Updated September 2026: in July 2019, working on a Monday before an important call, I asked the offshore delivery contact assigned to help me what the call would need, but he was too busy and asked me to schedule time later. The call then went unexpectedly. I have rewritten it into advice on preparing for a call when your supporting colleague is unavailable.
I was collecting information from every available source and updating the deck with the leaders' comments from the previous call. I checked with the offshore delivery contact assigned to support me about what the day's call required and what we should gather. He was too busy and asked me to schedule a slot later. The call brought surprises I was not prepared for.
What should you do when your support is unavailable?
Prepare as if you are on your own. List the actions from the last call, mark which are done, and note which depend on your colleague. Send him that list with a clear question: "Can you confirm items 3 and 4 before 2 pm?" A short, specific request is easier to answer than a meeting.
How do you prepare for surprises on a call?
- Review the previous call's comments and check each is addressed.
- Anticipate questions about anything not yet done, and have a date ready.
- Know which topics belong to others, so you can defer them clearly.
How do you handle an unexpected turn on the call?
Listen, take notes and avoid committing on the spot. "I will confirm with the delivery team and update by tomorrow" is a professional response that buys time.
Should you raise your colleague's unavailability?
With your manager, factually and only if it affects the work repeatedly. Busy periods happen; a pattern of unavailable support on an assigned opportunity needs a decision about staffing.
What should happen after the call?
Send the actions to everyone, including your colleague, with owners and dates. It brings him back into the loop without blame.
How do you avoid this next time?
Book a fifteen-minute prep slot with your supporting colleague before each important call.