I was sent information and was asked to approve the cost of a program that was being sold to a major customer. The person who sent it over provided an overview, the logic behind their approach, and the justification for their request. I was asked to review and then give my insights and consent to present to the client.

About a week and a half later, I was sent another email by the same person, with a short question and statement, “Do you approve? I need to get this over to them (the client) ASAP.”

I failed to follow up.

I am not going to lie, one of my initial reactions was to find fault in the individual who requested my authorization.

“Why didn’t he check with me sooner?”

“I don’t remember getting this email.”

Yeah, none of that mattered. I did not plan correctly, did not allocate the time, did not give myself a deadline. Apologizing, I quickly addressed the situation and began the process of trying to get an answer back and to seek perspectives from other stakeholders in the organization.

As I reflected on my error, I set about looking for ways to make sure this did not happen again. Yet, I looked at it from two different perspectives.

• What can I do to improve my own processes to ensure I respond to requests from others?
• What can I do to empower others to hold me accountable to replying to their needs?

At the next staff meeting, I discussed with the entire group what I planned to do going forward, setting clear expectations.

Auditing Your Procedures

• The Daily Review: I have reenforced my start and end of each day habit to review all outstanding requests and commitments. Using Outlook tasks as a tracking system, I flag items requiring my approval or input, with clear deadlines and priority levels. This creates two daily checkpoints to catch anything falling through the cracks.
• Response Guidelines: I have committed to getting back to the 24-hour rule. All communications that require me to move something along will be answered within 1 day. It does not mean I will solve the issue. However, I have acknowledged the request with an estimated completion date.
• Hyper Protected Time: I fell away from formally blocking my calendar with protected time to work on administrative and more tactical activities. Now, at least one hour each day is reserved, and I will only change it for high priority items.

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Empowering Others

• Red Flag Rule: I have given the team explicit permission to send a standardized “Red Flag” follow-up message when they haven’t received a response within the agreed-upon timeframe. This removes the awkwardness of repeated follow-ups and makes it a normal part of operations rather than a fear of criticizing the boss.
• The Two-Way Street: I encouraged everyone to include their own deadlines and project timelines when making requests. If needed, they are free to explain the impact of delayed decisions on their work and clients. This shifts the dynamic from simply waiting for my response to a collaborative commitment to mutual success.
• Progress Checks: I already have weekly one-on-ones with the team. Therefore, I added as a part of the formal agenda where team members can bring up stalled requests or pending decisions. This creates dedicated time and space for follow-up conversations, making it easier for team members to raise concerns without feeling like they’re interrupting or being pushy.

Success in business hinges on our ability to maintain momentum through efficient decision-making and clear communication. By implementing structured daily reviews, setting response time standards, and blocking protected time, leaders can better manage their commitments.

Meanwhile, empowering teams through systems like red flag protocols, two-way street policies, and progress check creates a culture where follow-up becomes systematic rather than personal, ensuring that important decisions don’t get delayed, and team members feel supported in moving their projects forward.

I don’t like to fail. It is even harder when it impacts others.

David Buck is the author of the book The Time-Optimized Life, and co author of The Retirement Collective, owner of Kairos (Time) Management Solutions, LLC. Learn how to apply the concepts of proactively planning and using your time. Take the Time Management Analysis (TMA), the Retirement Time Analysis (RTA), or all the other free resources offered to help bring more quality time into your life.

The post I Failed to Follow Up first appeared on Infinity Lifestyle Design.

David Buck Time Strategist

In 35+ years of business development, David developed a strong awareness of what it took for people to be productive and efficient, not just busy. He also personally sought to gain a balance of having a successful career along with the ability to pursue a meaningful personal life.

That led David to start Kairos Management Solutions, focusing all his attention to guide business professionals who struggle with a lack of flexibility in their life to gain more quality personal time. David helps others craft a strategy around their current management of time, and then define a lifestyle of intention, ease, and joy.

In 2024, David released two books, the first being The Time Optimized Life. The book reframes the reactive nature of time management and replaces it with a proactive method of time optimization. In addition, he co-authored The Retirement Collective, where he highlights and provides solutions for how to maximize the use of time for people in post-career life.