Hi there,

You know when you are flat out with work, and someone suddenly stops you to ask you a question...

You say, “I’m just really busy right now.”

Totally normal, right?

I know, you are in back-to-back with meetings, your inbox is overflowing, and you’re juggling more than ever.

However you have a problem…

“I’m busy” is quietly damaging your leadership.

It doesn’t sound strategic — it sounds reactive.

When your team or peers hear it, they often interpret is as:

• They’re not important enough for your time.
• You’re unavailable to support them.

You might be trying to show how hard you’re working, but it can create a disconnect — making others feel overlooked, or worse, like you're constantly firefighting.

What do smart leaders say (and do) instead?

It comes down to two things:

1. How you think — the mindset of a leader who’s proactive, not reactive.
2. How you act — the systems and habits that help you stay in control.

Here are three simple shifts that make a big difference:

1. Block Time to Think

Smart leaders don’t wait for time to appear — they create it. They block time for strategic thinking.

For example, weekly planning, where each week ask yourself:

• What matters most this week?
• Where do I need to lead, not just manage?
• Who needs my attention or support?

Without this space, you’re always reacting to others’ urgency.

With it, you naturally start leading more.

2. Protect One-to-Ones Like Gold

One-to-ones are not just admin time. They’re where your real leadership happens.

They help your team prioritise. They help you coach and unblock them. They prevent issues from becoming big problems.

If you’re missing these — or they’re constantly rescheduled — make them non-negotiable again.

(And if you need help, I’ve got a One-to-One Toolkit you can grab here.)

3. Set “Office Hours” for Ad-Hoc Questions

There will always be times when your team needs quick advice and direction.

Being constantly available can feel helpful — but it drains your focus. Try instead to be predictably available.

Set time each day/week when you are open for these conversations or just say to your team “I’m available from 4 to 5pm each day — that’s a good time to check in if something pops up.”

If you’re working remotely, set up a regular video call link.

This creates structure, reduces interruptions, and helps your team know when and how to approach you.

Language Matters Too

“I’m busy” can sometimes just shoot from our mouths as a reaction to yet more work coming in, so if this happens to you try replacing it with phrases like:

• “Where does this fit with current priorities?” and open up a conversation on its importance.
• “Can we look at how to resource this together?” this allows you to open a conversation about what and how the work will get done.
• “If this is more important, what should we pause to make space for it?” this allows you to get aligned on priorities and help teams make choices.

And one of the most powerful questions you can ask your team when they bring you a problem or a challenge is:

• “What do you think we should do about this?”

It gets them thinking. It gives you time to think so that you don’t jump into the auto pilot taking the task on or solving the problem for your team. And it shifts the tone from reactive to collaborative, and is far more empowering.

Want to see this in action?

In this week’s video, I walk through:

• Why “I’m busy” is a red flag
• What smart leaders actually do differently
• The exact scripts and habits that will help you lead with clarity and control

​Click here to watch the full video now.

You’ll walk away with practical tools to stop firefighting — and start leading.

I'd love to hear from you — which of these resonates most?

What's one small change you could make this week to be more available to your team while protecting your focus time?

Until next week,

Best, Helen

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