Handling Last-Minute Meetings: Tips for Busy Professionals

Posted by

Kate Harry Shipham

Posted on

Aug 28, 2024

Working at a law firm means juggling multiple responsibilities, tight deadlines, and the occasional unexpected meeting that throws a wrench in your perfectly planned day. Last-minute meetings are common in the legal industry, whether it’s a client who suddenly needs urgent advice or a partner calling for a strategy session to discuss a critical issue. While these surprise meetings can feel overwhelming when your plate is already full, there are strategies you can adopt to manage them effectively without losing your focus or productivity. In this post, we’ll explore how to navigate last-minute meetings while staying on top of your work and maintaining your sanity.

1. Assess the Urgency and Importance of the Meeting

Not all last-minute meetings are created equal. The first step is to quickly assess the urgency and importance of the meeting. Ask yourself:

- Is this meeting addressing a critical client issue?

- Will this discussion impact an ongoing case or project?

- Can the matter be handled through a quick email or call instead of a formal meeting?

If the meeting is genuinely urgent and impacts key priorities, then it’s worth reshuffling your schedule. If not, consider whether it can be rescheduled or handled more efficiently through a brief conversation or written communication.

2. Build Flexibility into Your Schedule

One of the best ways to prepare for the unexpected is to build flexibility into your daily routine. Instead of back-to-back meetings or tasks, leave some buffer time between appointments. This not only allows you to catch your breath but also gives you the flexibility to accommodate last-minute requests without completely derailing your day.

When building a buffer into your day seems impossible, break down your day into two or three big chunks. For example, what is the priority for the first few hours of your day? What has to get done in the last few hours, and so on.

3. Prioritize and Adjust Your Task List

When a last-minute meeting gets added to your day, take a moment to review your task list and adjust your priorities. Identify which tasks are time-sensitive and which can be moved to later in the day or week. By reordering your to-do list, you can still keep the most critical items on track while accommodating the unexpected meeting.

Using a prioritization method like the Eisenhower Matrix (urgent vs. important) can help you quickly determine what needs immediate attention and what can wait. Don’t be afraid to push back on non-essential tasks if the last-minute meeting requires immediate focus.

4. Be Prepared to Say “No” or Reschedule

It’s easy to feel like you have to say “yes” to every meeting, especially in a fast-paced law firm environment. However, if your schedule is already packed with high-priority work, it’s important to set boundaries. Politely but firmly explain that your current workload makes it difficult to attend and suggest an alternative time.

For example, you might say, “I’d love to discuss this, but I’m currently in the middle of a client deadline. Could we revisit this later in the afternoon or first thing tomorrow?” This approach shows that you value the discussion while also protecting your time.

5. Leverage Technology and Communication Tools

When time is tight, technology can be your ally. Use calendar management tools, project management platforms, and communication apps to stay organized and on top of your schedule. Tools like Microsoft Teams, Slack, or Zoom allow you to quickly set up virtual meetings, minimizing the time it takes to coordinate logistics.

Additionally, if a last-minute meeting is purely informational, consider whether it can be handled asynchronously. For instance, ask if the information can be shared in a document or via email instead of requiring everyone to meet. This approach can save time and allow you to digest the information on your own schedule.

6. Delegate Where Possible

If a last-minute meeting pulls you away from other pressing tasks, look for opportunities to delegate some of your workload. Whether it’s passing a routine task to a junior colleague or asking a team member to handle a non-urgent matter, effective delegation ensures that work continues even when your attention is temporarily diverted.

Delegating also demonstrates your ability to manage priorities and resources effectively, which is a key skill in a busy legal environment.

7. Stay Composed and Focused

Last-minute meetings can be stressful, especially if they interrupt your flow or require immediate attention. The key is to stay calm and composed. Take a deep breath, mentally review your priorities, and approach the meeting with a clear focus. Rushing into the meeting in a frazzled state can impact your ability to contribute effectively and make clear decisions.

Before jumping into the meeting, take a moment to quickly review any relevant information so that you’re prepared and can add value to the discussion. Even a quick scan of key details can help you feel more in control and better equipped to handle the unexpected.

8. Follow Up and Recalibrate Your Day

Once the meeting is over, take a few minutes to reassess your day. Determine what tasks were pushed back or interrupted and adjust your schedule accordingly. This post-meeting recalibration ensures you stay on track and regain momentum. If any follow-up actions emerged from the meeting, prioritize them and incorporate them into your updated plan.

If necessary, communicate any adjustments to stakeholders, so everyone is on the same page regarding deadlines or deliverables.

Final Thoughts

In the dynamic world of legal work, last-minute meetings are an inevitable part of the job. By approaching these situations with a clear strategy—assessing urgency, managing your time effectively, and staying composed—you can handle unexpected meetings without letting them derail your productivity. Remember, the goal is not just to survive these disruptions but to navigate them in a way that allows you to continue delivering high-quality work, maintaining client satisfaction, and keeping your day on track. With the right mindset and tools, you can turn these interruptions into opportunities for growth and flexibility in your role.