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Are You Sabotaging Your Project Deadlines by Making This Common Mistake?

Are You Sabotaging Your Project Deadlines by Making This Common Mistake?


    Sometimes the inevitable happens: No matter how hard you have worked on your project, you are not able to meet your deadline. When you analyze the reasons for this, you notice that there is an external dependency that caused the delay. Especially if you have tried to deliver this project for a customer, he/she may feel unappreciated because of the missed deadline.

    What makes this situation even more frustrating is the fact that you knew you did your part properly, but the delay was caused by an external factor. It’s no wonder that you are getting mad when this situation occurs. Yet, you have to make a reality check and step in the front of the mirror.

    Losing the Momentum

    When you work on your own and there are no interactions or dependencies on other people, things are pretty simple: you are just responsible to answer to yourself if you miss the deadline you set for finishing your project.

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    However, it’s a completely different ballgame when your project has dependencies on other people. Then it’s not just about you and if you manage to do your work on time – the contribution of others is also affecting the project and whether it is or not finished in time to meet the specific deadline.

    The major cause for frustration in this situation is that agreed contribution is not delivered on time. Or, if they get back to you, they are not respecting the original agreed-upon deadlines. This might have severe consequences to your project’s progress. In the worst case scenario your project might even halt completely, until the external contribution is done.

    Don’t Just Blame Others

    Ultimately these kinds of problems are caused by inefficient delegation and communication. And no matter how much you would like to blame others for slowing down the project, also you have to take a look at yourself at the mirror.

    Ask yourself: Did you delegate efficiently? Was the delegated work prioritized properly? Was your communication clear? When did you expect others to get back to you? Did you follow-up the progress?

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    So although others may be doing part of the work, ultimately it’s you who is responsible for being in charge and preventing potential delays as much as possible.

    Focus on Proper Delegation

    To understand your project dependencies better, sit down for a moment and go through all possible scenarios where an outsider’s help is needed: Is it graphic design? Is it proofreading? Is it setting up your WordPress site?

    Gather all the dependencies in a list and gain better understanding of what is needed by when, so that the project keeps rolling nicely along.

    Next, prioritize your delegations. Getting the delegated work done as early as it’s possible prevents most unexpected delays in your project.

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    When you start delegating, communication is also a key. Expressing clearly what you want and by when cuts down all the unnecessary assumptions and everyone is on the same line when it comes to assignments and deadlines.

    Also, try to work with reliable partners. Sometimes you may have to work with someone who you didn’t know before. However, if it’s possible, choose someone who you are already familiar with and who you trust. This reduces the potential situations where work is not done within agreed timeframe.

    Finally, have a backup plan for your work if everything is not going as expected. This way you can focus on doing something else, until the external contribution is done.

    Get Your Project Moving Without Delays

    Here are the steps to avoid delays in your project and delegate the workload properly. The goal here is to minimize lost time and delegate as effectively as possible.

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    1. Sit down. Make an appointment with yourself and make a list of all the dependencies (to other people) that exists within your project. This helps you to build the right marching order for your project tasks.
    2. Have a plan B. Figure out your plan B in case of delays in your project. For example, if the graphic designer working on your company logo becomes sick and is going to be on a sick leave for the next six months,  what will you do in that situation? It is of utmost important to plan ahead so that you are better prepared for unexpected setbacks.
    3. Choose reliable partners. Who have you worked with before? Is there a good and trusted web designer that could do the design work for you? Do you have a preferred person doing your proofreading? Try to work with those persons if possible. In fact, try to have a central location for your trusted external employees (for example: stored in Evernote). That way you can easily find the right person for the job. On the other hand, if you have to find someone new to work with (for e.g. through Elance, Fiverr or oDesk), try to look for user experiences and reviews first before choosing your professional.
    4. Prioritize dependency work. Once you are aware of the dependencies, it’s time to prioritize them on your project task list. If possible, try to get those delegated tasks out of the way as soon as it’s possible. If your input is required before the task can be delegated, make sure you take care of those tasks that can be found at the top of the task list.
    5. Communicate clearly. When assigning your work, give enough information at once for your hired worker. Nothing is more inefficient than giving too few details to guide those you work with, which leads to unnecessary e-mail correspondence. This in turn causes the delays, as the other person cannot continue with his/her work. Also, provide the necessary information in a clearly articulated manner. For example, if there is a deadline that should be met, communicate that clearly, so that the other person doesn’t have to make false assumptions on when the work should be returned.
    6. Do proper follow-ups. Delegation is so much more than just assigning the task – it’s also about follow-ups. Do you really know the latest status of your task? Is it really going to be done within time? To automate the following, use services like follow-up.cc or FollowupThen to manage the follow-ups the easy way. You can also use your calendar or your task list application (if you use one) to set the reminders.
    7. Know the escalation channels. Do you know what to do when you are not receiving the work back in a timely manner? Do you know who you escalate the issue to if the work is not done? For example, in Elance there are different levels for handling disputes. Try to figure out these channels in advance – just in case things get complicated.

    Conclusion

    As you can see, sometimes the delays of your work are related to other parties working on your project alongside you. Most of these delays can be prevented by doing some planning in advance, and prioritizing tasks and with clear articulation. Even though others may have caused the delays, it’s ultimately your job to minimize those delays as much as possible.

    It’s your turn now: How do you handle dependencies to other people working on your project? How do you make sure that the tasks others are doing are done in time?

    Share your comments and tips below.

    (Photo credit: Computer Sabotage with Grenade via Shutterstock)

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    Timo Kiander

    Productivity Author and Founder of Productive Superdad

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    Last Updated on May 28, 2020

    9 Things Successful People Do To Always Get What They Want

    9 Things Successful People Do To Always Get What They Want

    One of the best decisions I’ve ever made was to take on the job of hosting my own weekly radio show. My radio show is about finding some of the most successful people in the world and bringing them on my show to ask them about what they did to become so successful in life and business.

    In this article, I’m going to share with you some of the key takeaways I’ve picked up from talking to – and reading about – thought leaders from various fields about the things successful people do. Here, you can get some insights on how to get what you want.

    Ready to dive in? Let’s go.

    1. They Know What They Want

    The first and most important thing that successful people do to always get what they want is so simple that most people forget about it: they figure out what they actually want.

    When you know what you want, you will also know how to get what you want. If you’re unsure about what you want in life and business, I’d suggest picking up some career and self-improvement books to help you gain some clarity and focus.

    2. They Are Assertive

    Successful people know that they need to be both bold and sincere. Balancing these two characteristics is the essence of assertiveness.

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    Oh, and by the way – being assertive is not a natural talent someone is born with. Assertiveness is a learned skill and anyone can do it, including you!

    3. They Learn

    You may have heard of the old saying, “great leaders are readers”. For the most part, I’d say this is true.

    Let me give you an example. On my radio show, I regularly ask successful people about their habits that lead to success. Do you want to know something really neat? Every single one of them reads books.

    Successful people read and learn as much as they can about what they want so that they can get what they want. If you’re curious about how to get what you want, then start reading a book. If you’re low on time, subscribe to a book summary site to get the core concepts of the books in your industry quickly.

    4. They Make Things Meaningful

    One of the most powerful things successful people do to always get what they want is that they make things meaningful. That is, they ensure that whatever endeavor they decide to embark upon is meaningful to them (and not necessarily to anyone else). They know and understand that it’s only worth it if it matters.

    5. They Ask

    One big thing that successful people always do to get what they want is this: they ask.

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    Most people are too shy to ask for what they really want. If you are too shy to ask, you may never know how to get what you want. So, don’t be like most people.

    Here’s an exercise you can do to get over it: next time you’re buying something, regardless of what it is, ask for a discount. Just do it. The worst-case scenario is that you’ll get a chuckle from the Barrista at Starbucks. The best-case scenario is that you’ll get comfortable with negotiating when it’s time to buy your next car.

    6. They Take Action

    Insight without action is useless. Successful people know that to always get what they want, they’ve got to take massive action.

    One of the most powerful exercises I’ve ever discovered is this: never leave the sight of a goal without taking some kind of action towards its achievement. In other words, as soon as you decide you want something or as soon as you set a goal of some kind, do something – anything – that shifts you closer towards getting it.

    7. They Use Their Time Wisely

    Have you ever heard of NET time? It stands for “No Extra Time”.

    For example: when you’re driving and sitting in traffic, are you listening to Mylie Cyrus? Or are you listening to an audiobook?

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    Successful people take NET time seriously. Get yourself some audiobook so you can start listening to the best business and self-improvement books available – all while you’re on your way to work in the morning.

    8. They Choose to Lead

    You don’t need to have formal authority to become a leader. You just need to choose yourself. All successful people know this, and so should you. Knowing how to get what you want requires knowing how to lead the way for others and yourself.

    Don’t wait for anyone else to do it, because the truth is that most people want to be led anyway. So, just step up and claim authority. Be the leader you wish you always had.

    9. They Contribute

    Successful people know that to get what they want, they have to be willing to help other people get what they want.

    What happens when you stop doing your job? What happens when you stop caring about your schoolwork? What happens when you become emotionally disconnected from a relationship?

    You suffer – that’s what happens. Successful people know and understand that in order to succeed, they need to contribute. They need to add value to the lives of others. They need to do their best so that they can become the best.

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    So, Now What?

    I hope this article has re-ignited the fire that you already had within you to be successful at any endeavor. The reason why I’m stressing the fact that you’ve already got everything you need to succeed and get what you want is that you wouldn’t be reading this if you weren’t already motivated to be successful.

    At the end of the day, however, all the insights in the world are worth nothing unless you combine them with action. When it’s all said and done, it’s your decision what you do with this list and how you apply it to your life and career.

    But if I may, here’s what I would suggest you consider as you get started doing the things to help you succeed:

    Review this list of the 9 things successful people do to always get what they want and then compare it with where you currently are at each one of these 9 things. Rate yourself in each one of the 9 things. Next, pick just ONE of them to work on every week.

    For example, if you find that you’d like to learn more about the business side of the company you work for, then go read the best business books to help you do that.

    Never stop learning. Always feed your mind with the knowledge you need to become as successful as possible within your area or industry. It doesn’t matter how busy you are. We’re all busy. Make the time to expand your knowledge.

    And remember: every key learning should be immediately followed with action.

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    Featured photo credit: Austin Distel via unsplash.com

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