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How can you keep stakeholders informed when managing deadlines?

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Managing deadlines is a crucial skill for any computer science professional, whether you are working on a project, a product, or a service. Deadlines help you prioritize tasks, allocate resources, and measure progress. However, deadlines also come with challenges, such as uncertainty, complexity, and changes. How can you keep your stakeholders informed and satisfied when managing deadlines? Here are some tips to help you communicate effectively and transparently.

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Ravi Shitole

Lead Full Stack Software Engineering | JAVA/J2EE/Spring/Angular/PL-SQL | Lead/VP | ETD Clearing IT Specialist |…
Muskan Bansal

Sr Data Engineer at Airties | Ex- Osilla | Ex- Nokia | Blogger | Freelancer
Manohar Grandhi

Get rid of Insomnia forever in 45 days with the Insomnia Switch-Off Method??.I help IT professionals to sleep well and…

1 Understand your stakeholders

Before you start working on a deadline, you need to identify who your stakeholders are and what their expectations, needs, and preferences are. Stakeholders can include clients, customers, users, managers, team members, or anyone else who has an interest or influence on your work. You can use tools such as stakeholder analysis, personas, or surveys to gather information about your stakeholders and categorize them according to their power, interest, and attitude. This will help you tailor your communication style and frequency to each stakeholder group.

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Ravi Shitole

Lead Full Stack Software Engineering | JAVA/J2EE/Spring/Angular/PL-SQL | Lead/VP | ETD Clearing IT Specialist | Enterprise Engineer | CKAD and SCJP certified
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To keep stakeholders informed and manage deadlines effectively, few points to consider. 1. Regular Updates: Provide consistent progress reports, including status, milestones, and risks. 2. Transparent Communication: Be open about challenges and setbacks to manage expectations. 3. Project Management Tools: Use tools for real-time updates and progress tracking. 4. Scheduled Meetings: Hold meetings to discuss progress and address. 5. Understand Goals: Learn stakeholders’ objectives to align project priorities. 6. Risk Management: Identify risks early with mitigation strategies to reassure stakeholders. 7. Tailored Communication: Adjust communication style to suit different stakeholder needs.

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Muskan Bansal

Sr Data Engineer at Airties | Ex- Osilla | Ex- Nokia | Blogger | Freelancer
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Ensuring stakeholders are informed during deadline management is crucial. As per my experience I do the following: Before Implementation: Share a project plan, task breakdown, tentative completion dates, and priorities. Use PM tools like Asana or free options like Google Sheets. Confirm everyone's agreement before implementation. During Implementation: Gather feedback after completing each sub-module. If a deliverable may surpass the tentative date, inform stakeholders in advance. General Tip: Conduct weekly or bi-weekly check-in calls for verbal updates, issue discussions, and Q&A sessions. Keep the communication flowing in other days. Send regular emails about the progress but do not bombard with information

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2 Set SMART goals

One of the best ways to keep your stakeholders informed is to set SMART goals for your deadlines. SMART stands for Specific, Measurable, Achievable, Relevant, and Time-bound. SMART goals help you define the scope, criteria, and timeline of your work, as well as the expected outcomes and benefits. By setting SMART goals, you can communicate clearly and concisely what you are working on, why you are working on it, how you are working on it, and when you will deliver it. You can also use SMART goals to track and report your progress and achievements.

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3 Use appropriate tools

Another tip to keep your stakeholders informed is to use appropriate tools to manage and share your work. Depending on the nature and complexity of your work, you can use different tools to plan, execute, monitor, and document your deadlines. For example, you can use project management software, such as Trello, Asana, or Jira, to create tasks, assign roles, set deadlines, and update status. You can also use collaboration tools, such as Google Docs, Slack, or Zoom, to share files, chat, or video conference with your stakeholders. You can also use visualization tools, such as charts, graphs, or dashboards, to display your data, results, or feedback.

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4 Communicate regularly and proactively

A key tip to keep your stakeholders informed is to communicate regularly and proactively with them. Regular communication means that you update your stakeholders on your progress, achievements, challenges, and changes at least once a week or as agreed upon. Proactive communication means that you initiate contact with your stakeholders, rather than waiting for them to ask you for updates or feedback. You can use different communication channels, such as email, phone, or face-to-face meetings, depending on the urgency and importance of your message. You can also use different communication formats, such as reports, presentations, or demos, depending on the purpose and audience of your message.

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Manohar Grandhi

Get rid of Insomnia forever in 45 days with the Insomnia Switch-Off Method??.I help IT professionals to sleep well and stay on top of their game. Talk to me if you want freedom from Insomnia. Author "My Sleepless Nights”
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The brain by design is an energy conservation machine it assumes it will get things on the expected date. But when you regularly communicate and explain the impediments the client understands the challenges and any delays will not be a big surprise to them. So, having regular communication is the way to go for sure.

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5 Manage expectations and risks

A final tip to keep your stakeholders informed is to manage their expectations and risks when dealing with deadlines. Managing expectations means that you set realistic and achievable goals, that you communicate clearly and honestly about the scope and limitations of your work, and that you align your work with the stakeholder's vision and values. Managing risks means that you identify, assess, and mitigate any potential issues, threats, or uncertainties that could affect your deadlines, such as technical problems, resource constraints, or changing requirements. You can use tools such as risk registers, contingency plans, or issue logs to document and communicate your risk management strategies.

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Miko Pawlikowski ???

Follow for coding, bootstrapped startups & breakthroughs in tech. Founder, Engineer, Speaker.
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The point is that when it comes to expectations and risks, it's better to err on the side of over-communicating, than under-communicating. People don't like surprises - they can't prepare for them.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you keep stakeholders informed when managing deadlines?

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3

4

5

6

1 Understand your stakeholders

2 Set SMART goals

3 Use appropriate tools

4 Communicate regularly and proactively

5 Manage expectations and risks

6 Here’s what else to consider

Computer Science

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How can you keep stakeholders informed when managing deadlines?

1

2

3

4

5

6

1 Understand your stakeholders

2 Set SMART goals

3 Use appropriate tools

4 Communicate regularly and proactively

5 Manage expectations and risks

6 Here’s what else to consider

Computer Science

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