During a high-stakes leadership coaching session, how do you navigate unexpected time constraints?

In any coaching session, it is the coachee who drives the direction, with the coach partnering with them on their journey of discovery and reflection. That said, it is best practice to first establish an agreement between the coach and coachee. This should include defining the topic of discussion for the session and setting expectations for the desired outcome by the end. Remember to periodically check in during the session to ensure both the coach and coachee are aligned and on track. This approach helps set clear guidelines and expectations for the session. This is to ensure that if the coachee decided to change the direction and when the session is up, there is no misunderstanding.

When preparing the coaching sessions, I always leave space for the unexpected, and I have been taught that the agenda of a collective coaching session is "biodegradable" ... it can evolve during and between the sessions according what is happening. The agenda is a guideline, a thread with key topics / practices you want to work on with the group, and you must be ready to adapt it; keeping in mind what are the key topics.

One thing I’ve found helpful in prioritizing goals during coaching sessions is to focus on the most immediate and impactful needs of the leader. For instance, I once worked with a leader who was struggling with communication skills, particularly in giving constructive feedback. Instead of trying to address all aspects of communication, we concentrated on this specific area because it had the most significant impact on their team’s performance and morale. By narrowing our focus, the leader was able to see immediate improvements and build confidence, which then created a foundation for addressing broader communication skills in future sessions.

Depending on how big the time constraint is, it may be necessary to reduce or redefine the goal of the coaching session. In the worst case, if the time becomes very limited, it may even be necessary to simply agree on some follow-up activities for the coachee and leave it at that.

Unexpected time crunches demand swift adaptation in high-stakes coaching. Prioritize concise methods like focused discussions, role-plays, or targeted feedback to extract maximum value within a limited time. This ensures actionable takeaways for immediate leadership impact.

One thing I’ve found helpful in adjusting coaching methods when time is limited is to utilize focused discussions and role-playing. For instance, during a session with a leader facing a critical decision-making challenge, we didn’t have time to explore every aspect in depth. Instead, we role-played a scenario where they had to make a tough call under pressure. This concise method provided immediate, actionable insights and allowed the leader to practice and refine their decision-making skills on the spot. By adapting our approach, we ensured the session remained effective and left the leader with valuable takeaways that could be quickly applied.

Openly discuss time limitations with your coach to adjust session focus. This helps in ensuring mutual understanding and realistic expectations for the remaining time. Effective communication is crucial for maximizing productivity in a shortened coaching session.

One thing I’ve found helpful in ensuring clear communication during time-constrained coaching sessions is to set clear expectations at the outset. For example, I once had a session with a leader who needed to address multiple urgent issues. We started by quickly outlining what we could realistically cover in the time available, focusing on the most critical objectives. This upfront communication prevented misunderstandings and allowed us to make the most of our time together. By clearly articulating the session’s structure and objectives, both the leader and I were aligned, leading to a more productive and efficient coaching experience.

To optimize your time-pressured coaching sessions using technology, follow these steps: Pre-session planning: Use shared digital calendars to synchronize with your clients, allowing them to book and prepare for sessions in advance. Visual aids: Employ digital whiteboards or tools like Miro, Trello, and Notion for real-time collaboration, visually illustrating concepts and tracking progress. Time management: Apply timers using digital tools or smartphone apps, allotting set durations for each agenda item to prevent focus from straying. Engaging activities: Utilize interactive resources, such as quizzes, polls, or brainstorming platforms, to boost efficiency and maintain participant involvement.

A very simple way of dealing with a sudden time constraint if the coaching session was intended to be in person, is to switch to virtual or a call. If the time pressure is too great, it may also be necessary to cancel the session altogether and replace it with a virtual session or a call within a reasonable time.

Adaptability to change is a crucial skill, not just as a coach but in general. Ever so often, the scope of a coaching session can differ from the initial plan and what you may have had in mind. The reasons for this can be manifold, and one of these differences can be time constraints. Expect the unexpected, work with what’s there and go with the flow. And last but not least: ask your coach how he or she would like to use the limited time available effectively.

Flexibility is a vital trait for any leader, especially when facing unexpected constraints. Be prepared to pivot from your original plan and embrace alternative approaches that better fit the situation. This might involve rescheduling parts of the coaching or focusing on 'quick wins' that can be implemented immediately. Staying flexible allows you to maximize the session's value without compromising the quality of your learning.