Reader situation
You start working with a collaborator on a project, a Circle or a joint piece of work. You assume they’ll understand when you’re available; they assume you’ll reply quickly. A week later, one of you is frustrated and the other doesn’t know why.
Central idea
Unspoken availability can lead to conflicting expectations. Explain when and how you can respond, and review that agreement when circumstances change.
Practical steps
- Identify needs. Work out what each of you needs from the other. 2. Define availability. Describe when and how you can respond. 3. Communicate clearly. Share your availability before starting. 4. Agree urgent route if needed. Decide how to handle genuinely urgent matters. 5. Review. Revisit the agreement when circumstances change.
Worked example
Fictional example
The people and details are invented to illustrate an approach. It reports no outcomes.
Mei and Tobias agree to co-host a Circle. Before starting, Mei explains that she checks Circle messages in the mornings and usually replies within a day, but doesn’t respond on weekends. Tobias says he can respond on weekends but is often in meetings on weekday afternoons. They agree that for anything urgent, such as a problem with a post that breaks guidelines, they’ll send a direct message and the first to see it will act. After two months, Mei’s role changes and she becomes less available on Mondays, so they update the agreement.
Companion tool: Availability agreement
Complete this together at the start of working with someone.
Collaborators: ________
1. What we each need I need from you: ________
You need from me: ________
2. Availability
| Name: ________ | Name: ________ | |
|---|---|---|
| Usual response time | ||
| Days and times available | ||
| Times I won’t respond | ||
| Preferred channel |
3. Communicated on: ________
4. Urgent route (if needed) What counts as urgent: ________
How to reach each other: ________
5. Review We’ll review this on: ________
Or sooner if: ☐ roles change ☐ workload changes ☐ either of us asks
Boundaries
- Availability agreements should be realistic for both people. Don’t commit to response times you can’t sustain.
- Respect each other’s stated limits, including times you won’t respond.
- Workplace policies and roles may set some availability expectations. Work within them.
Member action
Tell a collaborator your realistic response window before starting work together. Ask for theirs in return, so the agreement works both ways.
Discussion prompt
How do you agree availability expectations with new collaborators?
