1 - Why Good Staff Sometimes Struggle - And What You Can Do About It

Understanding brain-based work challenges (without needing a psychology degree)

Steve runs a busy panel-beating shop in Hamilton. He's got a good crew, loyal customers, and more work than he can handle most weeks. One of his team, Jake, is a top tradesman. Customers like him, his work is solid, and he gets on with the team.

But there's one big issue. Jake keeps forgetting to order parts, missing deadlines and leaving jobs half-finished. Steve's been frustrated. "Is he just being lazy?" he wonders. But the truth is, it's not about effort. It's about something else entirely.

This is the kind of thing that happens in workplaces all over New Zealand. A good worker starts slipping and the go-to explanations are usually stress, poor time management, or bad attitude. But often, there's another reason that doesn't get talked about much - executive functioning challenges.

What is Executive Functioning?

Executive functioning is a fancy term for the mental skills we use every day to get things done. That includes planning, remembering instructions, staying focused, managing emotions, switching between tasks and keeping track of time. When these skills aren’t working well, people can struggle to stay organised, meet deadlines, or cope with unexpected changes. This is often called executive dysfunction.

It’s not a medical diagnosis and it doesn’t mean someone isn’t trying. It just means their brain might be wired in a way that makes certain tasks harder than they are for others.

Executive dysfunction is common among people with ADHD or Autism, but it can also show up in people with anxiety, depression, PTSD, long-COVID, head injuries, or even from the side effects of medication. And sometimes, people have no diagnosis at all -they just know they’re struggling.

What iIt lLooks Llike at wWork

Back to Steve and Jake. Steve had a quiet chat with Jake to see what was going on. Jake admitted he was feeling overwhelmed and was having trouble keeping track of what needed to be done. He’d start a task, get interrupted and forget to go back.

Parts orders slipped through the cracks because the paperwork wasn’t in one place. It wasn’t about laziness - Jake genuinely wanted to do well, but his brain was dropping the ball.

Some signs of executive dysfunction in the workplace might include -

• Frequently missing deadlines or being late

• Struggling to prioritise tasks

• Forgetting instructions or meetings

• Seeming distracted or unorganised

• Getting flustered by changes in plans

• Procrastinating on starting tasks

• Needing constant reminders

So wWhat cCan yYou dDo aAbout iIt?

You don’t need a psychology degree to help someone like Jake. You just need to know a few things that can make a big difference. And they’re often simple, no-cost adjustments.

Here are a few starting points -

1. Have a rReal cConversation

If something feels off, talk to your staff member privately. Be calm and non-judgemental. Say what you’re noticing and ask if there’s something going on that’s making work harder. You don’t need to diagnose anything. Just open the door.

2. Use cChecklists and tTemplates

Some people do much better when there’s a step-by-step list in front of them. In Jake’s case, they made a simple checklist for every job - get parts list, confirm order, schedule delivery, update customer. Just having it printed and clipped to each job folder helped him stay on track.

3. Create vVisual rReminders

Whiteboards, wall calendars, colour-coded folders, or even sticky notes can help staff keep tasks top of mind. Visuals are especially useful for people who struggle to remember verbal instructions.

4. Break tTasks dDown

If a job feels overwhelming, break it into smaller parts. Instead of "finish the repair," it might be: 1) Order bumper, 2) Remove old bumper, 3) Fit new bumper, 4) Paint.

5. Limit iInterruptions

If your workplace is noisy or people are constantly getting interrupted, consider setting up "focus zones" or using signals like headphones or signs that say "Do Not Disturb." It gives staff a better chance to finish what they start.

6. Be Flexible with How Work Gets Done

Not everyone works the same way. If someone needs to write things down, use timers, or step away for a minute to regroup, that’s fine - as long as the work gets done.

7. Offer Regular Check-ins

A quick daily or weekly check-in can help catch small issues before they turn into big ones. It also shows staff that you’re there to support, not just supervise.

Why It Matters

When Steve took a different approach with Jake, things started to turn around. With some basic systems in place, Jake’s confidence came back. He stopped feeling like he was constantly behind and the mistakes dropped off. Steve got his reliable team member back, without having to replace him or write him up.

The truth is, we all want to do a good job. But some people need different kinds of support to get there and as a manager or business owner, recognising that is part of being a great leader.

You don’t need to be a mental health expert to build a workplace where people can do their best. You just need to notice, ask and be willing to try something new.

Next in the series - Emotional Overload at Work - Helping Staff Keep Cool Without Walking on Eggshells

Because sometimes, the issue isn’t forgetting parts - it’s keeping your cool when things go sideways.