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Agreeing on Deadlines With Yourself Just Doesn’t Work: Here’s What Does

Agreeing on Deadlines With Yourself Just Doesn’t Work: Here’s What Does

A piece of advice that I have heard many times over is to set deadlines with yourself. In other words, when you are working on a task, you then agree on a deadline that you are trying to keep. This in turn should help you to finish the task in time.

Let me ask you this, however: How many times you have set these kinds of deadlines only to realize that you weren’t able to keep them? Or, how many times have you postponed or changed that very deadline till a later date since you realized you can’t get the task done because the deadline was unrealistic? I don’t know about you, but this has happened to me many times and I have come to the conclusion that negotiating and setting deadlines just with yourself is doomed to fail.

The problem is that it’s so easy change and postpone the deadlines rather than trying your hardest to get the work done within the defined boundaries. If this is the case, what is actually causing us to neglect those deadlines we set this way?

You are not feeling the pressure

The answer to this question is simple: you keep the deadlines to yourself and no one else knows about them.

The problem with this approach is that it’s easy to make changes to the original plan since you are the only person to know about it. Without any external feedback or pressure toward yourself, making those changes is very effortless. Unfortunately, this is just cheating yourself and that can lead to unnecessary procrastination, which in turn makes things more difficult for yourself and accomplishing a task becomes harder and harder.

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This is too bad, since the noble idea of a deadline is now turned upside down: Rather than setting the boundaries to your work and getting them done in a timely manner, the task keeps hanging on your task list unnecessarily.

So you think that others are criticizing you?

When I consider the situations when I have set the deadlines with myself (which I wasn’t then able to keep), I can think of at least three core reasons for doing so:

  • I didn’t want to feel external pressure
  • I wasn’t sure if I was able to finish the task in time
  • I felt that others could criticize me if I didn’t deliver the task within the set boundaries

First, announcing a deadline publicly makes you more exposed to external pressure. In other words, other people expect that you will fulfill the promise of getting something done before the deadline. If this pressure is just too much to handle, you try to avoid it.

Secondly, you may feel unconfident about your own capabilities of delivering a task within a timeframe. This is especially true if you really don’t know the task well or that you don’t have the necessary skills to perform it.

Thirdly, no one wants to be criticized or yelled at if the work isn’t delivered on time. Keeping the deadline to yourself is easier, since you are the only one who knows about it.

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Stretching your comfort zone

In order to get rid of the inefficiencies of internally-negotiated deadlines, you should just do the opposite: be open about them and announce the deadlines to the world. Only in that way can you expect better results, and it makes you try harder to deliver the tasks on time. Even though this may seem scary to some, you should do it anyway. That’s the only way of overcoming the continuous postponing and cheating on yourself with deadlines, which you are not going to meet.

Before you announce anything to the world, understand that you have less time than you think. When you realize this, it helps you to set more realistic deadlines, thus diminishing the fears that you have towards setting the public timeframes. Also, when you are realistic about your own skills and understand what the task is really all about, and then giving more accurate schedules becomes easier.

Deadlines the right way

1. Analyze your situation thoroughly. Before setting the deadlines, ask yourself these questions:

  • What is the actual amount of time that I have?
  • How much work do I really have to do?
  • What is my skillset related to the task and the deadline?

Be very realistic with the answers, since this lays the foundation for good solid deadlines. If you have any doubts about your own skills, about the task, or the time available, it’s time to be more conservative on what you promise.

2. Less is more. Decide the goal you want to reach, but be aware of promising too much. As mentioned, you have less time on your hands than you think and time literally flies when you get down into your work.

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Taking a slightly more conservative approach is better than trying to promise too much. Getting less work done in this case is better than explaining later why you weren’t able to get everything done that you so boldly promised to do.

3. Take external factors into account.  Understand that there are factors which decrease the amount of time you have for the task and for meeting the deadline.

For instance, if you promised to do a task for your boss within five days, but you are travelling on Monday and you have meetings all Tuesday, all of a sudden you have only three days to do the task. Take these external causes into account when deciding on the public deadline for your work.

4. Be honest with yourself (and others). This point is absolutely crucial.

For instance, when I was at my day job and I was assigned a task which I wasn’t skilled to do, I let my boss or project manager know about it. This way, I wasn’t setting unrealistic expectations and everyone knew what the real situation was.

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5. Announce the deadline to the world.  Once you have all the background work done, it’s time to publicly announce your deadline. This makes you really try to meet the deadline and postponing it becomes harder and harder.

When you announce your schedule, make yourself accountable—for instance, towards to your blog’s visitors, e-mail list subscribers, your friends, your spouse, your colleagues and your boss, your mastermind group, or your coach.

6. Learn from failure. If you still happen to miss a deadline, analyze why it happened. Just calmly figure out the reasons that lead to missing it and use that experience the next time when you set another deadline.

Conclusion

There are times when keeping a deadline to yourself is justified, but if you have an important task that you want to get done, announcing the deadline to the world is a better option (especially if this task takes you closer to your big goals). For instance, I’m writing a productivity book right now and I have already announced to my e-mail subscribers (and anyone who I talk with), that this book is going to be published on October 22nd, 2013.

This way, I will make sure to really meet the deadline and get everything done before that date.

Over to you: How do you create effective deadlines?

More by this author

Timo Kiander

Productivity Author and Founder of Productive Superdad

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Last Updated on November 5, 2020

How to Get out of a Rut: 12 Useful Ways to Get Unstuck

How to Get out of a Rut: 12 Useful Ways to Get Unstuck

Have you gotten into a rut before? Or are you in a rut right now?

You know you’re in a rut when you run out of ideas and inspiration. A rut can manifest as a productivity vacuum and be a reason why you aren’t getting results. Even as you spend more time on your work, you can’t seem to get anything constructive done. Is it possible to learn how to get out of a rut?

Over time, I have tried and found several methods that are helpful to pull me out of a rut. If you experience ruts too, whether as a working professional, a writer, a blogger, or a student, you will find these useful. Here are 12 of my personal tips to get out of ruts:

1. Work on Small Tasks

When you are in a rut, tackle it by starting small. Clear away your smaller tasks that have been piling up. Reply to your emails, organize your documents, declutter your work space, and reply to private messages.

Whenever I finish doing that, I generate positive momentum, which I bring forward to my work.

If you have a large long-term goal you can’t wait to get started on, break it down into smaller objectives first. This will help each piece feel manageable and help you feel like you’re moving closer to your goal.

You can learn more about goals vs objectives here.

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2. Take a Break From Your Work Desk

When you want to learn how to get out of a rut, get yourself away from your desk and go take a walk. Go to the bathroom, walk around the office, or go out and get a snack. According to research, your productivity is best when you work for 50 minutes to an hour and then take a 15-20 minute break[1].

Your mind may be too bogged down and will need some airing. By walking away from your computer, you may create extra space for new ideas that were hiding behind high stress levels.

3. Upgrade Yourself

Take the down time to upgrade your knowledge and skills. Go to a seminar, read up on a subject of interest, or start learning a new language. Or any of the 42 ways here to improve yourself.

The modern computer uses different typefaces because Steve Jobs dropped in on a calligraphy class back in college[2]. How’s that for inspiration?

4. Talk to a Friend

Talk to someone and get your mind off work for a while. Relying on a support system is a great way to work on self-care when you’re learning how to get out of a rut.

Talk about anything, from casual chatting to a deep conversation about something you really care about. You will be surprised at how the short encounter can be rejuvenating in its own way.

5. Forget About Trying to Be Perfect

If you are in a rut, the last thing you want to do is step on your own toes with perfectionist tendencies. Perfectionism can lead you to fear failure, which can ultimate hinder you even more if you’re trying to find motivation to work on something new.

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If you allow your perfectionism to fade, soon, a little trickle of inspiration will come, and then it’ll build up with more trickles. Before you know it, you have a whole stream of ideas.

Learn more about How Not to Let Perfectionism Secretly Screw You Up.

6. Paint a Vision to Work Towards

If you are continuously getting in a rut with your work, maybe there’s no vision inspiring you to move forward.

Think about why you are doing this, and what you are doing it for. What is the ultimate goal or vision you have for your life?

Make it as vivid as possible. Make sure it’s a vision that inspires you and use that to trigger you to action. You can use the power of visualization or even create a vision board if you like to have something to physically remind you of your goals.

7. Read a Book (or Blog)

The things we read are like food for our brain. If you are out of ideas, it’s time to feed your brain with great material.

Here’s a list of 40 books you can start off with. You can also stock your browser with only the feeds of high quality blogs and follow writers who inspire and motivate you. Find something that interests you and start reading.

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8. Have a Quick Nap

If you are at home, take a quick nap for about 20-30 minutes. This clears up your mind and gives you a quick boost. Nothing quite like starting off on a fresh start after catching up on sleep[3].

Try a nap if you want to get out of a rut

    One Harvard study found that “whether they took long naps or short naps, participants showed significant improvement on three of the four tests in the study’s cognitive-assessment battery”[4].

    9. Remember Why You Are Doing This

    Sometimes we lose sight of why we do what we do, and after a while we become jaded. A quick refresher on why you even started on this project will help.

    What were you thinking when you thought of doing this? Retrace your thoughts back to that moment. Recall your inspiration, and perhaps even journal about it to make it feel more tangible.

    10. Find Some Competition

    When we are learning how to get out of a rut, there’s nothing quite like healthy competition to spur us forward. If you are out of ideas, then check up on what people are doing in your space.

    Colleagues at work, competitors in the industry, competitors’ products and websites, and networking conventions can all inspire you to get a move on. However, don’t let this throw you back into your perfectionist tendencies or low self-esteem.

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    11. Go Exercise

    Since you are not making headway at work, you might as well spend the time getting into shape and increasing dopamine levels. Sometimes we work so much that we neglect our health and fitness. Go jog, swim, cycle, or whatever type of exercise helps you start to feel better.

    As you improve your physical health, your mental health will improve, too. The different facets of ourselves are all interlinked.

    If you need ideas for a quick workout, check out the video below:

    12. Take a Few Vacation Days

    If you are stuck in a rut, it’s usually a sign that you have been working too long and too hard. It’s time to get a break.

    Beyond the quick tips above, arrange one or two days to take off from work. Don’t check your (work) emails or do anything work-related. Relax, do your favorite activities, and spend time with family members. You will return to your work recharged and ready to start.

    Contrary to popular belief, the world will not end from taking a break from your work. In fact, you will be much more ready to make an impact after proper rest.

    More Tips to Help You Get out of a Rut

    Featured photo credit: Ashkan Forouzani via unsplash.com

    Reference

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