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BLUF:
- Is there an issue when my directs forward my meeting requests to other people?
- If so, how should I handle this?
I work at a small consultancy, and we regularly have staff placed at a number of our customers. At the current customer where I manage 5 direct reports, the company has cultural practices around email that include copying many people to keep them informed and always using "reply-all." An extension that I have noticed of this is that when meetings are scheduled, the meetings can often be forwarded to other people that the original organizer did not intend.
This is particularly troublesome when you try to get time on someone's calendar for a pre-wire to the big meeting. When they see the topic they decide to invite everyone who they think should know about the impending discussion under the umbrella of "transparency."
Now my directs are starting to follow the same behavior, forwarding my meetings to other folks or directs they think I should share my information with. Luckily, MS Outlook let's me know what they did.
I fundamentally think this is horribly rude, cause you don't invite folks to a party if you aren't the host. But maybe I am just seeing it from the wrong side.
Thanks,
J
time for feedback
Can I share something with you?
When you forward my meeting requests without asking me first, you change the make up of the attendees verses what I intended and this can have a direct influence on the effectiveness of the resultant meeting. How can you do this differently in the future?
The answer I think you would be looking for is 'I will advise you whom I think you may have missed and why and ask you first if it is OK to share the invite'.
Kind regards
Kev
RACI: Consulted vs Informed
] they decide to invite everyone who they think should know about the impending discussion
Hmmm. To what extent have you had an opportunity to discuss whether someone is consulted versus informed about an impending discussion? There are a couple MT podcasts which may prove helpful for your O3 meetings with your directs.
https://www.manager-tools.com/2012/03/how-use-a-raci-matrix
https://www.manager-tools.com/2008/11/simple-stakeholder-decision-analys...
also: https://en.wikipedia.org/wiki/Responsibility_assignment_matrix
Being consulted on a matter implies the person has expertise and two-way communication. Informed is the stakeholder who may only want to know when the task is done!
Assume positive intent--I don't believe your directs are trying to be rude. I think it is great your directs are aware of those affected by a decision (stakeholders.) Using a more nuanced approach beyond feedback with your team by conducting stakeholder analyses will be a great coaching opportunity leading to (I believe) greater effectiveness for your group and company. Oh, and you'll save time by not having people ask permission of you to forward invites and by not having folks attend meetings unnecessarily!