What’s the Best Use of Your Time Right Now?

Has this ever happened to you? Here’s the scenario.

• It is 4:00 PM.
• You have an important meeting at 5:00 PM that includes your direct boss and his boss too.
• The focus of the meeting is on the timely delivery of work from a project you’ve been leading but one that has not progressed quickly enough according to the client.
• You believe insuring quality requires more time and yet your boss and his boss are getting push back from the client about your team’s ability to deliver work in a timely way.
• It also happens to be your son’s birthday and the party starts at 6:00 PM. Your parents, in-laws, other relatives, and friends from the neighborhood are all invited.
• Your son’s gift hasn’t arrived yet and you’re feeling stressed.

What would you do? (Be honest – no papers collected or graded)

Option 1: Conduct a quick meeting and head home.

Option 2:  Focus on the meeting and do it right.

Option 3:  Cancel the meeting and get to the party on time.

Consider these details:

Option 1: You decide to conduct a quick meeting and head home.  You . . .

• Take 15 minutes to check on the delivery of your son’s birthday present. It was supposed to arrive at the office yesterday.
• Call home to assure them you will be there by 6:30 PM as agreed.
• Work on gathering what you need for the meeting.
• Start the meeting by telling everyone you’re tight on time and only have 45 minutes.

Option 2: You decide to focus on the meeting and do it right.  You . . .

• Turn off devices and focus.
• Review the agenda and plan for the meeting. Make certain you are ready with the facts on the status of the project with respect to three key dimensions: quality, timeliness, and cost.
• Prepare to discuss how each factor affects the others and the best way to insure the best overall outcome.
• Take a moment to collect yourself and plan to be non-defensive so you can clearly explain what will happen to each variable when one or the other variable changes.
• For example, if you speed up the delivery (which appears is what your boss wants) – what the actual effect on quality and cost will likely be.
• Don’t think about the gift/party – you’ll handle it all when you get home later.
• Take 10 minutes before the meeting starts to get water and relax a bit or take a needed bio break.

Option 3: You decide to cancel the meeting and get to the party on time.  You . . .

• Tell your boss you are going to reschedule the meeting. Family comes first.
• Schedule the meeting the next day after the party.

Here’ our take on each option.

If you chose #1 (conduct a quick meeting and head home):

• You likely are in a good place with your home life and juggle pretty well. But was it smart to order a gift on such short notice with a party this close?
• Never do this again since it added stress to your work day – stress you did not need.
• As for beginning the meeting with a comment about being rushed and only having 45 minutes – not savvy!
• You’re having an issue around timeliness and you choose to start by saying you are tight for time? This is neither good for you nor your team.
• It would have been much better to:
  • Maintain a tight agenda and review it verbally and quickly at the start of the meeting.
  • Keep the meeting focused, on-track, and address the client’s concern about timeliness.
  • End the meeting on time and exit in a relaxed way with a commitment to take actions agreed to and follow-up promptly.

If you chose #2 (focus on the meeting and do it right):

• You are thinking smart professionally and as a team leader. (We won’t comment on the personal impact.)
• You likely know what you and your family can handle and not handle with or without stress and disappointment.
• You’re immediate focus is on the needs of the client and their concerns.
• You’re showing respect and consideration for the concerns of your boss and his boss.
• You’re being a good leader by doing what’s in the team’s best interests.
• And more likely than not, you’ll actually enjoy the party when you get there because you’ve handled commitments at work in the best possible way.

If you chose #3 (cancel the meeting and get to the party on time):

• You really aren’t using the best judgment here.
• You and your team are already perceived as being too slow with deliverables. Postponing a meeting called to talk about the timeliness of deliverables would likely hurt you and the team even more.
• Some things can be moved with ease – others cannot. This is in the “cannot” category.

Want more help with your time/priority management skills for work/life balance? QwikCoach has additional insights and advice in modules on Managing Priorities, Leadership Essentials, and Working Effectively in Teams.  All available with QwikCoach.