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The 4 biggest reasons you don’t finish projects and how to avoid them

The 4 biggest reasons you don’t finish projects and how to avoid them

When most consultants start their businesses they are scared. Scared that they won’t be able to pay the bills. Scared that when that happens they’ll end up closing their business and heading back to employment with their tail between their legs. This fear brings a bunch of pain in two ways.

First they say yes to terrible clients that treat them poorly. These clients keep asking for more value without wanting to pay more for the value. They treat you as little better than an employee they don’t have to pay benefits to.

The second painful part is that because of all these bad clients with continually changing requests you have a hard time finishing projects. Things continually get backed up and you end up working late into the evening seven days a week. These late nights lead to poor decisions which decrease your ability to finish projects even more.

To help you combat that let’s look at the 4 biggest reasons that projects fail to get completed. With just a bit of planning you can stop them all from happening.

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1. You didn’t scope the project properly

The biggest error most consultants make is they assume they already know what the project is about. They have a single 30 minute call with the prospect and then they send over an estimate based off a few hand written notes. They get the deposit and then get working only to discover there are about 56 extra things and they are all required and as the client talks you realize how they could have assumed they were required.

Unfortunately now you’re backed into a corner and need to complete the project, hopefully.

Solution: Before you can do any project you need to write up a detailed project plan. No the RFP the client sent you doesn’t count nor does the project plane they supplied. Use these documents as a base for your project plan.

Sometimes these sessions to write up a proper project plan are referred to as scoping sessions and what they come down to is going through all the items the prospect has asked for and writing out the deliverables but more importantly the outcomes for each item.

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I say more importantly the outcomes because the outcome is what’s really valuable to the client. They’re hiring you to increase sales, or decrease costs, not to just deliver a feature. At least that’s what they hire good consultants for.

2. You are working with the wrong client

All consultants have had clients that were simply needy. They want a call every day and have 22 new requests which of course should just be included in the original project and where are the 26 things they asked for yesterday? It’s no fun and it sucks the life right out of you, but it’s entirely your fault.

Solution: The solution to this is to establish a solid client vetting process. To do that you need to do a few things.

First, define your ideal client. One of the best resources for this is Micheal Port’s book Book Yourself Solid. If you have a bunch of bad clients now then it’s time to say goodbye to them.

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Second, setup a repeatable system to weed out the clients you don’t want. I use the same set of 9 questions in my initial email to prospects and don’t move forward with the sales process unless I like the answers they provide.

Third, you need to get them on the phone preferably with video to talk about the project. Nothing will give you a better read on the prospect than seeing their mannerisms and if you can’t meet them in person, video is the next best. At the very least you need to hear their voice so pick up that phone and have a call.

3. You just forgot about it

Ever get that email on Monday from a client that’s paid you money wondering where the project is at? You feel terrible because you simply forgot about the project and haven’t been working on it very much.

Solution: The problem here is that you’ve relied on your memory instead of having a reliable project management system to use to manage your projects.

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The simple fact is that if you don’t write it down, it won’t happen. Choose a project management system. It doesn’t matter much what you choose just get a system and use it for all projects.

4. You’re too busy

We love to say yes as consultants. We want to help people and it feels awesome to have people want to work with us. We’re also brought up to be people pleasers, so it’s hard to say NO to prospects.

Sometimes even with a good client vetting process you’re still going to have more good qualified leads than you should be handling. The problem is you keep saying yes and then projects take a bit longer (because they always do) and then you’re running to many projects at once.

Solution: The only solution to this is to say NO more, even if the lead is a qualified lead. One way of saying NO more without actually saying no is to raise your rates. Some of the leads that you previously got will now think that you’re too expensive and just won’t come to work with you anymore.

Another way is to add criteria for your ideal clients. Instead of just working with fitness coaches, only work with Crossfit coaches. That will eliminate some of the leads you would have taken before.

No one wants to leave a swath of ruined projects in their wake. With just a bit of planning and a few processes in place to vet clients and manage projects you can help ensure that you don’t fail to finish projects.

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Last Updated on August 16, 2018

16 Productivity Secrets of Highly Successful People Revealed

16 Productivity Secrets of Highly Successful People Revealed

The same old motivational secrets don’t really motivate you after you’ve read them for the tenth time, do they?

How about a unique spin on things?

These 16 productivity secrets of successful people will make you reevaluate your approach to your home, work, and creative lives. Learn from these highly successful people, turn these little things they do into your daily habits and you’ll get closer to success.

1. Empty your mind.

It sounds counterproductive, doesn’t it?

Emptying your mind when you have so much to remember seems like you’re just begging to forget something. Instead, this gives you a clean slate so you’re not still thinking about last week’s tasks.

Clear your mind and then start thinking only about what you need to do immediately, and then today. Tasks that need to be accomplished later in the week can wait.

Here’s a guide to help you empty your mind and think sharper:

How to Declutter Your Mind to Sharpen Your Brain and Fall Asleep Faster

2. Keep certain days clear.

Some companies are scheduling “No Meeting Wednesdays,” which means, funnily enough, that no one can hold a meeting on a Wednesday. This gives workers a full day to work on their own tasks, without getting sidetracked by other duties or pointless meetings.

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This can work in your personal life too, for example if you need to restrict Facebook access or limit phone calls.

3. Prioritize your work.

Don’t think every task is created equal! Some tasks aren’t as important as others, or might take less time.

Try to sort your tasks every day and see what can be done quickly and efficiently. Get these out of the way so you have more free time and brain power to focus on what is more important.

Lifehack’s CEO has a unique way to prioritize works, take a look at it here:

How to Prioritize Right in 10 Minutes and Work 10X Faster

4. Chop up your time.

Many successful business leaders chop their time up into fifteen-minute intervals. This means they work on tasks for a quarter of an hour at a time, or schedule meetings for only fifteen minutes. It makes each hour seem four times as long, which leads to more productivity!

5. Have a thinking position.

Truman Capote claimed he couldn’t think unless he was laying down. Proust did this as well, while Stravinsky would stand on his head!

What works for others may not work for you. Try to find a spot and position that is perfect for you to brainstorm or come up with ideas.

6. Pick three to five things you must do that day.

To Do lists can get overwhelming very quickly. Instead of making a never-ending list of everything you can think of that needs to be done, make daily lists that include just three to five things.

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Make sure they’re things that need to be done that day, so you don’t keep putting them off.

7. Don’t try to do too much.

OK, so I just told you to work every day, and now I’m telling you to not do too much? It might sound like conflicting advice, but not doing too much means not biting off more than you can chew. Don’t say yes to every work project or social engagement and find yourself in way over your head.

8. Have a daily action plan.

Don’t limit yourself to a to-do list! Take ten minutes every morning to map out a daily action plan. It’s a place to not only write what needs to be done that day, but also to prioritize what will bring the biggest reward, what will take the longest, and what goals will be accomplished.

Leave room for a “brain dump,” where you can scribble down anything else that’s on your mind.

9. Do your most dreaded project first.

Getting your most dreaded task over with first means you’ll have the rest of the day free for anything and everything else. This also means that you won’t be constantly putting off the worst of your projects, making it even harder to start on it later.

10. Follow the “Two-Minute Rule.”

The “Two-Minute Rule” was made famous by David Allen. It’s simple – if a new task comes in and it can be done in two minutes or less, do it right then. Putting it off just adds to your to-do list and will make the task seem more monumental later.

11. Have a place devoted to work.

If you work in an office, it’s no problem to say that your cubicle desk is where you work every day.

But if you work from home, make sure you have a certain area specifically for work. You don’t want files spread out all over the dinner table, and you don’t want to feel like you’re not working just because you’re relaxing on the couch.

Agatha Christie never wrote at her desk, she wrote wherever she could sit down. Ernest Hemingway wrote standing up. Thomas Wolfe, at 6’6″ tall, used the top of his refrigerator as a desk. Richard Wright wrote on a park bench, rain or shine.

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Have a space where, when you go there, you know you’re going to work. Maybe it’s a cafe downstairs, the library, or a meeting room. Whenever and wherever works for you, do your works there.

12. Find your golden hour.

You don’t have to stick to a “typical” 9–5 schedule!

Novelist Anne Rice slept during the day and wrote at night to avoid distractions. Writer Jerzy Kosinski slept eight hours a day, but never all at once. He’d wake in the morning, work, sleep four hours in the afternoon, then work more that evening.

Your golden hour is the time when you’re at your peak. You’re alert, ready to be productive, and intent on crossing things off your to-do list.

Once you find your best time, protect it with all your might. Make sure you’re always free to do your best uninterrupted work at this time.

13. Pretend you’re on an airplane.

It might not be possible to lock everyone out of your office to get some peace and quiet, but you can eliminate some distractions.

By pretending you’re on an airplane, you can act like your internet access is limited, you’re not able to get something from your bookcase, and you can’t make countless phone calls.

Eliminating these distractions will help you focus on your most important tasks and get them done without interruption.

14. Never stop.

Writers Anthony Trollope and Henry James started writing their next books as soon as they finished their current work in progress.

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Stephen King writes every day of the year, and holds himself accountable for 2,000 words a day! Mark Twain wrote every day, and then read his day’s work aloud to his family to get their feedback.

There’s something to be said about working nonstop, and putting out continuous work instead of taking a break. It’s just a momentum that will push you go further./

15. Be in tune with your body.

Your mind and body will get tired of a task after ninety minutes to two hours focused on it. Keep this in mind as you assign projects to yourself throughout the day, and take breaks to ensure that you won’t get burned out.

16. Try different methods.

Vladimir Nabokov wrote the first drafts of his novels on index cards. This made it easy to rearrange sentences, paragraphs, and chapters by shuffling the cards around.

It does sound easier, and more fun, than copying and pasting in Word! Once Nabokov liked the arrangement, his wife typed them into a single manuscript.

Same for you, don’t give up and think that it’s impossible for you to be productive when one method fails. Try different methods until you find what works perfectly for you.

Featured photo credit: Unsplash via unsplash.com

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