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 1: Conduct a quick meeting and head home.
Option 2: Focus on the meeting and do it right.
Option 2: Focus on the meeting and do it right.
Option 3: Cancel the meeting and get to the party on time.
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.