Emergent Leaders Newsletter/018/Habits that will help new leaders set boundaries to strike a healthy balance between Relationships and Strategic Priorities

I recently posted a poll on my LinkedIn feed to see what people struggle with the most when it comes boundary setting. The outcome of that poll was as follows (and matches what I’m seeing with my clients):  

• 53% Accessibility vs focus time

• 37% Communicating boundaries

• 5% Impact on work relationships

• 5% Other 

One of the major contrasts between successful, experienced leaders and new ones, is the mindset surrounding boundary-setting to focus on strategic priorities. As leaders move up the ranks or take on roles with increasing responsibility, the more strategic planning becomes part of their main responsibilities. Needless to say, if leadership is something you aspire for your career, then boundary setting will be a necessary skill to hone.  

However, as many of my clients and poll responders state, fear of how boundaries will be perceived by co-workers and direct reports can lead them to take a very “soft” approach when it comes to filtering what gets their attention and what doesn’t. As a result, they somehow never seem to find the time to address our true priorities.  

“Lack of time is actually lack of priorities.” — Timothy Ferris 

It's natural to worry about how setting boundaries will be received by your staff. However, keep in mind that communicating clear expectations and boundaries (and upholding them) is crucial for your growth as a leader. It also gives other team members permission to do the same. It creates a positive and productive work environment. Why not be a model for the team by establishing the following habits into your leadership practice?  

Let’s first establish what’s important vs what is less important... 

1. Before we dive into “how” to set boundaries, it is so important to know the “what” and your “why”. What I mean is, before setting boundaries, you need to know what you need to focus your energy and time on over the course of your week vs what can be filtered out. Begin by making a list of things that fall under your role’s key responsibilities. Most likely, things like strategic planning, quarterly planning, forecasting, ensuring projects are on time, delegation, performance management, communication, 1-to-1's, etc. I know, the list goes on. Think objectively. Your list can include important things you’re already addressing and can also include things that you know should be addressed, but never seem to get done. Don’t forget to include health and lunch breaks! 

2. If you compare this list to previous weeks’ schedules, you may notice that you have been doing things that don’t fall under your scope of responsibility. You’ve been doing things out of habit when you really should have been delegating. Delegate as necessary (see newsletters 007 “How to work through your biggest obstacle when it comes to delegating” and 008 “How to successfully delegate so that you can lead without the overwhelm”).  

3. Once you’ve made your list of items that MUST be part of your daily, weekly, monthly routine, decide how much of your time should be spent on each – then add at least 30% as we always tend to underestimate how much time things actually take to complete. Place these time blocks into next week’s and the week after. The idea is that you create a schedule that reflects your priorities, before it gets filled with other people’s priorities.  

4. DM me if you are struggling with this AND/OR if you still have too little time to fit everything in. I can help you through it.  

Now that you’re clear on your priorities and have made space for them in your schedule, the rest will be so much easier. Below are some tips to help you communicate your boundaries in a way that will still leave your team members feel supported. 

Clearly communicate your availability.

Let them know that while you value interactions and relationships, you also need focused time to work on strategic priorities. In fact, if possible, work together so that your focus times coincide so that everyone knows there will be no interruption – even for just 1 hour/day. When possible, let them know what you’re working on, and have them share what they will be working on. Take the mystery and secrecy away and watch how supportive team members become rather than suspicious.  

Demonstrate the importance of setting boundaries by respecting them yourself.  

Avoid sending emails or requesting work during non-working hours unless it's truly urgent. With the increase in companies allowing flexible work hours, some individuals may choose to work outside of the typical 9-5. As a leader, you can ask that no emails be sent outside of those hours. I have clients who like to leave work a little early to be home with their kids after school but will then compose emails later in the evening and schedule them to go out in the morning. When folks don’t expect work-related emails during personal time, it’s much easier for them to “disconnect” enjoy their down time. Show your team that you prioritize their well-being and work-life balance, setting a positive example for them to follow. If you want to be extra kind, when you send an email and expect a response back, let the individual(s) know what time frame you need that response by. Most people will drop everything if the boss asks for something, regardless if it isn’t urgent, potentially halting more important work.  

Schedule Regular 1-to-1s.  

One-to-one meetings are crucial for building strong relationships and providing guidance to your direct reports. Schedule dedicated time for these meetings, allowing your team members to have your undivided attention, with a pre-determined agenda and action-items so that the most is made of the little time you have. These sessions create an open space for discussion, feedback, mentorship and foster a supportive work environment. 

Encourage Casual Interactions.  

While focused work is important, don't neglect the value of casual interactions within your team. Encourage impromptu conversations, coffee breaks, or team-building activities. Be present – and without an agenda, other than to say hello and check in on your people. If you have team members working remotely, check in on them as you would with other team members during these casual interactions. These informal walk-throughs help build trust, camaraderie, and a positive team culture. Consider setting aside specific times or areas for socializing to strike the right balance. And if you are more of the introverted type like me, who loves connecting with individuals but doesn’t naturally think of creating space for social gatherings, collaborate with or delegate the planning of such activities to a team member who get great joy out of doing this type of work.  

Set Boundaries Collaboratively. 

Involve your team in the process of setting boundaries. Conduct a team meeting to discuss everyone's needs and preferences. What does each team member need to be successful? By involving them in the decision-making process, you show respect for their input and foster a sense of ownership. Together, you can establish guidelines that accommodate both individual and team goals. If you do get in the habit of doing this, I would suggest re-visiting it every quarter to accommodate new team members and evolving work demands. 

Leverage Technology and Tools.  

Use technology and productivity tools to streamline communication and optimize your workflow. Encourage your team to use project management tools, instant messaging apps, or shared calendars for better coordination. I find larger organizations are better at this – but small to medium-sized businesses could also benefit. This helps minimize interruptions and allows for efficient communication without sacrificing relationships.  

How to address the persistent “disruptor”. 

Every team has one. An individual who struggles to “read the room” or who has a lot of questions because they may lack the technical know-how or confidence. Create a plan with this individuals, with names and contact info of others they can lean on for support so that you are not the only go-to. These individuals may also require slightly longer one-to-ones to address their questions at first, but with time, they will learn to become more self-sufficient. You just have to facilitate the learning rather than enable the dependance.  

Post a sign on your door – or if working remotely, have an automatic response stating something like: “I am currently unavailable, but will be back online or available at X time.” Most times, you will notice that by the time you do get back to them, they will have figured things out on their own or reached out to other appropriate resources.  

Define what an “urgent” matter looks like.

Regardless of the industry, things come up that really do require immediate or almost immediate attention. Though if left to everyone’s judgement, they will all have a very different take on what “urgent” means to them. Spell it out for them. Create a check list of questions they must ask themselves before they interrupt you or reach out during off-time. Everything else can wait. Also let them know what mode of communication is most appropriate in such urgent cases. For example, making a phone call might be a better option than sending an email and expecting an immediate reply.

Setting boundaries as a new leader may feel challenging, but it's essential for your success and the overall productivity of your team. By addressing your fears head-on, communicating openly, and leading by example, you can strike the right balance between focusing on strategic priorities and nurturing workplace relationships. Remember, effective boundary setting benefits both you and your team, creating a more harmonious and productive work environment. Embrace this opportunity for growth and empower yourself to become a successful leader. 

Emergent Leaders Newsletter/015/How to Master Boundaries As A Leader While Still Creating A Supportive Workplace Environment For Your Team

New leaders are some of the most overwhelmed people out there. I often find myself helping them shift their thinking about time management to help them be more intentional and purposeful about how they spend their precious time – both at work and at home. By creating more alignment between their true priorities and responsibilities, it becomes easier to weed out the rest. But of course, it’s easier said than done. 

When I bring up the topic of boundaries with my clients, I get mixed reactions. About half of my clients nod in acknowledgement, knowing they could communicate better boundaries to get their work done while the other half have serious concerns about establishing boundaries based on pre-conceived notions that creating them will essentially shut them off from their teams. I’m not at all suggesting the latter – but I do encourage setting up selective, temporary “walls” to prevent being burdened by the continual onslaught of demands that overwhelm our new leaders.  

While discussing some learning related to new boundaries one of my clients had experimented with over the week, he had a revelation. “Now I know why my old boss was so selective in what took up his time! I always thought it was a little too “corporate”, but all he was doing was making space for priorities." He continued "That’s probably why when I did have some 1-to-1 time scheduled with him, I had his full attention. He made me feel important, like what I had to say mattered.” While I can’t speak for my client’s old boss to confirm his line of thinking, he does touch on a similar observation some of my other coachees have noticed when they instill their own boundaries. “It enables me to be 100% focused on whatever is in front of me.” said another client. “Boundaries have helped me keep mental clarity to be fully present.” another mentioned. Fact.   

In my opinion, boundary setting (or time management) is an overlooked leadership skill, and it becomes ever more important as leaders move up in the ranks. There will always be demands on your time – and more so as your level of responsibility increases. One major factor that will determine an individual’s ability to handle their new leadership responsibilities – and continue to move up, is that individual’s ability to set (and respect) their boundaries.  

Of course, when it comes to setting boundaries at work, it is important to strike a balance between accessibility and leadership responsibilities. I like to challenge my clients to think about how they manage their time, so here are a few points to help new and emergent leaders understand the benefits of setting up clear boundaries at work, as well as the conditions that can help with successful integration of these boundaries: 

Improved Time Management: Setting boundaries enables leaders to allocate dedicated time for specific tasks and responsibilities. By doing so, they can prioritize their work effectively, which ultimately benefits the entire team. When leaders have ample time to focus on their core responsibilities, they can provide better guidance, make informed decisions, and contribute more strategically to the organization. 

Enhanced Productivity: Boundaries help leaders avoid constant interruptions and context switching, leading to increased productivity. When leaders concentrate on their tasks without frequent interruptions, they can accomplish more in less time. This efficiency allows them to be more available and present during dedicated periods for their direct reports.  

Role Modeling Healthy Work-Life Balance: By setting boundaries, leaders demonstrate the importance of work-life balance to their team members. When leaders prioritize their own well-being and time management, it encourages others to do the same. This helps foster a culture where everyone respects each other's boundaries and avoids burnout. If you're one of those leaders that stays late but insists that your team members don't have to, I can guarantee that more than few go home and experience some guilt about leaving "early" and are less likely to do so.

Encouraging Empowerment and Growth: Setting boundaries doesn't mean being inaccessible or detached from the team. Instead, it allows leaders to empower their direct reports by fostering independence and decision-making skills. By encouraging autonomy within a supportive framework (i.e. regularly scheduled 1-to-1's and huddles), leaders can create an environment where employees feel empowered to take ownership of their work while knowing they can seek guidance when necessary.  

Transparent Communication: Effective boundary setting requires clear and transparent communication with the team. It's important for leaders to explain the reasons behind the boundaries and their positive impact on overall team productivity. By openly communicating about the boundaries, leaders can ensure that their direct reports understand the expectations and feel comfortable approaching them within the designated time limits. Had this been done by my client’s old boss, it could have gone a long way to prevent the weird feelings behind the rigid “open/closed door” hours.  

Scheduled Check-Ins and Support: To address concerns about being accessible, leaders can establish regular check-ins or office hours where they are available for discussions, feedback, and support. By proactively scheduling dedicated time for team interactions, leaders can foster an environment of open communication while still protecting their focus time. 

Daily Scheduled “Sh*t” Happens Time Blocks: To prevent newly, super-intentional and purposeful schedules to stay on the rails, leaders can create brief daily time blocks to address the mishaps: the unplanned yet urgent items that come up throughout the day. While the likelihood of 1 event happening is slim, there are so many of these potential unplanned events that it is highly likely that something will come up. I like to "plan for the worst, but hope for the best." By setting a little time for these things, leaders are much more likely to stay on track with the rest of their day.

It's crucial to emphasize that setting boundaries doesn't mean being distant or cold. It's about creating a structure that allows for effective time management, increased productivity while still creating a supportive work environment. It doesn’t have to be one or the other.  

What boundaries are you ready to set within the workplace to create the work/life balance you need to show up as your best self for your team and family?