Managing deadlines is a crucial skill for any executive, as it affects your productivity, reputation, and stress levels. However, staying organized when juggling multiple projects, tasks, and priorities can be challenging. In this article, you will learn some practical tips to help you plan, track, and deliver your work on time and with quality.
The first step to managing deadlines is to define clear and realistic goals for yourself and your team. A useful framework to follow is the SMART criteria, which stands for Specific, Measurable, Achievable, Relevant, and Time-bound. SMART goals help you break down your work into manageable chunks, clarify your expectations, and monitor your progress. For example, instead of saying "I want to increase sales", you could say "I want to increase sales by 10% in the next quarter by launching a new marketing campaign and hiring two more sales reps".
To stay organized with deadlines, create a detailed schedule, prioritize tasks based on urgency and importance, and utilize productivity tools or apps to track and manage deadlines efficiently. Regularly review your progress and adjust your schedule as needed to ensure timely completion of tasks.
SMART goals are probably the most important tools you can use when trying to stay organized and on-top of your goals and responsibilities. However, SMART goals are only as effective as the follow up. If you had the most meticulously written SMART goals, but failed to follow up accordingly and measure when needed, it's the same as not having them in the first place.
The second step to managing deadlines is to use tools that help you organize your tasks and schedule. A calendar and a to-do list are essential for keeping track of your deadlines, appointments, meetings, and reminders. You can use digital or paper-based tools, depending on your preference and convenience. The key is to update them regularly and review them daily. A calendar helps you visualize your time and plan ahead, while a to-do list helps you prioritize your tasks and focus on the most important ones.
I switched from traditional bulleted/numbered To-Do lists to one in the form of an Eisenhower Matrix. It automatically helps you prioritize not only existing tasks but also forces you to think about any new ones in terms of Urgency and Importance before you add them to the list (matrix).
Making use of tools like Asana or Trello can be really beneficial. But the most important thing is to prioritise your work from high to low. That will help you focus on one work at a time without having to juggle between tasks and thereby messing both up. Organisation of priority helps you progress in a linear fashion that in turn promotes efficiency.
Your email calendar (Outlook, Gmail, etc) is your friend. You need to book all important meetings, deadlines, and even planning into your calendar in advance. Planning to be successful means planning your time. At the end of every workday, you should make a list of the top 3 or 4 things that need to be the top priority for the next morning, and schedule accordingly. Make a list or a sticky-note and put it on your monitor. There should never be a morning when you don't know what to do first.
The third step to managing deadlines is to delegate and communicate effectively. As an executive, you cannot do everything by yourself, so you need to rely on your team and other stakeholders. Delegating tasks to others can free up your time and energy for more strategic and creative work, as well as empower your team members and improve their skills. However, delegating does not mean abdicating responsibility. You still need to communicate clearly your expectations, deadlines, and feedback, and follow up regularly to ensure quality and accountability.
The fourth step to managing deadlines is to avoid distractions and interruptions that can derail your focus and productivity. Distractions can come from external sources, such as emails, phone calls, social media, or noise, or from internal sources, such as boredom, fatigue, or anxiety. Interruptions can come from yourself, such as switching between tasks or checking your messages, or from others, such as colleagues, clients, or family. To avoid distractions and interruptions, you need to set boundaries, limit your access to potential sources of distraction, and schedule blocks of time for deep work.
In the age of distractions, it's more important than ever to stay away from distractions to meet deadlines. There are numerous blocking apps, extensions, and software that block distracting apps, websites, etc.
The fifth step to managing deadlines is to be flexible and adaptable to changing circumstances and unexpected events. No matter how well you plan and organize your work, you may encounter situations that require you to adjust your priorities, scope, or methods. For example, you may face a crisis, a new opportunity, a change in requirements, or a feedback loop. To be flexible and adaptable, you need to be open-minded, proactive, and creative. You also need to communicate any changes to your deadlines and expectations to your team and stakeholders.
The sixth and final step to managing deadlines is to reward yourself and your team for your achievements and efforts. Completing a project or a task on time and with quality is a satisfying and motivating experience, and it deserves recognition and appreciation. Rewarding yourself and your team can boost your morale, confidence, and loyalty, as well as reinforce positive behaviors and habits. Rewards can be tangible, such as bonuses, gifts, or treats, or intangible, such as praise, feedback, or gratitude.