time. We are compelled to come to terms with the loss of certain freedoms and continue carrying on despite uncertainty and fear.   On top of these, we experience the constant feelings of unease and worry, perhaps even pain and grief, over how COVID-19 has affected our lives and those of our loved ones. 

During this difficult time in our lives, we need to keep our wits about us. We need to be focused, flexible, and exercise frustration tolerance.  In other words, we need our executive functions to do its job so that we can adapt effectively. When we talk about executive functions, we refer to those set of higher skills we all have which help us plan and organize, solve problems, remember things, make decisions, keep our impulses and emotions in check, and achieve things we set out to do.

Our executive functions help us adapt to change.

However, when we are in a state of heightened or ongoing stress, or when our anxiety intensifies and gets too overwhelming, it affects our executive functions.  

The way our brain works is that the prefrontal cortex, or the part of the brain used for thinking and regulating/controlling, interact with the deeper structures of our brain called limbic system, which have to do with emotions and motivation. Whenever our emotions become too intense particularly when we are faced with something threatening or dangerous, and we are in state of constant stress, these deeper limbic structures tend to take over, overpowering the thinking, regulating parts of the brain. We shift to a feeling mode, rather than a thinking mode. The fight-flight-freeze response kicks in.  

How can anxiety and chronic stress affect the way our executive functions work?

  • Impulse and emotional control – We tend to react based on our feelings at the moment. We make rash decisions, some of which are driven by our fears. We get more irritable or become easily annoyed. Our emotions get the best of us. 
  • Working memory –  When we are very anxious, it’s very hard to concentrate and remember what we need to keep in mind. we could be making mental notes of things we need to do, but we lose track of what they are.  So we might be making a trip to the grocery store only to forget an important item or two we were meaning to buy.  Or, we want to remember a lot of things at the same time, like the different numbers to ways to access an online store or hospital, how to maintain proper hygiene, or what COVID-19 symptoms to look out for. But, because we are being bombarded with so much information day after day, our brain reaches its limit and we up “mentally losing” or forgetting the information we want to remember.  
  • Saliency determination – In other words, figuring out and focusing on what we think is important. When we are very anxious and stressed, we might lose sight of the big picture. Instead, we get tunnel vision. We have an increased vigilance about what’s threatening. This means what we pay more attention to the negative, worrisome information for instance those related to the COVID-19 pandemic, because it feels more important at the moment. However, we end up disregarding our positive or hopeful sources of information we need to cope in a healthy way.  
  • Task initiation or completion – When we get overwhelmed by anxiety, we tend to put things off, especially those that demand so much thinking and analyzing. So for those of us working from home, we might experience difficulty starting on a work-related email or report.  Sometimes, we set aside the chores or tasks we need to attend to, and prefer to distract ourselves with other activities. 
  • Flexibility – This refers to our capacity to shift our perspective, the ease in which we transition from an old to a new routine, and our ability to creatively problem solve and adapt. The rapid yet dramatic changes brought by the COVID-19 pandemic challenges our flexibility. Some of us might feel very stressed and uncomfortable having to stay home if we are used to an active social life. We feel inconvenienced and irritated by the sudden change in our routine. Others might have to learn new ways of using or maximizing technology, especially those working from home and managing work online.  We have to find new ways to keep busy, earn a living and stay healthy. And sometimes, it’s easier said than done, especially when our brains are already wired towards certain habits that we’ve grown accustomed to. 

So, how do we keep our wits about us to manage our day to day life despite living at a time of chronic stress and uncertainty?

How do we use our executive functions to stay anchored in the midst of a great storm? 

  • Do something calming. Instead of telling yourself to “Calm down!”, do something calming instead.  It’s important that you first find ways to reasonably tame your anxiety so that you can effectively apply executive function skills. Think about things you typically do that calm you down. It works better if these consists of healthy or health-promoting activities. Write this down in a list and pick from any of these activities whenever you feel overwhelmed. Another think you can do is make a new routine. Routines are also calming. Create a sense of predictability within your home by using routines or schedules for working, eating, sleeping, and other pleasurable, leisure activities. If you feel overwhelmed, take a step back from whatever you’re doing. Try to decrease the stimulation by going to a quiet room and do some slow breathing. Gaze softly at the movement of the leaves outside your window or the clouds passing by. If you feel agitated, try doing some slow, mindful movements.  
  • Activate your inner observer. Each of us has the ability for metacognition, which  means our awareness and understanding of our thought processes. By activating your inner observer, you track what is going on in your mind and become aware when you are already experiencing lapses in your executive functions or when you’re already letting your emotions get the best of you. This momentary pause will give you the opportunity to make a wiser choice about how to best respond, rather than react, to the given situation. 
  • Use strategies. If you recognize that stress and anxiety make it very hard for you to stay productive, remember things, or manage your home effectively, it’s okay. You don’t need to pressure yourself with mental calisthenics to overcome these weaknesses. Instead, why not use some strategies to help your brain along? For example:
    • If you feel yourself becoming more forgetful when you’re anxious, write things down or record this in your cellphone.
    • Use a calendar app for reminders if this works for you.
    • Color code tasks you’ve written down in your to-do list so you can easily see which are more urgent than others. 

If you feel like you’re getting stuck or you’ve ran out of solutions, gather more information or tips to give you more ideas.  Those working from home might find it hard to start on job-related tasks. You could begin with easier ones to get those wheels turning before moving on to the harder tasks.  

  • Use a growth mindset  and practicing self-compassion – You don’t need to beat yourself up over executive function lapses or mistakes. Instead, use these as opportunities to learn, to figure out what works for you and what doesn’t. In a way, whenever we are taken out of comfortable habits or routines and thrust into unfamiliar territory, this is actually a learning opportunity for all of us. Any chance to test our limits and creativity, to firm up our frustration tolerance, and discover things about ourselves outside of our comfort zone, is a learning opportunity.  More importantly, we should give ourselves generous doses of self-compassion – or being warm and kind towards ourselves when we make mistakes, fall short, and encounter personal shortcomings.  After all, we are all imperfect in some way or the other!

If you skimmed through the post, here’s a summary

Anxiety and stress can affect how your executive functions work. It interferes with your capacity to stay focused, organized, remember things, make decisions, finish tasks, and be a flexible problem solver.  You become reactive rather than responsive. In order to gain a handle on anxiety and allow your executive functions to work well for you, you first need to do something calming, pause from time to time and check your thoughts and feelings, use strategies to help you get around those weaknesses. And more importantly, use these challenges as learning experiences and temper these with a good dose of warmth and kindness towards yourself.  

Take care everyone! 

*Executive Functioning (EF) coaching is one of the clinical services offered by We Thrive. Contact us today to learn more.