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Setting Deadlines Can Push You to Work Harder, but Not Smarter

Setting Deadlines Can Push You to Work Harder, but Not Smarter

When you start your workday, you may welcome the tasks that arise to fill your time. Work comes to you with no rhyme or reason, but you do it. You tackle things as they come, and you turn everything in by the deadline.

It may seem that you’re successful because you turn in your work on time. The problem is, you don’t know how to effectively plan for a day’s work.

Most people live and die by deadlines

Time is an important factor to consider when you’re completing tasks. Many of us chase deadlines or knock out the easiest tasks first to feel a sense of accomplishment. Sometimes, we spend too long on some tasks, and scramble to do everything else.

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    You may have 10 working hours in a given day, and it’s your job to do as much work as possible in that time. It’s easy to work all day and accomplish very little.

    You have to be intentional about priorities. If you only worry about filling time slots and meeting deadlines, you may neglect more important, high-value tasks.

    But living by deadlines gets you into trouble

    Humans are terrible at guessing how long it takes to complete projects. Guessing is even more challenging when we are developing something new. We’re not machines, and our day-to-day outputs don’t tend to fit into neat algorithms. When we estimate completion date on a project, we don’t take into account the non-project related work that creeps into our schedules. Those emails, meetings, and team member commitments that crop up at the last minute cost time.

    We often associate dates and days with certain emotions. For example, do you find yourself as productive on Friday afternoon as you are on Tuesday? Relative estimation of when you’ll complete a task doesn’t take into consideration how feelings affect work.

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    To top it off, you can give several teams the same task, and they’ll all complete them in a slightly different time frame. Their velocity on work turnaround, calculated in points, will vary along with their time frame. Setting arbitrary times for finishing work makes it impossible to use velocity as a selling point in your team’s effectiveness unless your team performs significantly better than your competitors.

    How to make guesses more accurate

    Instead of relying on deadlines and dates to stay productive, you can take a more objective approach. The management technique known as scrum can help you accomplish this. In the book Scrum: The Art of Doing Twice the Work in Half the Time, the Scrum technique allows you to produce better estimates for planning timelines by using a system of points instead of units of time.

    When you’re working to solve complex problems, there are usually several teams involved. It’s impossible to guess how long it will take to complete a project on your own or communicate your team’s needs to other groups. Your role in a project may require little effort, but the teams around you may have to expend considerable effort for their part. You need the input of every team involved to arrive at a reasonable estimation.

    Use story points

    The most productive teams have switched from setting deadlines to deciding how long tasks will take based on a process known as scrum or agile estimation. They use story points (the input of various teams involved) to understand the relative difficulty of each task.[1]

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    Workers rate the degree of difficulty using a Fibonacci-sequence: 0, 0.5, 1, 2, 3, 5, 8, 13, 20. This abstraction pushes the team to make tougher decisions around the difficulty of work.

    They assign numeric value to their respective portion, and play “planning poker.” In planning poker, workers hold up a number that they think represents the level of difficulty for that project.

    Make sure everyone’s on the same page

    When all parties agree about the numbers in planning poker, they know that they are all on the same page about the timeline. If the numbers differ, the teams must discuss how everyone reached their numbers.

    Sometimes, we have no idea what obstacles other teams face. This method opens a dialogue about what it will take to actualize a project. Differing opinions in the difficulty of a project can address whether everyone is working on the same scale.

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    Don’t complicate the points

    It’s best to set an upper limit of 20 story points when you are trying to make a project less complicated. Anything greater than that needs to be broken into smaller attainable steps. Breaking tasks down into smaller steps keeps teams from becoming overwhelmed.

    Hindsight is 20/20

    When you’re trying to give an accurate estimation for how long a project will take, don’t forget to think about past experience. If you’ve done similar jobs, consider how long they took to complete and what pitfalls you experienced. Think about the number of story points that particular aspects cost.

    The more data you can refer back to, the closer you’ll be to landing an accurate estimate. Besides, you may be able to improve on previous methods so that you can complete your work more efficiently.

    Stop being a slave for deadline

    Setting a deadline based on how long you think the task will take can leave you scrambling or turning in substandard work. There’s no reason for you to work harder when you could be working smarter.

    By thinking about your work in the abstract story points system instead of time, you’ll be able to communicate your needs and understand the needs of others much more clearly. You’ll know when you need to break tasks into smaller steps, and you’ll have a more efficient way of thinking about past experiences with similar projects.

    To learn more about effectively planning your next project, read Scrum: The Art of Doing Twice the Work in Half the Time.

    Reference

    More by this author

    Leon Ho

    Founder & CEO of Lifehack

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    Last Updated on January 21, 2020

    What Is Creativity? We All Have It, and Need It

    What Is Creativity? We All Have It, and Need It

    Do you think of yourself as a creative person? Do you play the drums or do watercolor paintings? Perhaps compose songs or direct plays? Can you even relate to any of these so called ‘creative’ experiences? Growing up, did you ever have that ‘artistic’ sibling or friend who excelled in drawing, playing instruments or literature? And you maybe wondered why you can’t even compose a birthday card greeting–or that drawing stick figures is the furthest you’ll ever get to drawing a family portrait. Many people have this common assumption that creativity is an inborn talent; only a special group of people are inherently creative, and everyone else just unfortunately does not have that special ability. You either have that creative flair or instinct, or you don’t. But, this is far from the truth! So what is creativity?

    Can I Be Creative?

    The fact is, that everyone has an innate creative ability. Despite what most people may think, creativity is a skill that everyone can learn and hone on. It’s a skill with huge leverage that allows you to generate enormous amounts of value from relatively little input. How is that so? You’ll have to start by expanding your definition of creativity. Ironically, you have to be creative and ‘think out of the box’ with the definition! Creativity at its heart, is being able to see things in a way that others cannot. It’s a skill that helps you find new perspectives to create new possibilities and solutions to different problems. So, if you encounter different challenges and problems that need solving on a regular basis, then creativity is an invaluable skill to have.Let’s say, for example, that you work in sales. Having creativity will help you to look for new ways to approach and reach out to potential customers. Or perhaps you’re a teacher. In this role you have to constantly look for new ways to deliver your message and educate your students.

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    How Creativity Works

    Let me break another misconception about creativity, which is that it’s only used to create completely “new” or “original” things. Again, this is far from the truth. Because nothing is ever completely new or original. Everything, including works of art, doesn’t come from nothing. Everything derives from some sort of inspiration. That means that creativity works by connecting things together in order to derive new meaning or value.From this perspective, you can see a lot of creativity in action. In technology, Apple combines traditional computers with design and aesthetics to create new ways to use digital products. In music, a musician may be inspired by various styles of music, instruments and rhythms to create an entirely new type of song. All of these examples are about connecting different ideas, finding common ground amongst the differences, and creating a completely new idea out of them.

    What Really Is Creativity?

    Creativity Needs an Intention

    Another misconception about the creative process is that you can just be in a general “creative” state. Real creativity isn’t about coming up with “eureka!” moments for random ideas. Instead, to be truly creative, you need to have a direction. You have to ask yourself this question: “What problem am I trying to solve?” Only by knowing the answer to this question can you start flexing your creativity muscles. Often times, the idea of creativity is associated with the ‘Right’ brain, with intuition and imagination. Hence a lot of focus is placed on the ‘Right’ brain when it comes to creativity. But, to get the most out of creativity, you need to utilize both sides of your brain–Right and Left–which means using the analytical and logical part of your brain, too. This may sound surprising to you, but creativity has a lot to do with problem solving. And, problem solving inherently involves logic and analysis. So instead of throwing out the ‘Left’ brain, full creativity needs them to work in unison. For example, when you’re looking for new ideas, your ‘Left’ brain will guide you to a place of focus, which is based on your objective behind the ideas you’re searching for. The ‘Right’ brain then guides you to gather and explore based on your current focus. And when you decide to try out these new ideas, your ‘Right’ brain will give you novel solutions outside of the ones you already know. Your ‘Left’ brain then helps you evaluate and tune the solutions to work better in practice. So, logic and creativity actually work hand in hand, and not one at the expense of the other.

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    Creativity Is a Skill

    At the end of the day, creativity is a skill. It’s not some innate or natural born talent that some have over others. What this means is that creativity and innovation can be practiced and improved upon systematically.A skill can be learned and practiced by applying your strongest learning styles. Want to know what your learning style is? Try this test. A skill can be measured and improved through a Feedback Loop, and can be continuously upgraded over time by regular practice. Through regular practice, your creativity goes through different stages of proficiency. This means that you can become more and more creative! If you never thought that creativity was relevant to you, or that you don’t have a knack for being creative… think again! You can use creativity in any aspect of your life. In fact you should use it, as it will allow you to to break through your usual loop, get you out of your comfort zone, and inspire you to grow and try new things. Creativity will definitely give you an edge when you’re trying to solve a problem or come up with new solutions.

    Start Connecting the Dots

    Excited to start honing your creativity? Here at Lifehack, we’ve got a wealth of knowledge to help you get started. We understand that creativity is a matter of connecting things together in order to derive new meaning or value. So, if you want to learn how to start connecting the dots, check out these tips:

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    Featured photo credit: rawpixel via unsplash.com

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