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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 June 19, 2019

    10 Best Ted Talks About Procrastination That Will Ignite Your Motivation

    10 Best Ted Talks About Procrastination That Will Ignite Your Motivation

    There are two types of people in this world; one who wants to complete their work as early as possible and one who wants to delay it as much they can. The first category of this depicts ‘precrastinators’ and the latter one are termed as ‘procrastinators’.

    Much has been researched and published about procrastination; most of the studies terming it as detrimental to one’s health and adding to stress levels. Though, there are ‘procrastinating apologists’ as you would call them who proclaim there are a few benefits of it as well. But scientists have argued that the detriments of procrastination far outweigh the short-term benefits of it.

    Everybody procrastinates, but not everybody is a procrastinator. Procrastination is habitual, not situational.

    For an employee, it means piling up work until the end hours of their shift and then completing it in a hurry. For a student, it means not studying for an exam that is due the next week and cramming up the whole book one night before.

    If you fall into this category, do not worry, there have also been articles published and speeches given by successful leaders on how procrastinators aren’t so bad after all.

    Here are 10 of the best Ted Talks about procrastination that will help you regain motivation:

    1. Inside the Mind of a Master Procrastinator, by Tim Urban

    Tim Urban gives his funny uptake on procrastination and dives deep into how a procrastinator’s mind functions. He goes ahead and tells the audience about how ‘precrastinators’ have a rational decision-maker in their mind but in a procrastinator’s mind, there are two other entities existing — the ‘instant gratification monkey’ and ‘the panic monster’

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    From the video, you will learn how to stay aware of the ‘instant gratification monkey’ whenever you have to complete a task.

    2. The Surprising Habits Of Original Thinkers, by Adam Grant

    In this video, Adam Grant builds on the concepts of ‘instant gratification monkey’ and ‘the panic monster,’ and marks a balance between ‘precrastinators’ and procrastinators giving existence to a productive and creative persona.

    He talks about how a lot of great personalities in the course of history were procrastinators giving an example of Martin Luther King Jr. delaying the writing of his speech. ‘I have a dream’ was not in the script but was an original phrase by the leader; he opened himself to every possible avenue by not going with the script.

    You can learn about how one has to be different and better rather than be the first-mover, going deep into the correlation between original thinkers and procrastinators.

    3. An End To Procrastination, by Archana Murthy

    According to a survey,[1] 20% of Americans are chronic procrastinators. Study after study shows chronic procrastination isn’t just laziness and poor time-management, but is actually a byproduct of negative emotions such as guilt, anxiety, depression and low self-worth — which is different from the contrary belief.

    Archana Murthy gives us an insight into the procrastinator’s plight and provides ways to help the procrastinator in you.

    For a fellow procrastinator, you should check out her good advice on how to end it.

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    4. Why We Procrastinate, by Vik Nithy

    Vik Nithy has already found 23 companies before coming to give his speech on procrastination. He puts forward the structure of our brain, showing the prefrontal cortex as the intelligent one telling us to complete the assignment due next day.

    Procrastinators are threatened by complex work which gives them anxiety and that is where Amygdala comes in telling us to find pleasure in other activities.

    Going ahead, you’ll from him how to overcome procrastination i.e. planning for goals, time, resources, process, distractions, and for failure.

    5. Trust The Procrastinator, by Valerie Brown

    Frankly, this is one of the best speeches on procrastination given on the TedTalks platform. Valerie Brown tells us that we live in a society where every body wants everything right now and procrastinators aren’t in those ‘right-now’ people.

    She gives us an example of great procrastinators like Leonardo Da Vinci, who regarded himself as a failure at one point of time and took 16 years to complete the Mona Lisa. She gives us another perspective on procrastinators that it isn’t necessarily bad for one’s career or health.

    6. Procrastination Is The Key To Problem Solving, by Andrea Jackson

    Andrea Jackson gives us her two categories of procrastinators: the accidental procrastinators and the deliberate procrastinators. She puts Leonardo Da Vinci in the former category and Thomas Edison in the latter one.

    There is a part where she labels procrastinators as unlocking a supersonic jigsaw puzzle in their head when they procrastinate; it means bringing thousands of ideas in one’s head when one procrastinates and keeps thinking about it. She calls Salvador Dali and Aristotle as deliberate procrastinators where they used to delay work in order to achieve a more creative result.

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    In this video, you’ll learn a new perspective about procrastinators.

    7. The Vaccination For Procrastination, by Bronwyn Clee

    Bronwyn Clee takes us in the psychology of a procrastinator, telling us that fear stops us taking up new work.

    She shares how she taught herself to be a decision-maker and not to fear if she will be able to take an action or not. From this video, you will learn how to bring the change in yourself and end procrastination.

    8. I’m Not Lazy, I’m Procrastinating, by Victoria Gonzalez

    Coming from a millennial, this is more relatable to the younger generation.

    Victoria Gonzalez tells us that procrastination has nothing do with time-management skills. In fact, a procrastinator puts off work but with an intention to complete it; lazy people are the opposite of that who don’t even try.

    9. Change Anything! Use Skillpower Over Willpower, by AI Wizler

    Al Wizler, cofounder of VitalSmarts, gives us an example of her mother’s smoking habits which she wanted to quit but she just couldn’t even after trying for years. Eventually, she died of cancer.

    He reminds us to the need to take control of the forces that influence our decisions, rather than letting them take control of ourselves.

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    In this video, you’ll learn the importance of self-reflection, identifying your behaviours, and getting to work on it.

    10. How To Motivate Yourself To Change Your Behaviour, by Tali Sharot

    Tali Sharot, a neuroscientist explains how we behave when put through alternating situations.

    She has found that people get to work when they are rewarded for an action immediately. Procrastinators can get themselves to work and reward themselves for it, which will lead to a change in their behaviour if they actually start that process of working sooner and completing it.

    In this video, you’ll learn about the role of celebrating small wins and tracking your progress when you’re trying to reach your goals.

    The Bottom Line

    Procrastinators can find all kinds of advices on TedTalks.

    A few of them, defending the idea and proclaiming that it actually allows for a more creative process and one that people shouldn’t feel so guilty about. Some of them, giving suggestions on how to put an end to it and making you a faster worker.

    It all depends on how you want to perceive it and if you want to, you can find the cure for this ailment.

    More About Procrastination

    Featured photo credit: Han Chau via unsplash.com

    Reference

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