Those pesky deadlines, no matter how far in advance you know about them, seem to always sneak up out of nowhere. And when they do, you often end up in a frenzy trying to get it all done at the last minute.
Indeed, you have the best of intentions but rarely does that matter when your boss is expecting a final product on the date you’ve agreed.
When it comes to keeping deadlines, it is important to acknowledge what can realistically be accomplished within the given timeframe. You need to work with your manager to gain clarity on what is expected and negotiate a more reasonable timeline and get feedback along the way. With a realistic schedule, you can break the project into manageable chunks and work on it in small increments. That way, you can get things done on time and with a lot less stress.
It will be an uphill and very frustrating battle if you refuse to acknowledge this one truth: you can’t do it all at once. Not even the best intentions can make up for the fact that you only have 24 hours in a day. So, the first step in meeting deadlines is to acknowledge what you can do and plan from there. If you are faced with a mountain of tasks, be honest with yourself and your boss about what is possible.
Meet with your manager to discuss the details of the project. What is the expected outcome? What is the definition of “done”? You don’t want to spend days overthinking something that could be completed in an hour. Are the tasks realistic given the timelines? If not, explain to your manager why you feel the deadline isn’t possible. But don’t stop there, be ready to present solutions. What do you think is a more appropriate timeline? Your manager may be willing to negotiate with you if can offer a solid case for a new schedule. Sometimes though, deadlines are fixed, and no amount of negotiation can change it. Don’t feel bad for bringing this to your manager’s attention. It is better to be proactive upfront than to face the potential for embarrassment if you miss the deadline.
The first step to any successful project is to break the project up into smaller chunks of work. That way will have a clearer picture of what the project entails. Review each task and set an estimate for how long you think each will take. Next, prioritize each task as High, Medium or Low. Ask your manager to help you prioritize the tasks. The more you communicate with your manager and keep them engaged, the more likely you are to deliver a final product that meets or exceeds their expectations.
Once you have everything prioritized, go back to your deadline. From there, give yourself a bit of buffer room to account for unexpected events. Consider giving yourself a deadline of three days before the actual deadline. That way, you have time to check double things or correct issues that may arise.
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As mentioned before, it is ok to ask for help. That may be the only way you can accomplish the project within a given timeline. Review your list of tasks for the project. Ask yourself, which of those tasks are major items that only you can complete. Those are the items which you keep for yourself. Find a way to delegate the remaining items.
Are there members of the team good at certain items on the project plan? If so, ask for their help. Do you have new members to the team or junior team members? Delegating a few items to them is a win-win situation. You receive assistance on your project, and they get the chance to learn and develop new skills.
When delegating, be sure to set clear guidelines on what you expect. If you aren’t clear about what you expect, you may lose precious time correcting their work. Have them check in with you regularly so you can monitor their progress. Ask for their feedback and suggestions they may have on the assignment. It is possible they may have a better solution for accomplishing the task. You might need to train them to accomplish the work, but the reward could be well worth the effort.
Don’t wait until the end of the project when it is too late to make changes to get feedback from your manager. Performing regular reviews with your manager throughout the project is essential. Be specific with your manager about what tasks you need their input. Ask if things are going as expected and if not, ask what improvements they recommend. The goal isn’t to review every single detail with your manager (unless that’s what they’ve requested). The idea is to discuss the major tasks as those are the items that impact every other area of the project. Getting feedback on those key items can give you insight into how well you are doing with the other project tasks.
Also, if you run into issues that you are unable to resolve, be sure to address it with your manager immediately. Getting behind on even one item can potentially have a negative impact on the entire timeline. Don’t let issues linger. Involving your manager in the problem can help you stay on track with your other tasks.
The day of the deadline is not the time to finalize the details. Ideally, you should review the final product at various checkpoints throughout the project. If not, you should spend at least two or three days before the deadline performing a thorough review of your work. That’s why building a buffer into the timeline is so important. If you wait until the last minute, you won’t have time to correct issues. As a result, you could end up turning in a poor product or missing the deadline because you need more time to clean things up.
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