Managing Deadlines at work

 In Management, Workday, Workspaces

Managing Deadlines at work

Most people accept the deadline given to them. It is important to carefully consider the deadline before you agree to it.

Many people underestimate the time it takes to complete projects. Your deadline may be too short. Sometimes deadlines are set too early to avoid problems when delivery is delayed.

Managing Deadlines at work1. Assess What is Required

You must first understand the scope of the task. To determine and map the work required to meet your deadline for a complex task or project, refer to our article, Business Requirements Analysis Work Broken Down Structures.

2. Find the right resources

Also, ensure that you have everything you need to complete the task quickly. Are you able to provide the technical support, equipment, training and personnel necessary to complete the job on time? If you don’t, you might need to propose a longer time frame or reduce the amount of work you will deliver on schedule.

3. Let’s not forget the problems

It’s not always easy to predict what might happen so be aware of possible problems. How would equipment failure, illness, or an unexpectedly important and urgent task impact your plans?

4. Plan in Detail

Next, create a detailed plan. It is a good idea to break down tasks into smaller pieces and set deadlines for each.

You might find you need more time to complete your task than the deadline. This is a problem that you need to bring up immediately and not wait for miracles.

It can be very motivating to see where you are at the moment. Gantt charts is a popular visual scheduling tool that we will show you how to use.

5. Limit the damage of missing deadlines

You might miss a deadline, despite all your planning and hard work. Keep calm and try to minimise the damage if this happens. Your stakeholders should be kept informed about your progress, highlight any delays, and demonstrate that you are taking your contingency plans to action.

If you fail to deliver on your deadlines, others will be able to understand the situation and may even be willing to help. It’s better to quickly address the problem and then to agree to a new deadline. Next, conduct a review of the project to determine what went wrong and prevent a repeat.

6. Make a list of all the tasks you have to complete.

Take everything that you can possibly do in one day. Do not worry about the order of the items or how many you will need. This will allow you to plan how and when you should allocate your time.

7. Identify urgent vs. important.

Prioritise your most important tasks early in the day. You run the risk of being over-busy if you put off these tasks until later in the day. Prioritising based upon urgency can also reduce stress when you are approaching tight deadlines or high pressure workload requirements.

You should check to see if you have any high-priority dependencies which rely on your completion of a piece. Make sure you contact your team members who can assist with any dependencies that arise earlier in the day.

8. Assess the value of your work.

Look at the most important tasks in your organisation and determine which ones are most valuable. You should identify which tasks are most important and give them priority.

High-value and time-sensitive priorities are critical. These include tasks that deal with crisis situations or meet strict deadlines for clients.

Prioritise high-value tasks that aren’t time-sensitive and of high value. These tasks require planning, collaboration and thinking.

Medium priorities may be sensitive in time but not very valuable. This category includes meetings, email communications, project organising, and even meeting planning.

These tasks and projects are low priority and are less time-sensitive. These priorities can be moved later in the week, or you can drop them completely.

9. Tasks can be ordered based on their estimated effort.

You can check the priority of tasks you have and then choose which one will require the most effort. Experts in productivity suggest starting with the longest task first. If you feel that you cannot focus on the longer tasks, you should go with your gut. It can be motivating just to cross a small task off your list before you dive into the deeper waters.

10. Flexibility and adaptability are key.

Change and uncertainty are inevitable. Be aware that priorities can change at any time, even when you least expect it. Plan for the unexpected. Here’s the trick: You need to keep your eyes on the tasks that you are committed to completing. You can also forecast the requirements of other projects that will be required to complete these tasks so that you are better prepared for what lies ahead.

11. Know when to cut.

Be realistic. It’s likely that you won’t be able to complete everything on your list. Once you have prioritised your tasks and looked at your estimates, you can cut out the rest of your list and concentrate on the tasks you need and can finish for the day. Focus on the things that will give you a sense of accomplishment throughout the day, while you reduce your priority list. Take a deep breath and get ready to tackle anything.

Last Thoughts

Deadlines can be motivating and help you focus, set priorities and collaborate with a team to get work done. All this while keeping projects on track. This is how it should be viewed. Deadlines can be used to prioritise projects, indicating which project should be your priority. It can be easier to assess your workload honestly by using deadlines. It’s much easier to decline additional projects and meetings if you know that you will have to complete the task by Friday. These types of difficult dates can be fun if you are confident that you will meet the deadline. You can get a thrill from completing work on time.

Recent Posts
error: Content is protected !!