Laura West, a seasoned leader and researcher with a Ph.D. in linguistics, shares her insights on navigating resource constraints in leadership roles. She emphasizes the importance of creative problem-solving instead of an immediate 'no' when faced with stakeholder requests. Key strategies include showing your work, presenting multiple options with recommendations, and highlighting trends to maintain credibility. West also discusses proactive communication and prioritizing tasks to meet expectations effectively while enhancing team dynamics.
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Quick takeaways
Leaders should spend time evaluating requests collaboratively, allowing for creative problem-solving and enhancing stakeholder relationships.
Maintaining a record of requests and outcomes supports data-driven conversations that strengthen credibility and effectively manage resource limitations.
Deep dives
Responding to Resource Requests
Leaders often face the challenge of responding to requests from stakeholders when resources are limited. To navigate this, it is crucial to take a moment to step back and evaluate the situation before providing a response. Spending 30 to 60 minutes to reflect on personal feelings regarding the request and to check in with team members can reveal hidden capacities or potential solutions. This initial deliberation can result in a more informed and collaborative response, allowing leaders to avoid an outright rejection and position themselves as thoughtful partners.
Creative Problem-Solving Techniques
When responding to requests for resources, facilitating a brief problem-solving session with colleagues from different teams can yield creative solutions that don't require additional overtime. By bringing together cross-functional team members, leaders can access diverse perspectives and possibly discover existing tools or processes that simplify the request. Collaboration can lead to insights that transform a challenging request into manageable parts, fostering a teamwork-oriented approach to resource limitations. This proactive strategy illustrates that even under constraints, workable solutions can emerge through collective brainstorming.
Offering Alternatives
Presenting stakeholders with several options—even when the answer is largely a no—can significantly enhance collaboration and relationship-building. Leaders can propose smaller tasks, training opportunities for stakeholders, or adjustments to deadlines as possible compromises. Reframing the conversation to include these alternatives demonstrates a willingness to support while also setting boundaries around team capacity. This tactic not only makes stakeholders feel heard but encourages them to engage in problem-solving, creating a spirit of partnership and shared accountability.
Data-Driven Decision Making
Maintaining a record of requests and outcomes facilitates data-driven conversations about resource allocation and team capacity. Documenting requests, the team's responses, and the final outcomes allows leaders to produce factual insights when discussing resource challenges with stakeholders. This analytical approach shifts discussions from emotional pleas to concrete data, providing a clearer picture of the team’s capabilities and the frequency of requests received. Utilizing this data helps to foster constructive conversations about adjusting priorities and enhances the leader's credibility when negotiating workload.
Laura West is a seasoned leader and researcher with many years experience executing and training others in data analysis and strategy. She’s led large teams across several organizations, holds a Ph.D. in linguistics, and is an alum of the Coaching for Leaders Academy. She was selected as one of our new Coaching for Leaders fellows and has taken on a leadership role in supporting our current Academy members.
What do you do when you get a request from a stakeholder, but don’t have the resources to fulfill it? That’s a reality almost every leader faces. In this conversation, Laura and I discuss both the mindset and tactics that will help you respond well.
Key Points
Rather than an immediate “no,” spend an hour working through some steps to creatively problem solve around the request.
Show your work. When you respond, share who you’ve talked with and what’s already been considered to respond to the request.
Present options by summarizing 2-4 paths forward and your recommendations.
Be the data person. Highlight trends over time that help influence different business decisions and maintain your credibility.
Prioritize. But tell, don’t ask. Take the lead on identifying what’s important on behalf of the stakeholder and begin the work.
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