Start by gathering the facts. How often do these events happen, and how essential is Lee’s participation? If they’re occasional and not truly central to the job, treat them as a reasonable accommodation under the ADA. Explain to Lee that you understand their anxiety makes these tasks hard, so rather than count on last-minute attendance, you’ll formally excuse them from non-essential duties. That gives you time to reassign those shifts in advance, and Lee knows exactly what’s expected.
If staffing events is an essential function of Lee’s role—say you’ve always listed it in their job description, and the team can’t function without them—then you need a candid conversation:
“Lee, our team is small and we rely on everyone to staff client events. I’ve noticed a pattern of last-minute absences that leaves us scrambling. Emergencies happen, but I need to know if you can realistically commit to these duties going forward. If it’s too much, let’s figure out whether this role is the right fit or if we need to adjust your responsibilities permanently.”
In either scenario, document your discussion: what you’ve agreed on, any accommodations you’ve offered, and clear expectations for future events. Simultaneously, cross-train another colleague or recruit a pool of backup staff so you’re never left in the lurch. This combination of empathy, clarity, and planning will help you support Lee’s needs while protecting your team’s ability to deliver.
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