Don't Get Left Behind - Meet Your Deadlines
Deadlines come in all shapes and sizes. From paying the mortgage to enrolling your children in school, deadlines are a way of life. You likely meet deadlines every day without much ado. However, some deadlines seem to be an impossible feat as they fly by while the project remains unaccomplished.
Learning to meet important deadlines is one of the most important skills that you can develop in your personal life as well as in your career. Chances are, you have put off at least one project or assignment and pulled an all-nighter or two in order to meet a deadline. Although most people have had this experience, this is generally not the most effective process to meeting deadlines.
You do not have to suffer through intense amounts of stress or cut corners in order to meet deadlines. The key is to learn a process that works for you and to stick to that process. By doing so, you will become more reliable, and therefore, more trusted in your circle of friends and associates.
The following process is only one of many possible processes that you may follow. You may adjust this process to best fit your needs or develop your own process altogether. These steps are presented for your consideration in order to help you to become more efficient. The process is as follows:
Do Not Procrastinate
Putting off an important project creates many problems. By beginning projects on time, you increase your chances of finishing on time. Even though you may not be pressed for time now, you should plan extra time; you never know when you will encounter a problem that will cut into the timeline.
Define the Project
Begin by defining all aspects of the project. Creating a project plan at the beginning will create a virtual roadmap to the completion of your project. Identify the different elements of the project that will need to be completed. Make sure that you have all of the information you will need to complete the project. If you do not have all of the necessary information up front, detail a plan to obtain the information and set due dates. Make sure that the deadline is reasonable.
Schedule Resources
As you begin planning your project, identify the resources you will need in order to complete the project on time. Schedule the resources now to ensure that you have them available when needed. If you need help from someone else to complete portions of your project, notify them ahead of time. Let them know when you will need the tasks completed. Remember, the more information they have, the more accurately they can tell you when you can expect to have the task completed.
You will encounter situations where you will find unreasonable deadlines and expectations. You may also run into problems as you work toward the completion of the project. The earlier that you can communicate upward that there are problems, the better it will be for everyone. If there is a doubt, consult your managers or clients early. It is always better to under promise and over deliver, so if there is a reasonable problem, plan and communicate the worst situation.
Identify the Critical Path
As you look at your project plan, there will be certain items that you will need to focus on in order to ensure that the deadline is met. These items comprise the critical path. These items are also known as constraints. Constantly focus on the critical path and make sure that those items are attended to. You should constantly evaluate your project as the critical path may change. The critical path will define the length of the project. Without additional resources, the critical path usually cannot be reduced.
Balance Quality and Quantity
Avoid the urge to be a perfectionist. A high-quality result is important, but you must achieve moderation. Just as technical drawings for precision parts identify acceptable tolerances, you too must set a goal as to the quality of the result you are striving for and a tolerance surrounding that level. Do not exceed nor drop below the acceptable tolerances. As you master this skill, you will find ways to cut corners and still stay well within the tolerances you have set for yourself.
Finish the Project
Work the project through to completion, continuing to focus on the critical path. Remember, slow and steady wins the race. Consistent performance throughout the duration of the project will help you to avoid becoming overwhelmed.
Review Your Performance
Hindsight is always 20/20. Once you have completed a project, take the time to gather those involved and perform a review of the project. Learn from both your mistakes and your successes. Open conversation at this point will help you on your next project. This step is generally the most important in regards to honing your ability to meet deadlines. Unfortunately, far too few people take the time to carry it out. Do not fall into the trap.
Meeting deadlines is more about working smarter, not necessarily harder. Learn the process of meeting deadlines and your stock will rise within your circle of influence. You will become an invaluable part of whatever organization you find yourself a part. You will become more effective in both your personal and professional endeavors.
* By Prosper, Inc.
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