Deadlines. We all face them, and they can make for a very stressful and anxiety-ridden time. Even the most organized and systematic among us will occasionally face deadlines that make us stay up late and get just a little bit worried that this may be the one we miss.
But the adrenaline high doesn’t always have to result in late nights, lots of coffee and fear of missing the mark. Here is a 7-step process I follow in order to ensure I can meet deadlines on time, with a great result.
Step 1: Get Clarification
Before even agreeing to any type of project deadline, be sure you are clear on the client’s expectations. Many times, clients don’t always know what information you might need or what variables in the project could change the scope entirely. So it’s up to you to ferret out those details. Ask directed questions to get to the specifics, and don’t move on until you are confident that you know what you’re getting into.
Step 2: Come to Agreement
Once the specs of the work are clear, put everything in writing. It can be your standard independent contractor agreement that outlines the details, or you can create a project plan that shows what will be needed for each part of the project. Make sure you get the client to sign off and confirm that they understand their role in meeting the deadline.
Step 3: Work Backwards
Now that you have the set deadline, deliverables and responsibilities outlined, you need to start attaching the time dynamic to your plan. Start from the end and create milestones to measure progress along the way. You will still have some large chunks of complex work, but the milestones will further define the most important checkpoints of the project.
Step 4: Break It Down
Going back to your project plan, take a look at the deliverables you have outlined leading up to each milestone. Break all of those large complex chunks down into small tasks and assign responsibility for each one. Each of your tasks should outline an individual action. For more task list tips, read: To-Do Lists: 10 Tips for Increasing Productivity.
Step 5: Give Yourself Extra Time
Surprises, changes and problems always pop up when you least want them. By allowing a little extra time for each part of the project, you have the flexibility to shift the timeline as needed. Allowing for extra time also gives you a chance to work at a pace you’re comfortable with instead of being in frantic mode for the entire project.
Step 6: Go Step-by-Step
If you’re working on a large project with a lot of moving parts, it can be overwhelming to look at the big picture, and you may find you have a difficult time getting started. So once you’ve created the timeline for work, put away the full view until it’s time for a project check-in. Instead, focus on each individual task on the list. Working methodically like this will help to keep you on track and avoid focusing on the vast amount of work there is to be completed.
Step 7: Keep Everyone in the Loop
Create regular checkpoints for the project, so your clients know when to expect a status update and never lose sight of the progress you’re making. Having open lines of communication with frequent check-ins is even more important if you’re working with subcontractors and/or other providers. Everyone should be working from the same timeline, task list and project information.
At the end of the day, there are always factors outside of our control that can derail our steadfast path to the deadline, but when you are able to retain control, following these steps can help you meet deadlines more consistently and with a lot less stress.
How do you make sure you meet deadlines and nothing falls through the cracks?
Image credit: Sanja Gjenero
Frequently Asked Questions on Meeting Deadlines
How can I manage my time effectively to meet deadlines?
Effective time management is crucial in meeting deadlines. Start by breaking down your tasks into manageable chunks and prioritize them based on their urgency and importance. Use tools like calendars, planners, or apps to keep track of your tasks and deadlines. Allocate specific time slots for each task and stick to your schedule. Remember to include breaks to avoid burnout.
What strategies can I use to avoid procrastination?
Procrastination is a common barrier to meeting deadlines. To overcome this, start by setting clear, achievable goals. Break down large tasks into smaller, manageable parts. Use techniques like the Pomodoro Technique, where you work for a set amount of time (e.g., 25 minutes) then take a short break. Reward yourself after completing tasks to maintain motivation.
How can I handle stress while working towards a deadline?
Stress management is essential when working under pressure. Regular exercise, adequate sleep, and a balanced diet can help maintain your physical health and reduce stress levels. Mindfulness techniques such as meditation or deep breathing exercises can also help manage stress. Remember to take regular breaks and engage in activities you enjoy to recharge.
How can I improve my focus and concentration to meet deadlines?
Improving focus and concentration involves minimizing distractions. Create a conducive work environment, turn off notifications on your devices, and use tools like website blockers if necessary. Regular breaks can also help maintain focus over long periods.
How can I communicate effectively with my team to ensure we meet our deadlines?
Effective communication is key in a team setting. Regularly update your team members about your progress and any challenges you’re facing. Use collaborative tools to keep everyone on the same page. Be open to feedback and willing to adjust your approach if necessary.
What tools can I use to help me meet deadlines?
There are numerous tools available to help manage tasks and deadlines. Project management tools like Trello or Asana can help you organize and prioritize tasks. Time tracking tools like RescueTime can help you manage your time effectively.
How can I set realistic deadlines?
Setting realistic deadlines involves understanding the scope of the task and your capacity to complete it. Consider all the steps involved in the task and estimate how much time each will take. Always factor in some extra time for unexpected delays.
How can I maintain motivation while working towards a deadline?
Maintaining motivation can be challenging, especially for long-term projects. Set clear, achievable goals and celebrate small victories along the way. Remember your purpose and the value of the work you’re doing. Stay positive and surround yourself with supportive people.
How can I balance multiple deadlines at once?
Balancing multiple deadlines requires good organization and prioritization skills. Use a planner or digital tool to keep track of all your deadlines. Prioritize tasks based on their urgency and importance. Don’t be afraid to delegate tasks if possible.
What should I do if I’m struggling to meet a deadline?
If you’re struggling to meet a deadline, don’t panic. Assess the situation and identify the challenges you’re facing. Seek help if necessary, whether it’s asking for an extension, delegating tasks, or getting assistance with the work. Remember, it’s better to communicate any issues early rather than missing the deadline without warning.
Alyssa Gregory is a digital and content marketer, small business consultant, and the founder of the Small Business Bonfire — a social, educational and collaborative community for entrepreneurs.
Published in
·Design·Design & UX·Photography & Imagery·Photoshop·Resources·Review·Typography·UI Design·September 5, 2017
