As more individuals identify as neurodivergent in the workplace, understanding executive functioning is becoming more important as a co-worker and a leader.
Executive functioning difficulties can impact people at any age and appear on a spectrum – some people with executive function issues may struggle daily with things like sustaining attention, staying organized, and avoiding distractions, while others experience only mild setbacks.
By understanding how to support your fellow employees and direct reports with EF challenges in the best way, you can improve their productivity, job satisfaction – and even their mental well-being.
Here are some tips.
Click here to jump to the TL;DR summary.
What Kinds of Executive Function Challenges Might Occur At Work?
Executive function refers to a set of cognitive processes that allow individuals to plan, organize, prioritize, initiate, and complete tasks. These skills are crucial for success in the workplace, so before we take a deep dive into how to explore people who struggle in these areas, we need to look at the kinds of challenges employees with executive function issues may face in the first place.
The first (and perhaps most common) area of friction has to do with time management. You may find that your employees have difficulty breaking down large tasks into smaller, more manageable steps or struggle to prioritize tasks. This can result in missed deadlines, decreased productivity, and increased stress.
Another issue has to do with easy distractibility, leading to decreased productivity and poor performance. As an employer, your help can go a long way, as you may be able to provide a quiet work environment that minimizes distractions.
Employees with executive function challenges may also have difficulty with organization. They may struggle with keeping track of information, documents, or deadlines. This can lead to errors, missed deadlines, and decreased productivity.
Finally, you may find that your employees struggle with problem-solving and decision-making skills. They may have difficulty weighing options, making decisions, or thinking through complex problems. This can lead to poor decision-making, decreased productivity, and, again, increased stress.
Now that you know what these issues are, let’s take a closer look at how your leadership can help mitigate some of these challenges for a happier, more successful workplace overall.
How to Support an Employee with Executive Functioning Challenges
1. Educate Yourself on These Issues – and on the Laws
The first step to supporting employees with EF challenges is to educate yourself on the topic and the applicable laws. By understanding the challenges employees may face, you’re better equipped to provide the appropriate support.
You can start by reading articles or books on EF challenges and the accommodations that can help (this website is a great source of information, so you’re in the right place!).
It’s also important that you take the time to familiarize yourself with any pertinent disability laws and regulations, such as the Americans with Disabilities Act. There may be others that are more state- or industry-specific. Nevertheless, this will ensure you comply with legal requirements and avoid any discrimination against employees with EF challenges.
2. Provide Appropriate Accommodations
Once you’ve educated yourself on EF challenges and the applicable laws, you can work on providing appropriate accommodations for your employees.
Accommodations are modifications to the work environment or job tasks that help employees with EF challenges perform their job duties.
For example, an employee may need written instructions instead of verbal ones, or they may require additional time to complete tasks. Some other accommodations that can be helpful include task breakdowns, reminders, checklists, and organizational tools.
3. Focus on the Most Important Things
It’s important to prioritize tasks and responsibilities for employees with EF challenges. By focusing on the most important things and leaving out the rest, you can help employees manage their workload and reduce stress. Try to see the forest through the trees and ignore tiny details that don’t ultimately matter when it comes to a job well done.
This strategy can also help prevent burnout and turnover, even among your employees who don’t have explicit EF challenges. You can work with your employees to determine their strengths and weaknesses and focus on tasks that play to their strengths. Through this process, you can help them feel more valued and motivated in their work.
4. Help With Blocking Tasks
This intuitively means “blocking off” time on their calendars for them to work with complete focus. The amount of time defined should be significant enough to allow them to make some progress on the work that’s pending, but it will vary depending on the job, the duty, and so on.
However, it’s incredibly helpful. By working with your employee to block off time, you can reduce the anxiety that comes with worrying about completing the task and provide reassurance that they still have time on the calendar.
5. Offer a Quiet Workspace (or at least make one available)
Creating a quiet work environment is ideal for anyone, but more so for employees who find it harder to concentrate with exterior noises and distractions.
Allowing your employees to work in isolation helps lower their anxiety levels, promotes focus, and eliminates the negative impact that noises and other distractions have on their productivity. While the cubicle environment is great for some people, it can be extremely distracting for people with EF issues.
6. Create “Cheat Sheets” to Prioritize Activities
As mentioned earlier, prioritizing activities could be difficult for employees with executive functioning challenges.
Because of this, creating cheat sheets that highlight the key tasks and explain how to approach them can significantly improve their productivity. The cheat sheet should be simple, preferably using graphics or symbols that are easy to understand and execute.
7. Overestimate the Time Needed to Complete Activities
Your employees may struggle with managing their time effectively, so it can be helpful to overestimate how long it will take them to finish a task.
This approach will help alleviate the pressure they may feel from the fear of not completing a task on time and will allow them to work more independently.
8. Say What You Mean
A bad habit that many of us – including managers – have is speaking in colloquialisms. This can be a tough habit to break, as it’s ingrained so heavily into our language and, in many cases, the way we do business.
However, when you’re delegating tasks or even providing simple instructions, it can be detrimental to use too much abstract language. Say what you mean, and mean what you say.
Provide detailed instructions with step-by-step guidance on how to complete a task. Also, avoid using idioms or metaphors, which could be confusing and add unnecessary stress.
9. Provide Advance Warning Before Changes
A sudden change in routine, schedule, or expectations can be overwhelming to some people with EF challenges. You can support them by providing advanced notice of any changes to their work environment.
For instance, schedule meetings in advance, warn them of upcoming deadlines, and inform them of any changes that might take place in their job responsibilities.
10. Lead By Example
Again, this is great advice for any manager or leader, but especially for someone who has employees with EF issues.
Set a clear example by prioritizing communication, being organized, and managing your time effectively. Encourage open communication and set a tone of acceptance and support for employees who struggle with EF.
11. Allow Time for Breaks
Frequent breaks can be helpful for individuals with EF challenges. Taking a break, especially between difficult tasks, can help improve attention to detail and sustained motivation to work throughout the day. Allow a break to stretch, get outside, or even schedule a time to catch up on otherwise distracting things like texts and social media notifications.
12. Don’t Micromanage if They’re Getting the Work Done Well
Employees with EF challenges can often feel micromanaged, leading to feelings of discouragement and frustration. If their work is consistently accurate, timely, and of good quality, avoid micromanagement, which can negatively affect morale.
Even if you think you’re being helpful, too much micromanaging can be incredibly detrimental.
Instead, provide regular feedback, offer praise for a job well done, and focus on their strengths.
13. Keep the Lines of Communication Open
Encourage feedback and provide constructive feedback regularly. This transparent approach can help to build trust and positive working relationships.
14. Offer Training Refreshers
Formal training sessions will be helpful to help employees with EF stay up-to-date with job-specific terminology, as well as to reinforce work processes, guidelines, and protocols.
As often as you can, assess what training sessions they might require. A regular follow-up conversation can keep them on track with the latest changes – and again, this is a great practice to follow for all employees, and not just those with EF issues.
15. Use Written Instructions and Checklists
Clear written instructions and checklists, as opposed to verbal instructions, can help employees with EF feel better equipped to manage their tasks.
Offer written instructions and detailed checklists whenever and wherever this is possible.
For a sample weekly organization checklist, download our free .pdf printable checklist from The Real-Life Executive Functioning Workbook (coupon code LSA20 for 20% off at checkout). It’s an easy example of how EF tools can be built into the workplace to help employees succeed.
16. Allow the Use of a Voice Recorder
One way to support employees with EF challenges is by allowing the use of a recorder. Many individuals with EF challenges struggle to keep track of important information in meetings or presentations.
Providing employees with a recorder enables them to capture critical information they may have missed or forgotten. This resource can help them stay organized and retain information better.
As an employer, you can make this accommodation by providing a voice recorder or allowing employees to use a smartphone app for recording.
17. Develop Color Code Systems
Color-coding systems can be a highly effective tool for individuals with EF challenges.
Encourage your employees to use color-coding to differentiate and organize important files, folders, and paperwork. This color-coding system can increase productivity, reduce stress, and help employees stay organized and efficient.
As an employer, you can provide color coding materials such as highlighters, markers, or post-it notes.
18. Allow for Flexible Scheduling
If possible, allow your employees to work flexible schedules. This will enable them to manage their time more efficiently and accommodate for any unforeseen challenges.
For example, an employee with EF challenges may need additional time to complete certain tasks, and a flexible schedule can help them manage their workload more effectively.
It’s also important to note here that many people with EF challenges struggle with sleep, and getting to the office by 8am every morning might be difficult. If you can let your employees work remotely or start at flexible times, that’s another good way to be supportive in the workplace.
19. Recognize the Benefits Neurodivergent Individuals Bring to the Workplace
Not all people with EF challenges will struggle with the same tasks – and EF differences aren’t all about struggling, either. In fact, people with EF challenges may have unique strengths that make them an asset to the workplace, just like anyone else.
They can be creative problem-solvers, have excellent long-term memory, improve processes, and find creative approaches for client-based projects. They also tend to do very well in high-pressure, crisis situations.
20. Let the Duties Fit the Employee’s Strengths
As an employer, you can help your employee succeed by making sure the work they do fits their strengths and preferences. With regular check-ins and a full understanding of your employee’s abilities you can modify roles and duties to help them succeed.
Assigning tasks that are suited to their strengths can lead to overall improved productivity and accuracy.
21. Get to Know Your Employees
THere’s no substitute for one-on-one connection in the workplace.
Recognize that every employee is unique and has different skills and challenges. This can only be determined by getting to know your employee.
Get to know your employees through team-building exercises or even lunchtime chats. Knowing your employees will help you understand how to manage them successfully, support them, and make them feel valued in the workplace.
TL;DR – (Too Long, Didn’t Read)
Supporting an employee with EF challenges requires patience, empathy, and understanding. By implementing these tips and strategies, you can provide the support they need to succeed in the workplace.
It’s important to note that these are great strategies for all employees – and not just those with EF challenges, either. By being more attentive to the unique needs of each and every one of your employees, you can make sure everyone is successful.
Remember – teamwork makes the dream work. And while that saying is corny and a bit outdated for sure, it’s an important message to keep in mind if you want to be a great leader.
Further Reading:
- Americans With Disabilities Act: ADA
- UDS Foundation: Autism in the Workplace: How to Accommodate Adults With Autism at Work
- Frances Gatta: How to Manage an Employee With ADHD
- Amy Sippl: Impulsivity, Stress & Time Management: A Complex Interplay
- Amy Sippl: Executive Functioning Skills 101: The Basics Of Time Management