Calendars are Fences: Block Time to Keep Out Trespassers
A client of mine who was leading a high-stakes task was a project that required deep, strategic thinking, cross-functional meetings, and clear delegation.
Simple enough, until it wasn’t.
Stakeholders kept canceling meetings because they were triple booked.
Team members defaulted to ‘quick wins’ (aka ‘friend requests’) instead of actual priorities.
And because he was a subject matter expert, he was pulled into every meeting with a pulse.
His calendar wasn’t a plan, it was a free-for-all.
In today’s ‘I’m-so-busy’ culture, we forget that the calendar isn’t just for tracking appointments. It’s your first line of defense. Your boundary in plain sight. Your electric fence with Outlook invites.
As a leader your job isn’t to be available, it’s to be effective. And that means blocking out time to think, plan, and lead on purpose.
Start with a conversation that may sound something like this:
I realize that I may not have set us up to win on this project. Starting today and in the future, I want to ensure we are both clear on our commitment to completing this project request with quality and on time. Let’s figure out how we can communicate and collaborate better, without sacrificing quality or burning out.
Here’s how to take back control:
Stakeholders: Don’t just send invites, coordinate schedules. Make it clear your time is as valuable as theirs.
Team members: Set office hours for quick asks. Protect the rest of your time like it’s sacred (because it is).
Subject matter expert syndrome: Train and deputize others to represent you. Expertise isn’t a solo act, it’s an investment..
Your calendar is your castle. If you don’t lock the gates, don’t be surprised when everyone wanders in with ‘just a quick question.’