Planning the Unplanned: The Key to High Performance and Lasting Success

Over the course of my career, working across diverse organizations and managing teams both directly and indirectly, one recurring challenge has stood out: unplanned absences.

How often have we heard statements like these?

• “I’m on sick leave today; I won’t be able to join.”
• “There’s a personal crisis at home, and I need to step away for the week.”
• “I intended to come in, but something urgent came up.”

Unplanned absences are a natural part of both personal and professional life. While sometimes unavoidable, they can trigger ripple effects across teams and projects. Though they may seem like an easy escape for the individual, the consequences for colleagues and the team as a whole can be significant.

I’ve witnessed firsthand how projects, even those on solid footing, can spiral into crisis when key team members disappear unexpectedly, leaving their colleagues to manage compounded challenges alone. Addressing this issue is difficult because it often involves personal circumstances and sensitive topics. Yet, the impact on team dynamics, trust, and project outcomes makes it an important conversation to have.

A Tale of Contrasting Attitudes

Consider two contrasting scenarios from my own experience:

1.      A team member, despite facing a deeply personal crisis—such as the loss of a parent—takes a moment to inform their manager, ensuring critical responsibilities are addressed before stepping away. Their actions demonstrate not only accountability but also a profound commitment to their team and the project.

2.      In contrast, another team member disappears without notice during a crucial project phase, leaving their colleagues scrambling to cover the unexpected gap. The lack of communication adds unnecessary stress and disrupts team momentum.

I've also witnessed individuals who, despite feeling unwell, make the extra effort to ensure smooth handovers or provide guidance before stepping back. Their quiet dedication may not always be acknowledged immediately, but it fosters trust, strengthens team cohesion, and leaves a lasting impact on morale and performance.

The Core Message: Planning Matters

Let me be clear: taking time off when necessary is vital for maintaining work-life balance and personal well-being. This article is not about discouraging legitimate, planned leave. Rather, it emphasizes the importance of proactive planning to minimize disruptions for others whenever possible.

With over two decades of experience in the industry—and having rarely relied on unplanned absences myself—I’m still struck by the frequency with which this challenge arises for some individuals. It’s not just a minor inconvenience; it significantly affects trust and the smooth operation of a team.

The Impact of Unplanned Absences

Unplanned absences go beyond the immediate disruption they cause—they can have far-reaching consequences, including:

1. Reciprocity: Your actions might set a precedent, leading others to adopt similar behaviors, which could disrupt your own work.
2. Trust: Colleagues and managers may lose confidence in your reliability, even if they don’t vocalize their concerns.
3. Opportunities: Frequent absences can limit your chances for roles that demand high levels of accountability and leadership.
4. Relationships: Over time, chronic absences can erode relationships and diminish your professional reputation.

A 2023 study found that unplanned absences contribute to a 29% decrease in team productivity and a 24% increase in project delays. While occasional emergencies are inevitable, habitual unplanned absences can severely impact performance and trust.

Suggestions for Managing Unplanned Absences

If you find yourself frequently facing unplanned absences, here are three actionable steps to manage the situation more effectively:

1. Review the Need Before announcing your absence, pause and assess the situation: Can you delegate or manage critical tasks for a short time, even if you’re unwell? Is your absence truly unavoidable, or can the situation be mitigated through better planning?

A little extra effort upfront can prevent unnecessary disruptions for your team.

1. Communicate Clearly If an absence is unavoidable, communicate transparently: Provide stakeholders with a timely and truthful explanation. If the absence is due to poor planning, take responsibility. Proactive, honest communication can ease frustration and maintain trust.
2. Reflect and Prevent After the absence, take time to reflect on its cause: What led to this unplanned leave? Were there signs or issues you could have addressed earlier? What steps can you take to avoid similar situations in the future?

Treat each instance as an opportunity to learn and refine your approach to planning.

Final Thoughts: Planning the Unplanned

Unplanned absences are almost always undesirable, but they’re also inevitable at times. The key is to take proactive steps to minimize their frequency and impact.

By taking ownership of our schedules and communicating proactively, we not only reduce disruptions but also foster a culture of trust and accountability.

👉 How do you and your team approach unplanned absences? I’d love to hear your thoughts.

Key Takeaways:

1. Unplanned absences impact trust, relationships, and team dynamics.
2. Accountability and communication are key to mitigating the effects of an unexpected leave.
3. Proactive planning can help avoid unnecessary disruptions.