Start by setting clear boundaries—schedule specific times for urgent requests so they don’t disrupt other meetings. Use tools like shared calendars or task management apps to keep everything organized. If something truly urgent comes up, delegate what you can or reschedule non-essential tasks to make space. Communicate with clients honestly about your availability, and always focus on quality over quantity. It’s about working efficiently, not frantically, so you can handle urgent needs without dropping the ball.

Un cliente me dijo: “Mi calendario está tan lleno que no puedo manejar solicitudes urgentes”. Le sugerí categorizar las solicitudes en base a impacto y urgencia. Al definir prioridades, pudo atender las más importantes sin comprometer su enfoque en las reuniones clave. Manejar un calendario lleno requiere estrategia. Aprende a delegar, reprogramar lo menos urgente y comunicar límites claros con tus clientes. La calidad no se compromete cuando cada solicitud se gestiona con intención y claridad. Es cuestión de liderar tu tiempo, no dejar que te lidere.

Evaluate the urgency and importance of the request. Delegate tasks that don’t require your direct involvement to capable team members, ensuring clarity on expectations and deadlines. Example: “This needs immediate attention—can you draft an initial response while I review it before sending it to the client?” Impact: Strategic delegation ensures the task is handled promptly without overwhelming your schedule. Communicate clearly with clients or stakeholders about what can be realistically delivered within the timeframe. If necessary, propose alternatives or phased solutions. For instance -- “I want to ensure we address this thoroughly. Let’s tackle the critical elements now and follow up with additional details by tomorrow.”

Urgency often stems from a lack of clarity. Be proactive in sharing your availability for urgent matters, such as setting designated hours or response windows. This reduces the pressure to respond instantly while still making clients feel supported

Handling urgent requests without compromising quality starts with prioritization. I assess tasks by urgency and importance, tackling critical issues first. Proactive communication is essential—I set realistic expectations with clients, ensuring they understand when and how their needs will be addressed. Leveraging tools like project management software helps me track progress and stay organized. By maintaining transparency and using efficient systems, I’m able to balance client demands while delivering high-quality outcomes.

The key to managing urgent requests effectively lies in (proactive calendar management). I ensure my calendar isn’t overbooked, leaving a few open slots and some buffer time between meetings. This flexibility allows me to address unexpected priorities without disrupting other commitments. I also rely on quick response methods, such as voice notes or replies through my assistant or colleagues, to provide timely updates or initial feedback. This ensures urgent matters are acknowledged and progress is made while I dedicate focused time to delivering quality solutions.

Se vc tem urgências isso é um sintoma que alguma coisa não vem bem. Cabe resolver o quanto antes (pois o cliente precisa de resposta) mas não deixar de buscar a causa raiz daquela urgência. Uma vez identificada, estabeleça a contra medida e atue. De preferência - vc líder - envolva a equipe ou integrante que se envolveu naquela urgência pois assim essa pessoa(s) cria um modelo mental de combate a causa raiz e não somente de tratar os sintomas das coisas.

As a talent management manager, my calendar is often filled with client meetings and strategic initiatives. When urgent requests arise, I prioritize them without compromising quality by implementing the following strategies: 1. Effective Time Management: Time Blocking, Prioritization Matrix, Time Management Techniques 2. Clear Communication: Open and Honest Dialogue, Setting Expectations, Regular Check-ins, 3. Leveraging Technology: Project Management Tools, Automation, Virtual Meetings 4. Delegating and Outsourcing: Task Delegation, Outsourcing Non-Core Activities 5. Mindfulness and Self-Care: Stress Management Techniques, Work-Life Balance

Nunca se debe anteponer lo urgente a lo importante. Sí algo es URGENTE se soluciona con una llamada. Sí no, no es urgente. (Ver la matriz de Eisenhower.)