Leading with the Nervous System in Mind: How Polyvagal Theory Can Shape a Trauma-Informed Workplace

Trauma-informed workplaces do more than just reduce workplace harm — they create spaces where people can truly thrive.

In recent years, the conversation around leadership and workplace well-being has taken a profound turn — from performance metrics and KPIs to nervous systems and psychological safety. At the heart of this shift is the groundbreaking work of Dr. Stephen Porges and his Polyvagal Theory, which offers leaders a scientific roadmap to understanding human behavior, particularly in the context of trauma and stress.

Understanding the Polyvagal Theory

Polyvagal Theory explores the role of the vagus nerve — the longest cranial nerve in the body and its influence on our physiological state, particularly in how we respond to safety and danger. Porges identifies three hierarchical states of the nervous system:

1. Ventral Vagal State (Safe & Social): The ideal state for connection, collaboration, and creativity. When people feel safe, their nervous systems are regulated, allowing them to engage meaningfully with others.

2. Sympathetic State (Mobilized for Action): When a threat is perceived, the nervous system activates fight-or-flight responses. While this can fuel productivity in short bursts, chronic sympathetic activation leads to burnout, anxiety, and conflict.

3. Dorsal Vagal State (Shutdown or Collapse): If a person feels overwhelmed and helpless, their system may "check out" as a survival strategy. This can appear as disengagement, depression, or lack of motivation.

Trauma, whether from past experiences or present conditions, can cause individuals to move quickly between these states — often without conscious awareness.

Why This Matters for Leaders

In a traditional work environment, people are often expected to “leave emotions at the door” and perform regardless of internal state. But the nervous system doesn’t operate on command. When leaders understand how the vagus nerve regulates our sense of safety and connection, they can create environments that support nervous system regulation—and, in turn, productivity, engagement, and trust.

5 Ways Leaders Can Apply Polyvagal Theory to Create a Trauma-Informed Workplace

1. Prioritize Psychological Safety

Create a culture where people feel safe to speak up without fear of ridicule, punishment, or exclusion. Simple practices like active listening, validating others’ emotions, and responding with empathy can signal to the nervous system: you’re safe here.

Learn how to create a psychologically safe workplace in The Science of Inclusion & Belonging course.

2. Regulate Your Own Nervous System First

Leadership is contagious. If a leader is in a constant state of stress, their team picks up on it — consciously or not. Grounding practices such as breathwork, mindfulness, and even pacing your speech can help you stay in a ventral vagal state and co-regulate your team.

Learn how to sustain a well-regulated nervous system in The Mindful Leader course. 

3. Watch for Signs of Dysregulation

Rather than labeling a disengaged employee as “lazy” or a reactive one as “difficult,” consider what their nervous system might be experiencing. Are they overwhelmed? Is there a lack of clarity or support? Are past traumas being triggered? Adjusting how you interpret behavior opens the door for compassionate, informed interventions.

Support employees in building resiliency and nervous system balance with Behavioral Health Coaching.

4. Build in Rest and Recovery

We often overlook the power of downtime. Incorporate rhythms into your workplace that allow for nervous system recovery — flexible work hours, walking meetings, quiet spaces, or even just encouraging regular breaks. Remember, sustained performance is impossible without regulation.

Join a community of mindful leaders in the Workplace Peace Institute Mindful Leadership Community of Practice.

5. Foster Connection and Belonging

Humans are wired for connection. Team rituals, peer support, storytelling, and shared values activate the ventral vagal system. Build community intentionally — this is more than just being “nice”; it’s a core feature of a resilient organization.

Learn more about the neuroscience of connection in The Brain in Conflict & Connection course.

The Leadership Shift Necessary to Create a Trauma-Informed Workplace

Incorporating Polyvagal Theory isn’t about becoming a therapist; it’s about being a more human-centered leader. As more workplaces navigate uncertainty, burnout, and mental health challenges, the ability to understand and respond to the physiological underpinnings of behavior becomes a critical leadership skill.

Learn more about creating a human-centered workplace in the Trauma-Informed Leadership course.

When leaders design environments that support nervous system regulation, they do more than just reduce harm — they create spaces where people can truly thrive.

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Workplace Peace Institute is an organization systems design and research firm that is singularly focused on creating workplace cultures where people thrive. Workplace Peace Institute supports small to mid-sized businesses in optimizing employee engagement, maximizing organizational productivity, and improving profitability by infusing human security and dignity as foundational attributes of their business model. Our Leadership Academy supports leaders in honoring basic human needs and dignity needs in the workplace, so they can actualize human potential in the workplace. The online Leadership Academy optimizes competencies in human behavior, communication skills, conflict resolution, and Diversity, Equity, Inclusion and Belonging to create highly engaged workplaces where basic human needs and dignity are consistently honored. All our courses are offered online and can be customized for in-person workshops and seminars.