What if I am Double Booked for Meetings?

I want to talk about a common challenge that many leaders face: what to do when you're double-booked for meetings. As someone who has worked with leaders at all levels, I know that this can be a stressful and frustrating situation to navigate. But the good news is, there are some practical strategies that you can use to make the most of the situation and ensure that you're adding value where it's needed most.

The first thing to recognize when you're double-booked is that you can't be in two places at once. This might seem obvious, but it's important to remember that you'll need to make a decision about which meeting to attend, and which one to skip. So how do you make that decision? I recommend starting by thinking about where you can add the most value.

When you're invited to two meetings at the same time, consider what contribution you're expected to make in each one. If one meeting is focused on listening or observing, for example, and the other requires your active participation, you might prioritize the one where you can add the most value. Of course, there may be other factors to consider as well, such as the political ramifications of your decision or who else is attending each meeting.

One useful strategy is to talk to the person who created the meeting and find out when you're needed. If you're scheduled for two one-hour meetings, for example, the organizer may be able to tell you that they only need you for the second half of one of the meetings. This can help you prioritize which meeting to attend, or even find a way to attend both by dividing your time accordingly.

Another option is to consider whether you can send someone else in your place. This could be a great opportunity for one of your team members to learn something new, represent your team, and bring back valuable information. Of course, it's important to communicate clearly with the person who's been invited, and make sure that expectations are clear.

Finally, if you can't attend both meetings and no one else can attend in your place, consider finding a "buddy" who can fill you in on what you missed. This could be a colleague who is attending the other meeting, or even someone who has access to the meeting notes or minutes. By finding a way to stay up-to-date on what's happening, you can ensure that you're not falling behind or causing problems on the project or team.

Of course, it's important to remember that double-booking shouldn't be a common occurrence. As leaders, we should strive to create a culture of respect and efficiency when it comes to scheduling meetings. That might mean advocating for more efficient scheduling practices, avoiding double-booking others, and encouraging others to do the same. By working together, we can create a more productive and respectful work environment for everyone.

In conclusion, being double-booked for meetings can be a challenge, but it's not insurmountable. By focusing on where you can add the most value, communicating clearly with others, and finding creative solutions to stay informed, you can make the most of the situation and continue to be a productive and effective leader.