Merriam-Webster defines agile as “marked by ready ability to move with quick easy grace,” and “having a quick, resourceful and adaptable character.” Being agile is about keeping up, taking quick action and being comfortable shifting direction on a moment’s notice.

Agility has been a lesson in which most of us have involuntarily taken a crash course since the start of the COVID-19 pandemic, where normalcy and stability have been in short supply. In an article published by Fast Company titled, “Follow these 4 steps to handle the unexpected like a pro,” entrepreneur Rick Pastoor shares four steps that have helped him deal with tasks that unexpectedly land on his desk.

No. 1: Swap your “yes” for “let me check and get back to you”

Saying no can be difficult – especially in a client-services focused field like public relations. However, acting immediately does not guarantee a positive result for the client. It’s important to learn how to strike a balance. Start by saying, “I will look into this and provide an update in X amount of time.” This way, the client feels heard and knows you’re taking them seriously, while also giving you a moment to assess and formulate a thoughtful response. Rushed work is rarely ever productive work.

No. 2: Estimate the work

Following the above theme, take some time to make an honest estimation of how much time you think the task will take. Like Pastoor, the author of the article, I block off time on my calendar for tasks, which I have found is a fantastic way to train my estimation skills, as well as set realistic and achievable deadlines. Evaluate your bandwidth and ability to take on the project and determine how much time you will need to turn it. Once you have that understanding, check back in with the client or team member to let them know when they can expect the task to be complete.

No. 3: If there’s no specific deadline, don’t assume it has to happen now

If something pops up unexpectedly (i.e., a question from a client, or a request from your boss to review a document), it can feel urgent. But often, it’s not. We must shift our perspective that an unplanned question is synonymous with an urgent one. If there’s no specific deadline attached, assume that the implicit question is: “When can you fit this in?” I’ve found it useful to propose a deadline, rather than ask the person who sent the request for one. Again, this is where my calendar comes in to play in helping me assess what I can reasonably assist with and when.

No. 4: Know to what you’re saying no

Like I mentioned previously, my calendar is my guidepost. I use it to keep track of meetings, as well as to track tasks and projects and their associated deadlines. When a timely request pops up, I can clearly visualize what projects and tasks might need to shift to accommodate the incoming request. With this visibility, I can quickly and easily let my teammates know if I will not be able to meet a previously agreed upon deadline in order to accommodate the new request.

Today’s work environment is fast paced – especially in PR. Rather than feeling overwhelmed by unexpected requests, we can learn how to be agile and nimbly manage everything on our plate.