The Time Frame Rule in Crises Leadership

The views expressed are those of the author and do not necessarily reflect the views of ASPA as an organization.

By Tracy Rickman, Ygnacio “Nash” Flores & Don Mason
January 27, 2025

Administrators select varying forms of leadership styles to confront crises. Administrators must possess a portfolio of leadership styles to employ in challenging environments—knowledge of leading benefits an administrator’s decision-making process. Identifying a leadership style and timeline to implement actions during a crisis requires an administrator to be at their best. Understanding how each leadership style affects the outcome of a crisis is an essential feature of leadership. Being cognizant of the leadership style practiced and the expected consequences provides positive outcomes during crises. Examples of crises range from wildland fires to fiscal and health emergencies. Regardless of the crisis, understanding the need to exercise a specific leadership style is essential in limiting the crisis’s impact on citizens and customers.

The Time Frame Rule in crisis leadership considers using the correct leadership style based on the specific problem space confronting an administrator. The Time Frame Rule rules consider decision-making framed by seconds, minutes, hours, days and weeks. Depending on the time frame, an administrator must understand the problem space warrants when considering the best leadership style required to meet the challenges. This article will frame time using measurements of 10 during a crises response.

Leadership exercised in the first 10 seconds of a crisis differs from that exercised 10 hours or 10 weeks later. Adequate preparation is essential for providing sound direction and motivating others through a crisis. A democratic or participatory style of leadership provides insight into guiding others in preparing for a crisis. Involving members of a crisis team in the planning and preparation for a response enhances organizational readiness.  

An autocratic leader is needed to facilitate a response in the first 10 minutes of a crisis. An example is a leading firefighter responding to a wildland fire and giving orders to first responders. An autocratic leadership style eliminates the time required to gain consensus due to the need for immediate decision-making. Responding elements follow instructions; the leader’s role is to provide direction and establish an operational baseline. Another example is a city manager using an autocratic leadership style in responding within the first 10 minutes of a sinkhole crisis in a city.

Leadership past 10 minutes up to 10 hours benefits from situational or participatory leadership styles. In this case, a city manager needs to use the knowledge and experience of city department heads in formulating a strategy to solve the problem and understand other hazards or consequences of the crisis. In this scenario, there is less need for a transactional leadership style than a transformational one.  The pacesetting leader might also fit this 10-hour time frame. As a leader, the city manager must also acknowledge the need to lead the citizens impacted by the crisis. Establishing effective and immediate goals coupled with communication, ethical decision-making and immediate action reflects a pacesetting leader.

Responding to a crisis requires many leadership styles. One such style is servant leadership. Dr. Peter Drucker noted that a servant leader is one who takes care of the people who take care of the citizens or customers. During a crisis, a leader demonstrating a servant leadership style provides the tools, equipment and resources needed to effectively reduce the severity of the crisis or at least respond effectively.  

The 10-day leader can benefit from the coaching leadership style. A visionary leader inspires. In the example of wildland fires, people will be exhausted after ten days of experiencing the fire’s destruction. Responders need guidance and support during the recovery phase of a crisis. Those forced to evacuate need a leader who understands the protocols for moving forward after the crisis. A leader with empathy, understanding and care is needed in this time frame. A compassionate leadership style can benefit the city manager’s response to the sinkhole crises. A leader using the strategic leadership skills of flexibility and collaboration and anticipating the organization’s needs supports favorable outcomes in a crisis. A leader providing insight and vision of future goals and organizational needs establishes a working framework for the organization. Establishing a strategic mission facilitates continuous leadership, a requirement for an organization to deliver its best performance. When a crisis occurs, readiness results in practical actions.

The Time Frame Rule focuses on leadership in the first 10 seconds, 10 minutes, or 10 hours and does not require different people; it requires the leadership flexibility of the administrator. As a leader, the administrator must explore all available leadership styles to respond to a crisis. In most cases, leadership starts with training and education on how to be an effective leader. A good administrator can affect a result; a great leader will do so by caring for those they serve and creating an environment of trust, care, compassion, empathy and ethical decision-making to provide the best possible outcome of a crisis. Effective and efficient leadership is an art based on experience and knowledge.

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Authors: Dr. Tracy Rickman is faculty at Tarleton State University. Dr. Ygnacio “Nash” Flores and Don Mason are faculty at Rio Hondo College.

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