You can plan everything perfectly. Triple-check every detail. Have backup plans.
And then, 10 minutes before go-time, everything falls apart.
The best leaders aren't the ones who prevent every problem.
They're the ones who solve problems fast when they happen.
Think About Your Own Experience
Have you ever had a major problem right before an important deadline?
What's the fastest you've ever had to make a critical decision?
When plans fall apart, do you panic or stay calm?
Have you ever had to completely change your approach at the last minute?
Three Real Crisis Stories
Story 1: Katy Perry's Super Bowl Halftime Show (2015)
The Setup: Super Bowl XLIX. 114 million people watching live on TV.
Katy Perry is about to perform the halftime show. Months of planning. Hundreds of dancers.
Massive stage production with moving platforms, flying equipment, and pyrotechnics.
The Crisis Timeline:
T-minus 2 minutes: One of the main stage platforms won't move.
It's stuck. This platform is CRITICAL for the opening sequence.
T-minus 90 seconds: Backup hydraulic system also fails.
The technical director has to make a decision RIGHT NOW.
The Solution (60 seconds to decide): "We'll have to improvise.
Katy starts on the opposite side. Dancers reroute. Camera angles change.
We make it work with what we have."
Result: Show goes on. Nobody watching at home knew anything went wrong.
The team worked around the problem in real-time.
The lesson: Sometimes you can't fix the problem. You have to work around it.
And you have 60 seconds to decide how.
Story 2: London Olympics Opening Ceremony (2012)
The Setup: Danny Boyle is directing the Opening Ceremony for the London Olympics.
80,000 people in the stadium. 1 billion watching on TV worldwide.
The ceremony has been rehearsed dozens of times. Every second is choreographed.
The Crisis:
3 hours before the ceremony: One of the torch bearers gets sick.
Can't perform. This person had a specific role that was practiced for months.
2 hours before: Weather forecast changes. Rain expected during
a key outdoor sequence that wasn't designed for rain.
The Solutions:
Torch bearer: "What are our options? Who knows this sequence?
We need someone NOW. Train them in the next 90 minutes."
Rain: "We can't control the weather. What CAN we control?
Bring waterproof covers for the electronics. Brief performers about slippery surfaces.
We pivot the lighting if visibility is bad."
The lesson: You can't control everything. Focus on what you CAN control.
Have backup plans for your backup plans.
Story 3: Coachella Festival - Headliner Cancels (2019)
The Setup: Coachella is one of the biggest music festivals in the world.
Kanye West is scheduled to headline. 125,000 people have bought tickets specifically to see him perform.
The Crisis:
10 days before the festival: Kanye West pulls out. Won't perform.
Contract disputes. The organizers have 10 days to replace the biggest name on the lineup.
The Decision Process:
Option 1: Promote one of the existing artists to headline
(fast, but disappointing to fans)
Option 2: Book a replacement headliner
(difficult with 10 days notice, very expensive)
Option 3: Create a unique alternative experience
(risky, but could be memorable)
What They Did: Booked Ariana Grande as replacement.
Paid premium price for short notice. Negotiated 24/7 for 3 days straight.
Made it work.
The lesson: Sometimes there's no good option. You pick the least bad option and execute it perfectly.
What These Stories Teach Us
80% of major projects face at least one critical unexpected problem
The difference between success and failure isn't avoiding problems. It's how fast you solve them.
You typically have 10% of the time you think you have to decide
If you think you have 10 minutes to make a decision, you probably have 1 minute before the window closes.
The best solution is often "good enough right now"
Perfect solutions take time you don't have. Good enough solutions save the day.
The Pattern in All Three Stories:
✓ Something critical breaks at the worst possible time
✓ No time to fix the root problem
✓ Leaders quickly assess: What are our options?
✓ Pick the best available option (not the perfect option)
✓ Execute immediately with full commitment
✓ Team adapts and makes it work
Quick Problem-Solving Language
When things go wrong fast, you need fast language.
These 6 expressions help you assess situations quickly, get options on the table,
and make decisions under pressure. Click each card to learn how to use them.
1. "What's Plan B?"
Meaning: What's our backup option if the main plan doesn't work? When to use: When the primary approach is failing or at risk Tone: Practical, forward-looking (not panicked)
Context (Super Bowl Halftime):
"The platform won't move and we're out of time. What's Plan B?
We can't fix this in 90 seconds, so what's the alternative approach?"
Your Application:
Use this to immediately shift focus from the broken plan to alternatives.
It signals: we're not wasting time trying to fix the unfixable—we're moving to the backup.
2. "We need a workaround"
Meaning: We need a temporary solution that bypasses the main problem When to use: When you can't solve the root cause but need to keep moving Tone: Problem-solving, creative
Context (Technical Failure):
"The software crashed and IT says it'll take 3 hours to fix.
We need a workaround. Can we do this manually? Use the old system temporarily?"
Your Application:
A workaround isn't a permanent fix—it's a way to keep operating while the real problem
gets solved later. Use this when time is more critical than perfection.
3. "Let's think outside the box"
Meaning: Let's consider unconventional or creative solutions When to use: When traditional approaches won't work Tone: Encouraging creativity, open to new ideas
Context (Budget Crisis):
"We can't afford the caterer we booked. Let's think outside the box.
What if we partnered with a food truck company? Or made it a potluck-style event?"
Your Application:
Use this phrase when you want to encourage your team to suggest ideas they might
normally dismiss as "too different" or unconventional. It gives permission to be creative.
4. "We're running out of time"
Meaning: The deadline is approaching fast; we need to decide/act NOW When to use: Creating urgency when team is debating too long Tone: Urgent but controlled
Context (Decision Paralysis):
"I know we all have different opinions, but we're running out of time.
We need to make a call in the next 5 minutes and commit to it."
Your Application:
Use this to cut off lengthy discussions when action is more important than finding
the perfect solution. It refocuses the team on the ticking clock.
5. "What are our options?"
Meaning: What choices do we have available right now? When to use: Starting the problem-solving process, getting clarity Tone: Calm, analytical
Context (Vendor Failure):
"The supplier can't deliver on time. Okay. What are our options?
Can we source from someone else? Delay the timeline? Work with what we have?"
Your Application:
This question prevents panic by creating structure. Instead of reacting emotionally
to the problem, you're immediately mapping out possible paths forward.
6. "That's a dealbreaker"
Meaning: This issue is so serious that we cannot proceed unless it's resolved When to use: Identifying non-negotiable problems vs. manageable ones Tone: Serious, definitive
Context (Safety Issue):
"I know we're behind schedule, but the safety inspection failed.
That's a dealbreaker. We don't open until this is fixed, period."
Your Application:
Use this to distinguish between problems you can work around and problems that
absolutely must be solved. It helps prioritize when everything feels urgent.
The Problem-Solving Sequence:
1. "What are our options?" (assess)
2. "What's Plan B?" (identify alternatives)
3. "We're running out of time" (create urgency)
4. "We need a workaround" (find practical solution)
5. "Let's think outside the box" (if conventional options fail)
6. "That's a dealbreaker" (identify what MUST be fixed vs. what can be worked around)
Adaptation & Flexibility Language
Once you have a plan, you need to execute it—even if it's not perfect.
These expressions help you communicate flexibility, manage expectations,
and keep your team moving forward when conditions aren't ideal.
7. "We'll have to improvise"
Meaning: We'll have to make it up as we go / adapt in real-time When to use: When there's no script, no plan, just react and adapt Tone: Honest about uncertainty but ready to act
Context (Super Bowl Example):
"The platform's stuck. We can't rehearse the new approach.
We'll have to improvise. Dancers, follow Katy's lead. Camera operators, track her wherever she goes."
Your Application:
Use this when plans have completely broken down and your team needs to adapt on the fly.
It acknowledges the chaos while giving permission to be flexible.
8. "Let's pivot to..."
Meaning: Let's change direction and focus on this new approach instead When to use: Redirecting the team to a new strategy Tone: Decisive, clear direction
Context (Strategic Shift):
"We're not getting the vendor we wanted. Let's pivot to using local suppliers instead.
I need everyone focused on that new approach starting now."
Your Application:
"Pivot" is powerful because it acknowledges the change without dwelling on the failure.
You're not apologizing or explaining—you're pointing to the new direction and moving.
9. "We can work around that"
Meaning: This problem won't stop us; we can find a way to proceed despite it When to use: Reassuring the team that an obstacle isn't fatal Tone: Confident, solution-oriented
Context (Obstacle Management):
Team: "We can't get permits for the outdoor space."
You: "Okay. We can work around that. We'll move the outdoor activities to the covered pavilion instead."
Your Application:
Use this to prevent your team from getting discouraged by obstacles.
It signals: this isn't ideal, but it's not a disaster either.
10. "It's not ideal, but..."
Meaning: This isn't our first choice, but it's the best option available When to use: Managing expectations while presenting a compromise solution Tone: Honest, realistic
Context (Compromise Solution):
"It's not ideal, but using the backup generator means we can still run the essential equipment.
We'll just have to reduce the lighting in non-critical areas."
Your Application:
This phrase does two things: (1) acknowledges that you know it's not perfect,
(2) positions the solution as the best available choice given constraints.
11. "We'll make it work"
Meaning: Whatever it takes, we'll find a way to succeed When to use: Showing determination and commitment despite challenges Tone: Confident, reassuring
Context (Team Morale):
"I know this isn't what we planned. The conditions aren't great.
But we've come too far to quit now. We'll make it work."
Your Application:
Use this when your team is doubting whether success is possible.
It's a commitment statement—you're saying "I believe we can do this" with confidence.
12. "We'll cross that bridge when we come to it"
Meaning: We'll deal with that problem later; focus on immediate priorities now When to use: When team is worrying about future problems instead of current ones Tone: Reassuring, prioritizing
Context (Preventing Overwhelm):
Team: "What if it rains next week during setup?"
You: "We'll cross that bridge when we come to it. Right now, let's focus on today's checklist."
Your Application:
Use this to prevent your team from getting paralyzed by hypothetical future problems.
It keeps focus on what's actionable RIGHT NOW.
All 12 Expressions - Quick Reference
Quick Problem-Solving
What's Plan B?
We need a workaround
Let's think outside the box
We're running out of time
What are our options?
That's a dealbreaker
Adaptation & Flexibility
We'll have to improvise
Let's pivot to...
We can work around that
It's not ideal, but...
We'll make it work
We'll cross that bridge when we come to it
Your Crisis Stories
Now it's your turn.
Everyone who manages projects has crisis stories. Choose 2-3 scenarios below
that match your experience. Use the expressions you learned to describe what happened
and how you handled it.
Choose 2-3 Crisis Scenarios to Discuss
When a Supplier Failed
Tell the story: A critical supplier didn't deliver on time, sent the wrong items,
or went out of business. What was Plan B? How did you improvise?
The Last-Minute Change
Someone changed requirements at the last minute. Client, boss, government regulations.
You had hours or days to adapt. How did you pivot?
Critical Equipment Failure
Technology broke. Machines failed. Power went out. Something essential stopped working
right when you needed it most. What was your workaround?
Weather Destroyed Your Plans
Rain, snow, heat, wind—weather ruined your carefully planned event or project.
You couldn't control the weather, so what COULD you control?
Key Person Couldn't Perform
Someone critical got sick, quit, didn't show up, or couldn't do their job.
Last-minute replacement? Redistribute responsibilities? How did you make it work?
Budget Suddenly Cut
You planned with X budget, then got told it's now 50-70% of that.
What did you cut? What creative solutions did you find? What corners did you have to cut?
Your Selected Crisis Stories:
Click 2-3 cards above to select your discussion topics...
Discussion Framework
For Each Crisis You Discuss, Cover:
The Setup: What was supposed to happen? What were you working toward?
The Crisis: What went wrong? How much time did you have to fix it?
Options Assessment: What were your options? Which ones were dealbreakers?
The Decision: What did you choose? Why?
Execution: How did you communicate it? How did the team adapt?
Outcome: Did it work? What would you do differently now?
Use These Expressions:
Try to naturally include at least 5 different expressions from today's lesson
while telling your stories. Don't force them—use them where they fit naturally.
Useful Expressions for Your Stories
Assessment Phase
What are our options?
What's Plan B?
We're running out of time
That's a dealbreaker
Solution Phase
We need a workaround
Let's think outside the box
Let's pivot to...
We can work around that
Execution Phase
We'll have to improvise
It's not ideal, but...
We'll make it work
We'll cross that bridge when we come to it
The Ultimate Crisis Challenge
Your Final Test:
You'll face a multi-layered crisis scenario. You have 5 minutes to talk through
how you would handle it. Use at least 5 different expressions from today's lesson.
The Scenario: Everything Goes Wrong at Once
You're managing a major project with a firm deadline that cannot move.
You're 72 hours away from the launch date. Everything was on track... until this morning.
Five Critical Problems Just Happened:
Equipment Failure: Your main technical system just crashed.
The vendor says it will take 5 days to fix. You have 3 days.
Weather Alert: Severe weather is forecast for your launch day.
50% chance of conditions that would make your outdoor components unsafe.
Key Team Member Out: Your most experienced team lead is in the hospital.
They won't be back in time. Nobody else knows their systems as well.
Budget Overrun: You just learned you're 30% over budget.
Finance is demanding cuts immediately. What do you cut without destroying the project?
Client Change Request: Your client/stakeholder just requested
a "small change" that would actually require 40 hours of work. They insist it's non-negotiable.
Your team is looking at you. Some are panicking. Some are suggesting you delay the launch.
Some are saying it's impossible. What do you do?
Your Task (5 Minutes)
Walk through your crisis response:
Which problem do you address first? Why?
Which problems are dealbreakers vs. manageable?
What are your options for each problem?
What's your Plan B if the weather forecast is accurate?
How do you handle the budget overrun?
How do you respond to the client's "non-negotiable" change?
What do you communicate to your team RIGHT NOW?
Required: Use at least 5 different expressions from today naturally in your response.
5:00
Remember: There's no perfect solution here. The goal is to demonstrate
clear thinking under pressure and practical problem-solving.
Expression Checklist
Check off as you use them:
What's Plan B?
We need a workaround
Let's think outside the box
We're running out of time
What are our options?
That's a dealbreaker
We'll have to improvise
Let's pivot to...
We can work around that
It's not ideal, but...
We'll make it work
We'll cross that bridge when we come to it
After the Challenge
Debrief Questions:
Which problem was hardest to solve? Why?
Did you prioritize the right problems first?
Which expressions felt natural? Which felt forced?
Would your team feel confident in your approach?
What would you actually do if this happened to you tomorrow?
Lesson Review: When Plans Fall Apart
What You Learned Today
Three Crisis Response Stories
Super Bowl Halftime (2015): Stage platform fails 2 minutes before show.
Team improvises new choreography in 60 seconds.
London Olympics (2012): Torch bearer sick 3 hours before ceremony + weather changes.
Multiple backup plans activated.
Coachella (2019): Headliner cancels 10 days before festival.
Organizers negotiate replacement in 72 hours of non-stop work.
Set 1: Quick Problem-Solving
What's Plan B?
We need a workaround
Let's think outside the box
We're running out of time
What are our options?
That's a dealbreaker
Set 2: Adaptation & Flexibility
We'll have to improvise
Let's pivot to...
We can work around that
It's not ideal, but...
We'll make it work
We'll cross that bridge when we come to it
Key Lessons from Crisis Management
Perfect solutions take time you don't have
In a crisis, "good enough right now" beats "perfect eventually." Execute the best available option immediately.
Focus on what you CAN control
You can't control weather, vendors going bankrupt, or people getting sick. Focus your energy on variables within your control.
Have backup plans for your backup plans
Plan B is essential. But what if Plan B also fails? The best crisis managers think three steps ahead.
Communicate decisions fast and clearly
Your team needs to know: What's the problem? What are we doing about it? What do YOU need to do right now?
The Crisis Response Framework
When Things Go Wrong:
Assess quickly: "What are our options?"
Identify dealbreakers: "That's a dealbreaker" vs. "We can work around that"
Choose the best available option: "What's Plan B?"
Execute decisively: "Let's pivot to..." / "We'll make it work"
Adapt in real-time: "We'll have to improvise"
Keep team focused: "We're running out of time" / "We'll cross that bridge when we come to it"
Together, these lessons cover: leading people through problems AND solving the problems themselves.
Teacher's Notes
Student Progress (Lesson 2):
• Expressions used most naturally:
• Problem-solving approach (reactive vs. strategic):
• Ability to prioritize under pressure:
• Communication clarity during crisis:
• Areas for continued development:
• Recommended next focus:
Excellent Work!
When plans fall apart, you now have the language to solve problems fast.
Use these expressions when the pressure is on.