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You’re facing a tight deadline for a project. How can you avoid common mistakes?

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Deadlines are inevitable in any nonprofit work, especially when you have to deliver results to your funders, partners, and beneficiaries. But deadlines can also be stressful and overwhelming, leading to errors, delays, and conflicts. How can you manage your time, resources, and team effectively and avoid common mistakes when you’re facing a tight deadline for a project?

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Stephanie Wilson

Driving Revenue Growth through Social Impact and Partnerships
Francisco Peso António. 2nd

Scaffolding Supervisor/Inspector at Saipem ???? ???? S.A Quiluma & Maboqueiro NGC Azule Energy Project (WP8) Soyo…
Erin Vobornik

Adult Education Advocate & Leader

1 Prioritize your tasks

The first step is to identify the most important and urgent tasks that need to be done for your project. You can use a simple matrix to rank your tasks based on their impact and effort, and focus on the ones that have high impact and low effort. These are the quick wins that can help you achieve your goals and satisfy your stakeholders. You can also delegate or eliminate the tasks that have low impact and high effort, as they are not worth your time and energy.

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Stephanie Wilson

Driving Revenue Growth through Social Impact and Partnerships
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Consider implementing a dynamic prioritization system that accounts for both the urgency and the strategic value of tasks. This means not just tackling tasks based on deadlines, but also evaluating their impact on long-term goals. How does each task contribute to the overall mission of your project? Aligning tasks with strategic outcomes ensures that even under tight deadlines, your work remains purposeful and impactful.

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Francisco Peso António. 2nd

Scaffolding Supervisor/Inspector at Saipem ???? ???? S.A Quiluma & Maboqueiro NGC Azule Energy Project (WP8) Soyo Province, Angola (Construction )
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Prioritize my tasks. Be the first to add my personal experience. Communicate clearly. ... Track my progress. ... Manage my stress. ... Learn from my experience. ... Avoid common mistakes. ...

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Saudi Sadiq

Assistant Professor of Linguistics and Translation, Minia University, Egypt; Linguist; Professional English < > Arabic Translator; CELTA-Certified English Teacher; Arabic Teacher & Academic Writing Coach
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To avoid common mistakes when facing a tight project deadline, it is crucial to prioritize tasks effectively, communicate clearly with team members, and ensure that goals and objectives are well-defined. By focusing on clear communication, proper planning, and utilizing project management tools efficiently, you can streamline workflows, prevent misunderstandings, and maintain a structured approach to meet the deadline successfully. Additionally, avoiding multitasking, delegating tasks appropriately, and staying adaptable to changes can help mitigate risks and enhance project outcomes within the constrained timeframe.

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Theophilus Gordon

Software Engineer | Full-stack Development (Java, Python, JavaScript) | AI Engineer | Building Scalable and Intelligent Software
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Don't try to do everything. Break your project down into manageable tasks and prioritize the most critical ones for meeting the deadline. Focus on those first and be willing to cut less important features if needed.

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THUMPUDI VENKATA VAMSI KRISHNA

Associate Consultant in AWS at TCS. Cloud Computing & DevOps AWS Certified AI Practitioner
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avoid unrealistic schedules prevent scoop creep communicate regular prioritize effectively monitor progress manage risks delegate wisely ask for help break down the task.

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2 Communicate clearly

The second step is to communicate clearly with your team, your supervisor, and your external collaborators. You need to set realistic expectations, clarify roles and responsibilities, and provide regular feedback and updates. You also need to listen to their concerns, questions, and suggestions, and address them promptly and respectfully. Communication is key to avoid misunderstandings, confusion, and conflicts that can derail your project or damage your relationships.

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Elodie Magliano

Coach certifiée | Formatrice | Qualité de Vie au Travail & Santé mentale | Je révèle vos potentiels avec le bilan de compétences | Secouriste en santé mentale | Retrouvez-moi au coworking @LesSatellites
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Une communication claire est primordiale pour comprendre les attentes, déléguer, soutenir. Reformuler si nécessaire la demande pour clarifier, définir les besoins pour identifier les ressources (tel besoin pour telle compétence), partager et communiquer avec les membres de votre équipe pour vous assurer que les objectifs ont bien été compris de tous. Prévoyez des points réguliers et un suivi (via un outil de gestion de projet par exemple). Bannir le micro management ! Déléguez avec confiance et rendez-vous disponible en cas de besoin. Incitez les membres de votre équipe à communiquer avec efficacité et bienveillance et à rendre compte de leurs difficultés. Encouragez et félicitez chaque étape franchie !

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3 Track your progress

The third step is to track your progress and measure your results. You need to have a clear plan and timeline for your project, and use tools and methods to monitor your activities, outputs, and outcomes. You can use checklists, calendars, dashboards, or software to keep track of your milestones, deadlines, and indicators. You also need to review your data and feedback, and adjust your plan and actions accordingly. Tracking your progress can help you identify problems, gaps, and opportunities, and improve your performance and quality.

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James Jesse

Executive Director | Impact Leader | Visionary Strategist
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Facing a tight deadline for a project, I learned the importance of tracking progress to avoid common mistakes. In a past campaign to launch a youth summer program, time constraints were pressing. We meticulously tracked our progress using project management software, regularly updating milestones and deadlines. This allowed us to stay organized and focused amidst the tight timeframe. However, midway through, we encountered unexpected delays from vendors and community partners. Thanks to our tracking system, we swiftly identified the problem and adjusted our approach. By closely monitoring our progress, we successfully navigated the challenges, ultimately meeting our deadline and launching the program successfully.

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Elodie Magliano

Coach certifiée | Formatrice | Qualité de Vie au Travail & Santé mentale | Je révèle vos potentiels avec le bilan de compétences | Secouriste en santé mentale | Retrouvez-moi au coworking @LesSatellites
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Utilisez les outils numériques pour suivre le projet et les objectifs. Diagramme de Gantt, tableaux de suivis, logiciels mis en place par l'entreprise : chaque collaborateur impliqué dans le projet doit être rigoureux. Réviser si nécessaire si des problèmes ou lacunes sont constatés, en communiquant toujours clairement. Suivre c'est progrès = amélioration continue. Les échéances doivent être clairement définies et notées.

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4 Manage your stress

The fourth step is to manage your stress and take care of yourself and your team. You need to recognize the signs and sources of stress, and adopt strategies to cope with them. You can use techniques such as breathing, meditation, exercise, or hobbies to relax and recharge. You also need to balance your work and personal life, and set boundaries and limits. You can also support your team by acknowledging their efforts, celebrating their achievements, and providing them with resources and assistance. Managing your stress can help you avoid burnout, frustration, and fatigue.

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Elodie Magliano

Coach certifiée | Formatrice | Qualité de Vie au Travail & Santé mentale | Je révèle vos potentiels avec le bilan de compétences | Secouriste en santé mentale | Retrouvez-moi au coworking @LesSatellites
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La santé mentale doit être au coeur des préoccupations. Facteurs communs au stress : l'égo menacé, l'inconnu, l'imprévisibilité, le manque de compétences. Tous ces facteurs doivent être pensés en amont avant de déléguer. Etre très attentif.ve aux "red flags" : tous ces signes annonciateurs d'un épuisement professionnel, d'un stress élevé (problèmes de sommeil, irritabilité, isolement)...l'équilibre entre vie professionnelle et personnelle doit être privilégiée. Assertivité, affirmation de soi, savoir poser des limites et s'accorder des temps de pause de qualité, de vrais moments de déconnexion. Privilégiez sa santé physique et mentale, oser communiquer son mal être et demander de l'aide et savoir également l'identifier chez les autres.

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5 Learn from your experience

The fifth step is to learn from your experience and apply your lessons to future projects. You need to conduct a post-project evaluation and reflection, and identify what worked well and what didn't. You also need to solicit feedback from your team, your supervisor, and your external collaborators, and appreciate their contributions and insights. You also need to document your findings and recommendations, and share them with relevant stakeholders. Learning from your experience can help you improve your skills, processes, and outcomes.

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6 Avoid common mistakes

The sixth step is to avoid common mistakes that can jeopardize your project or reputation. These include procrastinating, overcommitting, ignoring stakeholders, micromanaging, resisting feedback, and compromising quality. To prevent these issues and ensure success, it is important to follow the previous steps and be proactive, flexible, and accountable. This way, you can manage your project effectively and efficiently while meeting deadlines. Ultimately, you will be able to deliver results that matter to your mission and vision, as well as enhance your nonprofit leadership skills and reputation.

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Erin Vobornik

Adult Education Advocate & Leader
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One pitfall to avoid is micromanaging your team. In my experience, I’ve seen micromanagement stem from one of two issues: 1) The leader does not trust the skills, experience, and instincts of their team. This issue is challenging to resolve during a high-stakes project. 2) The specific tasks and roles have not be identified clearly which leads the team to be unsure of what everyone else is doing. As a result, some leaders will try to overcompensate by taking on all the tasks. Regardless of the root cause, micromanagement will slow or even stall a project.

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7 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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Stephanie Wilson

Driving Revenue Growth through Social Impact and Partnerships
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Consider the role of emotional intelligence in managing tight deadlines. How can understanding and managing your emotions, as well as those of your team members, help navigate the pressure? Developing emotional resilience can be key to maintaining focus and motivation under stress, enabling you and your team to tackle challenges more effectively.

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You’re facing a tight deadline for a project. How can you avoid common mistakes?

1

2

3

4

5

6

7

1 Prioritize your tasks

2 Communicate clearly

3 Track your progress

4 Manage your stress

5 Learn from your experience

6 Avoid common mistakes

7 Here’s what else to consider

Non-profit Leadership

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You’re facing a tight deadline for a project. How can you avoid common mistakes?

1

2

3

4

5

6

7

1 Prioritize your tasks

2 Communicate clearly

3 Track your progress

4 Manage your stress

5 Learn from your experience

6 Avoid common mistakes

7 Here’s what else to consider

Non-profit Leadership

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