Strategic Unresponsiveness. What does that even mean? It’s a waffly way (first rule broken) of saying that sometimes the best way to be effective in a situation is not to be too quick to react. Sometimes its better to give a little space. To see if things naturally work out.
The “URGENT” Email Bomb
Project managers are action-biased by default. We get shit done! But at times we can think we are the only ones that can do that – or the only ones that can do it right. What a burden!
A situation that arises during most projects is that without warning a grenade of an email lands in your inbox. Its subject line will start with “URGENT”. It will be sent to at least 10 people. And, according to the sender, the world is ending and there is no hope.
The temptation to rush in and reply asap is understandable, admirable. Being able to stabilise the situation and take control of the email thread before everyone is sucked down a rabbit hole is part of the job.
Hit Pause, Grab a Coffee
What if you didnt reply immediately, but sat back just for a moment?
What if you kept an eye on it, but let the mail trail evolve?
More often than you would expect, it resolves itself. The back and forth, albeit sometimes meandering and messy, tends to find its way to the correct outcome. If it starts to get out of hand you can still step in and bring it to a calm considered conclusion.
Whats the benefit of this approach, if you get to the same outcome? For one thing you start to de-escalate the perceived urgency of the item raised by not immediately dropping everything to tackle it. You give yourself some time to better assess the situation before jumping in. In some situations it may be an opportunity to show trust in your team to handle situations that they unnecessarily rely on you to handle.
Useful additional benefits potentially gained by a little delay.
Channel Your Inner Executive
Have you noticed that senior people in your organisation will rarely be very responsive via email? They are not be sitting in front of the screen reacting to emails as they land in their mailbox. They are busy with more pressing matters. Only checking their emails periodically. Replying when necessary.
Email is not a tool for seeking an immediate response – no matter how many times the word URGENT appears in the subject line. Direct messaging, video calls or walking up to someone’s desk (old school) are more appropriate communication methods for seeking and immediate response.
To be seen as a senior member of the organisation you need to act like one. Setting expectations around your responsiveness to different communication channels is important. Don’t overlook it. Value your time and others will also.
You have the Power
There are clearly going to be times when sitting back would not be appropriate, and immediately handling the situation would be a much better option. When you get the next URGENT email though, before you click Reply, just ask yourself is this a time to employ strategic unresponsiveness.