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What are the best ways to ensure your team is on the same page when working on a deadline?

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Working on a deadline can be stressful and challenging, especially if your team is not aligned on the goals, tasks, and expectations. Miscommunication, confusion, and delays can compromise the quality and timeliness of your project, and affect your reputation and relationship with your clients. How can you ensure your team is on the same page when working on a deadline? Here are some best practices to follow.

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Kenneth Fietz

Senior Instructor/Instructional Designer

1 Define the scope and deliverables

Before you start working on a deadline, make sure you have a clear and detailed understanding of what the project entails, what the client expects, and what the final output should look like. Communicate this information to your team members and confirm that they have the same vision and requirements. Avoid vague or ambiguous terms and use specific and measurable criteria to define the scope and deliverables of the project.

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Tiago Lourenco PMP? MSc

Project Manager | PMP? | Founder | Process Optimisation | Regulatory Compliance (GDPR) | ESG Integration & P5 Standards Adviser | PMI Volunteer & Mentor | PM as a Service (PMaaS) | Driving SMEs to Operational Efficiency.
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It is imperative to communicate and do it properly. Ask questions and allow other stakeholders to do the same, and assure them that there are no dumb questions. I say this because I, for one, have been in situations where I felt I shouldn’t ask certain questions because I felt like they were stupid or unnecessary questions. I would always end up not understanding a step of the project for that reason. When meetings take place, make them open and inclusive meetings so everyone can feel comfortable enough to engage. If these meetings are happening remotely, communicate clear rules like raising a hand if you want to speak or ask questions, and waiting your turn so it doesn’t turn into chaos.

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2 Assign roles and responsibilities

Once you have defined the scope and deliverables, you need to assign roles and responsibilities to each team member, based on their skills, expertise, and availability. Make sure everyone knows what they are supposed to do, when they are supposed to do it, and how they are supposed to do it. Use a project management tool or a shared document to track the progress and status of each task and subtask, and update it regularly.

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3 Communicate frequently and effectively

Communication is key to ensuring your team is on the same page when working on a deadline. You need to communicate frequently and effectively with your team members, using the appropriate channels and tools. For example, you can use email for formal and official communication, instant messaging for quick and informal updates, video calls for brainstorming and feedback sessions, and online collaboration platforms for sharing and editing documents. You also need to communicate clearly and respectfully, avoiding jargon, slang, or sarcasm, and using positive and constructive language.

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Kenneth Fietz

Senior Instructor/Instructional Designer
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Some critical items in this communication includes clear understandings of roles and responsibilities. Everyone is working to the same goal, so if a resource is needed or an issue appears...it is important that it be communicated early. It is not a fault but to mitigate or resolve, it is important to address, shift resources or adjust timeline as early as practical to keep things tracking to plan. A clear understanding of roles and responsibilities help to ensure ownership, deliverables and without any gaps or wasteful doubling of tasks. That said, as a project moves closer to completion, a project manager can shift those with fewer responsibilities (tasks) to those who can use some help. It takes a team to bring a project to completion.

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4 Provide feedback and support

Another way to ensure your team is on the same page when working on a deadline is to provide feedback and support to your team members. Feedback helps them improve their performance, identify and correct errors, and align their work with the project objectives and standards. Support helps them overcome challenges, solve problems, and cope with stress. You can provide feedback and support by conducting regular check-ins, offering suggestions and tips, acknowledging achievements and efforts, and expressing appreciation and gratitude.

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5 Review and revise the work

Finally, you need to review and revise the work of your team before submitting it to the client. This ensures that the work is consistent, coherent, and compliant with the project specifications and expectations. You can review and revise the work by using a checklist, a rubric, or a quality assurance tool to evaluate the work against the criteria and indicators of success. You can also ask for a second opinion from another team member or an external expert to verify the accuracy and validity of the work.

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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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What are the best ways to ensure your team is on the same page when working on a deadline?

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3

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1 Define the scope and deliverables

2 Assign roles and responsibilities

3 Communicate frequently and effectively

4 Provide feedback and support

5 Review and revise the work

6 Here’s what else to consider

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What are the best ways to ensure your team is on the same page when working on a deadline?

1

2

3

4

5

6

1 Define the scope and deliverables

2 Assign roles and responsibilities

3 Communicate frequently and effectively

4 Provide feedback and support

5 Review and revise the work

6 Here’s what else to consider

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