6 Tips to Handle Tough Deadlines
I’ve felt anxiety when I’ve seen a deadline looming, as my clients have and most of us have, at one time or another. We typically panic unnecessarily because we either impose our own curfews on projects, or our deadline has suddenly arrived and we lost track of time because we didn’t put in the upfront planning.
Here are a few tips to help you overcome the panic of deadlines and deal with them step-by-step:
1. Decide if you’re really the one to do the task in the first place. Is this a volunteer option or not? Is there someone else more qualified to handle it than you? You don’t have to always be the ring leader gathering the wagon trains into the circle. If you’re not the best equipped for the job, don’t have the know-how for it, or you’re able to pass on it and would like to—share the wealth and give someone else their turn.
2. Find out the expected date and if there is any leeway with that date and time or not. In either case, make a list of exactly what’s expected by the final date in order to stretch out your efforts in a systematic approach. Be sure to consult your existing schedule and your availability to handle this. Let your new list guide you rather than carrying around details in your head and causing you to unnecessarily worry it will get done. Don’t let procrastination govern your planning and writing phase, for without it, you’ll be at the deadline sooner than you expected.
3. Ask what’s really necessary to pull it off. Are you being too detailed? Maybe you’re missing the more important pieces? Get clear on what’s needed and cut out what’s unnecessary. If you’ve done #2 correctly, here you’ll fill in the time line for each important action. A recent party for my Mom’s birthday had ten people emailing ideas back and forth (which was great for the initial brainstorming period). But when there was any consensus, I pointed to it and built on it right away. Others rallied and we could go forward. Don’t get too stuck in planning, move into clear action.
4. You won’t always feel like doing what’s in front of you. There could be a myriad of reasons, including feeling tired. Be sure to factor in extra time to allow these breaks and not have to go into pain and suffering to finish something. If your situation requires a burst of energy output, breathe through it and be sure to give yourself recovery time after.
5. Remember the old adage, “haste makes waste” and “the hurrier you go the behinder you get?” Words couldn’t be more true. When you rush, too many mistakes get made and important things are overlooked or too hastily finalized. Find an effective rhythm, understanding and making room for the pace of others you’ll be working with.
6. Play to your strengths. Spend your time on what you’re best at and if there are others who you can consult with to short-circuit your efforts, no need to prove to anyone that you don’t need their help. It’s all in how you position it. If you want to show your competency and yet seek the agreement of someone familiar with your project, tell them you’ve got a few ideas on it already, but given their history with it, you’d like to hear their view to factor in with your own. Whenever possible, recruit support.
Tags: handling tough deadlines, problem solving, steps and planning for action
July 14th, 2010 at 8:12 am
Great tips Laurie:
I also find that it is helpful to know my energy level patterns during the day so I try to tackle my tough assignments during the time of the day that I have most energy. Since I seem to write better in the afternoon, I do my other tasks in the morning and leave a block of writing time in the afternoon. Staying focused on one task at a time is also helpful for me so that I don’t become distracted. As you have indicated in your article, solid planning is essential and like you, I break my assignments down into smaller parts, so I can feel a sense of accomplishment as I finish each part–always moving toward the finish line.
July 14th, 2010 at 10:43 am
Ann, useful additions. Do your toughest stuff during your higher energy periods when you can and one task at a time. I find for myself there’s a degree of multi-tasking I frequently have to surrender to, but on a more important matter, I rarely deviate from the period I’ve committed to working on it. And yes, breaking actions down into smaller steps – helped by my organizing/planning list – gets it done! Thanks, Ann.