Hi Reader,
We’ve all been there: waiting for a home service appointment with a vague promise that they’ll arrive “sometime between noon and 4 pm.” For me, they always arrive either far too early, or after I’ve given up on them coming and changed into my comfy clothes for the evening.
Today, I’m taking a moment to vent about those mysterious “windows” and the chaos they create in our work lives, in particular with those that lead companies.
In a past post, I wrote about leaders and planners and why planning matters to help organize the busy lives of executive schedules.
Last week, an executive leader gave me a four-hour window for our meeting that day about their project’s next steps. They couldn’t commit to a specific time because they had triple-booked themselves. They also had a doctor’s appointment that day to attend to.
So, I waited. And waited.
Planning 10+ Steps Ahead
When the day was almost over, I got a frantic message from the executive that they still wanted to meet. Besides being triple booked, they had forgotten to add travel time to and from their doctor’s appointment, so it wasn’t until almost 7 pm that we finally jumped on a call to discuss the project.
Many people, especially those in leadership roles, are so busy and struggle to plan their schedules in advance. Sometimes, it’s a challenge even to plan for the day ahead.
Some executives can be notorious for cancelling meetings at the last minute. Often, it’s usually in the morning when they notice they've triple-booked themselves. Interestingly, the first meeting to be cut is usually the planning meeting, which is the one they need the most!
Project managers, by contrast, are skilled at thinking ahead. When we're new to managing projects, we may plan just three to five steps in advance. With experience, we begin looking ten or more strategic steps ahead, not just for ourselves, but for our entire team.
Service windows no more
I once worked with a C-suite executive at a major hospital whose calendar management was impressive. They scheduled travel time, preparation time, and even built in buffers for meetings they knew would run long. Although they had some help from an assistant, they mostly managed it themselves.
Whenever I booked a project status check-in, I knew they wouldn’t cancel at the last minute. That was one executive who never left me waiting with a four-hour window.
Leaders, we get it—you’re busy! But do yourselves (and us) a favor: at the start of each week, or even better, the Friday before, glance ahead at your calendar. Ask for assistance if you need it. Pay special attention to your doctor's appointments that have been booked for months, and don’t forget to book travel time!
If you need help, we’re experts with planning. That’s our sweet spot.🍬
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Barbara Kephart, PMP
Founder and Chief Project Officer
Projects Pivot
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