I had made arrangements to begin a new process with my physician partners. The goal is to improve communication amongst the multidisciplinary teams. However I was notified of a last minute meeting, which forced me to reverse my plan to begin the new process. Having to reverse I feel also hurt my buy in on this new process. No one likes change but then to arrange it and then have to halt I feel damaged the process.

How do you professionally decline a last minute meeting request?

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Can you clarify the reporting structure in this scenario? It seems there’s some confusion among the parties involved. Also, could you explain why you’re declining the meeting? It’s important to meet if the goal is to enhance communication.

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It seems there’s an opportunity to strengthen communication with the manager and better align with leadership expectations.
Every new project typically faces some resistance, and to see it through successfully, it’s important to engage not only with those who support the change but especially with those who don’t. Understanding their reasons—whether it's a lack of perceived benefits, concerns about additional workload, or comfort with the status quo—can help address their hesitation. Don’t be discouraged by setbacks; take the time to regroup and consider alternative approaches if necessary.

Weigh the importance of "their" meeting versus "your" planned work. Tomorrow you won't have a plan prepared for the new process. You will, however, have a head full of whatever info was shared at the meeting. Could they have had that meeting without you, and would you still feel up to date on what's going on? If so, the next time a conflict like that comes up, stick to your plan and politely say that you won't be at the meeting. And just as politely, ask if last minute meetings could possibly be held the following morning as you have already planned out your day.

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My planned project to improve communication would have been more beneficial.

Thank you for your advice. I just wanted to word it in a way that was professional but still made clear I had prior arrangements that conflicted with their last minute meeting request

Politely explain you’re committed elsewhere and suggest rescheduling. Emphasize the importance of sticking to the original timeline for consistency.

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