How to get through to a busy manager

Your manager's calendar is packed, their inbox is overflowing and getting five minutes of their attention can feel like a mission in itself.

When getting the support, feedback or decisions you need is difficult, a few small changes to how you communicate can make a big difference.

In Apolitical's recent event, How to Communicate Effectively with a Busy Manager, Marenglen Gjonaj, a UN climate policy adviser with over 18 years of experience, and Sebastian d’Huc, a Chief of Staff in the German Bundestag, shared practical strategies for getting your message across, building trust and securing decisions from busy managers.

Here are five tips to make every conversation count.

1. Five minutes might be all you need

A large barrier to communicating with your manager is their busy calendar. To start with, if you’re struggling to get time into your manager’s diary, consider booking a slot with them that’s under 30 minutes.

Marenglen suggested asking for just five to ten minutes when your manager is particularly stretched. A shorter conversation can feel much more manageable.

It's also worth finding out how your manager prefers to communicate. Some might appreciate a quick phone call, while others prefer an email or Teams message.

2. Make it easy for your manager to make decisions

Preparation is everything. When there’s something you need to discuss with your manager:

• Group decisions together and prioritise them by urgency and importance. Start with the most pressing issues and save anything less urgent for another time.
• Frame questions so they can be answered with a simple yes or no, particularly over email.
• Number your questions to make it even easier for your manager to respond quickly.

Most importantly, do the thinking beforehand instead of presenting your manager with a problem. Outline the options and explain the potential consequences of each, so that your manager can spend less time untangling the issue and get straight to making a decision.

3. Make your one-to-ones about more than your to-do list

It's easy to treat a one-to-one as a chance to run through your tasks, get some answers and move on. But these conversations can be much more valuable.

Marenglen encouraged public servants to use one-to-ones not just to report progress, but to build relationships, understand their manager's priorities and check that they're still aligned.

That also means reading the room. Has your manager just come out of a difficult meeting? Are they under particular pressure? Is now really the best moment to raise something complicated?

A little empathy can go a long way.

4. Speak up without turning it into a showdown

What happens when you disagree with your manager, or spot something important they've overlooked?

First, consider whether the issue actually needs their attention. If it does, Sebastian recommended explaining the consequences of not acting, particularly how a small problem today could become a much bigger one tomorrow.

Marenglen also offered an important distinction: challenging the information behind a decision isn't the same as challenging someone's authority to make it. If you have evidence or expertise your manager doesn't, share it constructively. Focus on improving the outcome rather than proving you're right.

5. Turn trust into independence

To gain more independence at work, make it easier for your manager to trust that you’ll make the right decisions.

Sebastian explained that consistently delivering high-quality work helps build confidence over time. The more your manager trusts your judgement, the less they'll feel the need to check every detail.

But you don't necessarily have to wait for that independence to be handed to you. Ask your manager which decisions you're empowered to make yourself, and which ones need their approval. Agreeing on these boundaries can reduce unnecessary back-and-forth and give you more ownership of your work.

Is there any good advice that we've missed? Drop it in the comments below!

Want more tips for getting your manager's attention? Watch the highlights video below, or visit the event page (opens in a new tab) for the full recording, additional resources and complete speaker bios.

This article was written with the help of AI using an anonymised transcript and edited by a human before publishing.