Advertising
Advertising

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.

Advertising

    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.

    Advertising

    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]

    Advertising

    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.

    Advertising

    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

    What Is Procrastination and How to Stop It (The Complete Guide) How To Be Successful In Life: 13 Life-Changing Tips 17 Things To Avoid In Order To Reach Your Goals How Not to Let Perfectionism Secretly Screw You Up How to Achieve Goals and Increase Your Chance of Success

    Trending in Smartcut

    1 50 LinkedIn Influencers To Follow, No Matter Your Industry 2 22 Best Habit Tracking Apps You Need in 2020 3 How to Break Bad Habits (The Only Effective Way) 4 15 Daily Rituals of Highly Successful People 5 10 Best Mechanical Keyboards to Type Faster

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on November 24, 2020

    50 LinkedIn Influencers To Follow, No Matter Your Industry

    50 LinkedIn Influencers To Follow, No Matter Your Industry

    LinkedIn is an excellent platform to network with great people to help you in your career and businesses. However, with over 575 million people on the site, who should you follow? This list will steer you to the right people to follow, organized by categories of expertise.

    Job Search Experts

    You will likely have several jobs throughout the course of your career, and you will constantly need advice on new trends and strategies out there in the job market. Here are the LinkedIn experts who you should follow on these matters.

    1. Liz Ryan is the CEO and founder of Human Workplace. Her articles on job searching are filled with creative and colorful cartoons.

    2. Lou Adler is the author of The Essential Guide for Hiring and Getting Hired.

    3. Dr. Marla Gottschalk will help you make an impact in a new job.

    4. Hannah Morgan runs CareerSherpa.net, where she gives expert advice on job searching and how to be more visible online.

    5. Alison Doyle is the CEO and Founder of CareerToolBelt.com.

    Management Experts

    They say that people leave managers, not jobs. These experts in LinkedIn will help you become your employees’ dream manager.

    6. Jeff Weiner. How can we leave out the CEO of LinkedIn himself?

    7. Nozomi Morgan is an executive coach. She can help you transition from a boss to a true leader.

    8. Mickey Mikitani is the CEO of Rakuten. He constantly shares his expertise in managing a global player in e-commerce platforms.

    9. Andreas von der Heydt was the head of Amazon’s Kindle Content and now the Director of Talent Acquisition. He has extensive experience in management, branding, and marketing.

    Advertising

    Productivity Experts

    By maximizing your productivity, you can win in all aspects of life. The following LinkedIn experts will help you win big in your career.

    10. Gretchen Rubin is a happiness coach and the bestselling author of the The Happiness Project.

    11. Carson Tate is the founder of Working Simply. She advises us to include play in our schedules.

    12. Greg Mckeown is an essentialist. Part of being an essentialist is saying no to many things so that we can focus on the things that matter.

    13. Brian de Haaff, CEO of Aha! Labs Inc. provides strategies on how to be productive and happy at work at the same time.

    Marketing Experts

    14. Sujan Patel is VP of Marketing at When I Work, an employee scheduling software. He is an expert in content marketing and he even shares his ideas on content marketing in 2020.

    15. Megan Berry is the Head of Product Development at Rebelmouse, a content marketing and AlwaysOn powerhouse.

    16. Sean Gardner will help you navigate the social media landscape. This includes how to use different platforms to help accelerate your career. He is also the bestselling author of The Road to Social Media Success.

    17. Christel Quek is an digital and marketing expert. She is the VP of South East Asia at Brandwatch. Their products help businesses utilize social media data to make better business decisions.

    18. Jeff Bullas is a digital marketing expert. His blog has over 4 million readers annually.

    19. Michael Stelzer is the CEO and Founder of social media powerhouse site, Social Media Examiner.

    20. If you’re looking for inbound and content marketing expertise, follow Dharmesh Shah, Founder and CTO of Hubspot.

    Advertising

    21. David Edelman is a McKinsey partner and is at the helm of the Digital Marketing Strategy Practice Department.

    22. Dave Kerpen leads the social media software company Likeable Local. He is the author of Likeable Social Media: How to delight your customers.

    23. Clara Shih is the CEO of Hearsay Social and the author of The Facebook Era.

    24. Aaron Lee is Grand Master of Customer Delight at Post Planner. He is an excellent resource for everything social media.

    25. David Sable is the CEO of Y&R, one of the largest advertising firms in the world.

    26. Content marketing trumps traditional marketing these days, and who else better to lead you in this area than Joe Pulizzi, Founder of Content Marketing Institute.

    Personal Branding Experts

    Part of what we market in our personal career is our brand. When people hear your name, what kind of brand comes into their mind? What traits and qualities do they associate with you?

    Here are some personal branding experts from LinkedIn to improve your own brand.

    27. Dorie Clark is the author of Stand Out and Reinventing You. He can help you craft the professional image you’ve always wanted.

    28. Dan Schawbel is the managing partner of Millennial Branding. If you’re a millennial, Dan is the guy to help you craft your personal brand.

    Other Notable Experts to Follow

    29. Lisa Gates is the expert to follow if you’re negotiating for higher salaries and promotions.

    30. If you’re a Baby Boomer, Marc Miller will help you navigate the continually changing landscape of the workplace.

    Advertising

    31. To avoid getting your resumé moved to the “No” pile, read Paul Freiberger’s excellent advice.

    32. James Caan provides insightful ideas on careers in general. He is also a serial entrepreneur.

    33. Jeff Haden writes on various topics, such as leadership and management. He is the owner of Blackbird Media.

    34. If you’re looking for expert business advice on getting new customers and keeping them, follow Jay Baer.

    35. Suzanne Lucas, aka Evil HR Lady, is a great human resources specialist.

    36. If you need help in using Twitter to boost your career, Claire Diaz-Ortiz can guide you in the right direction.

    37. Ryan Holmes is the CEO of Hootsuite, a social media management tool.

    38. Customers are the lifeblood of a business and Colin Shaw focuses on revolutionizing this customer experience.

    39. Brian Solis often reflects on the future of business and how technology can disrupt our world.

    40. Nancy Lublin provides advice on more lighthearted topics, which are perfect after a long day’s work. She is the CEO behind Dosomething.org, a portal designed for social change; and the founder & CEO of Loris.ai and Crisis Text Line.

    41. Katya Andresen provides advice on how to manage your career. She was the CEO of Cricket Media and now responsible for the SVP Card Customer Experience at Capital One.

    42. Gallup has created a system to test what your strengths are and how to use them at work. Jim Clifton is the CEO of Gallup.

    Advertising

    43. Adam Grant is a Wharton Professor and the author of Give and Take, which provides advice on why being helpful at work can accelerate your career.

    44. Hunter Walk is a partner at Homebrew Venture Capitalist Company and has specialty in product development and management.

    45. If you’re running a nonprofit organization, follow Beth Kanter for expert advice on this area.

    46. Emotional Intelligence is necessary to succeed in your career, and Daniel Goleman is your expert for that.

    47. Rita J. King connects science, technology and business.

    48. Tori Worthington Rose is a Creative Director at Mary Beth West Communications, LLC. She has extensive experience in sales and digital media.

    49. If you’re looking for some advice on how to use writing and personal content marketing to boost your career, follow Ann Handley.

    50. Tim Brown is the CEO at IDEO and shares his insights on Leadership and Creativity.

    These are just some of the key thought leaders and movers in various industries. They will provide you with constant inspiration, as well as the willpower to pursue the career that you’ve always wanted. Their stream of expert ideas in their respective fields will help you become well-equipped in your professional pursuits.

    More Articles About Successful People

    Featured photo credit: LinkedIn Sales Navigator via unsplash.com

    Read Next