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Here's how you can navigate deadline negotiations with project stakeholders in a volunteer setting.

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Volunteering in any capacity can be incredibly rewarding, yet it often comes with its own set of challenges, especially when it comes to managing project deadlines with stakeholders. When you're tasked with delivering results within a certain timeframe, it's important to approach deadline negotiations with tact and understanding. The key is to ensure that all parties are on the same page and that the project's goals are met without compromising the quality of the work or the relationships between volunteers and stakeholders.

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1 Understand Needs

To effectively negotiate deadlines in a volunteer setting, you must first understand the needs and constraints of all stakeholders involved. This means actively listening to their concerns and objectives. By acknowledging the importance of their goals and the reasons behind the deadlines they set, you create a foundation of respect and cooperation. It's also crucial to communicate the abilities and limitations of your volunteer team clearly, as this will set realistic expectations from the outset.

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Daiane Porto

Fundadora e Presidente no ITAS | Consultora Técnica de Saneamento e ESG | Perícia e Assistência Técnica Judicial
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Ao nos dedicarmos ao trabalho voluntário, devemos compreender a seriedade e as expectativas que o nosso comprometimento prometido dará na causa. Reunir as demandas e dar prioridade, pois nem sempre o trabalho pode atender a todas as demandas, seja por falta de recursos ou por depender de terceiros. Mas, mesmo sendo urgente, devemos analisar os recursos, os prazos e nunca prometer mais do que entregaremos, pois sen?o os danos nos causados aos necessitados poder?o ser grandes.

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Akiyo KOTCHONI

Formateur en gestion financière Pour Associations et TPE/PME ?? OF certifié Qualiopi ?? Prise en charge OPCO à 100% ???? Dirigeants & cadres associatifs ??Trésorerie ?? Budget ?? Analyse financière ?? Tableau de bord
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Pour une négociation réussie, organisez des réunions initiales pour clarifier les attentes et les besoins de chaque partie. Utilisez des diagrammes de Gantt ou des outils comme Trello pour visualiser les délais et ajuster les priorités en fonction des capacités réelles de l'équipe.

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2 Set Priorities

Establishing clear priorities is essential when negotiating deadlines. Determine which aspects of the project are most critical and require immediate attention, and which can be more flexible. This helps in creating a timeline that reflects the most efficient allocation of your volunteer resources. It's important to convey these priorities to stakeholders so they understand what can be delivered and when, ensuring that everyone is working towards the same objectives.

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Daiane Porto

Fundadora e Presidente no ITAS | Consultora Técnica de Saneamento e ESG | Perícia e Assistência Técnica Judicial
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Antes de fornecer um cronograma ou assumir um compromisso, é importante estabelecer as prioridades e organizar as tarefas. Apesar de terem diversas urgências e necessidades a serem atendidas, devemos escolher as mais importantes, e analisar se podemos atender às expectativas geradas. é fundamental n?o nos esquecermos dos nossos momentos de descanso, lazer, convivência familiar e trabalho. Além disso, eles também dependem da nossa saúde física, emocional e bem-estar.

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Akiyo KOTCHONI

Formateur en gestion financière Pour Associations et TPE/PME ?? OF certifié Qualiopi ?? Prise en charge OPCO à 100% ???? Dirigeants & cadres associatifs ??Trésorerie ?? Budget ?? Analyse financière ?? Tableau de bord
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Pour rendre ces priorités concrètes, utilisez un outil de gestion de projet comme Trello ou Asana pour visualiser les taches critiques et les échéances. Organisez des réunions hebdomadaires pour réévaluer les priorités et ajuster les ressources en conséquence. Créez également des tableaux de suivi des progrès accessibles à tous pour maintenir la transparence.

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3 Propose Solutions

When deadlines appear too tight, propose alternative solutions that can satisfy both volunteer capabilities and stakeholder expectations. This could involve breaking down the project into smaller, more manageable tasks or suggesting a phased approach to the project delivery. Providing options shows stakeholders that you are proactive and solution-oriented, which can lead to more productive negotiations and a compromise that respects both the project's needs and the volunteers' availability.

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4 Communicate Clearly

Clear communication is the cornerstone of successful deadline negotiations. Regular updates and open dialogue prevent misunderstandings and build trust between volunteers and stakeholders. Be transparent about progress and any potential roadblocks that may affect the timeline. By keeping stakeholders informed, you allow for adjustments to be made collaboratively, reducing stress and fostering a positive working relationship.

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5 Manage Expectations

Managing expectations is a delicate balance in volunteer projects. It's important to be optimistic yet realistic about what can be achieved within given timeframes. If you foresee a deadline being unrealistic, communicate this early on with a well-reasoned explanation. This preemptive approach can prevent last-minute scrambles and demonstrates your commitment to quality and integrity in the project's execution.

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6 Honor Commitments

Lastly, honoring commitments made during deadline negotiations is crucial for maintaining credibility and trust. If you've agreed to a revised deadline, do everything in your power to meet it. This shows stakeholders that your word is reliable and that they can count on your volunteer team to deliver. It also sets a positive precedent for future projects and collaborations, ensuring a lasting and beneficial relationship for all involved.

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Daiane Porto

Fundadora e Presidente no ITAS | Consultora Técnica de Saneamento e ESG | Perícia e Assistência Técnica Judicial
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O trabalho voluntário cria expectativas nas pessoas que ser?o alcan?adas e na equipe envolvida, portanto, cumprir as palavras é crucial para evitar frustra??es. Se algo n?o der certo, procura compreender as causas, os efeitos e avisar os envolvidos para n?o causar problemas.

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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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Daiane Porto

Fundadora e Presidente no ITAS | Consultora Técnica de Saneamento e ESG | Perícia e Assistência Técnica Judicial
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Devemos amar o próximo como a nós mesmos, mas n?o devemos nos esquecer de "amar a nós mesmos". é importante sempre analisarmos nos trabalhos voluntários a dimens?o dos nossos envolvimentos emocionais com as causas, pois, muitas vezes, estamos nos envolvendo mais do que deveria nos problemas dos outros e, dessa forma, gastamos mais tempo e energia do que de fato temos e podemos, ou até prometer coisas que n?o poderemos cumprir.

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Here's how you can navigate deadline negotiations with project stakeholders in a volunteer setting.

1

2

3

4

5

6

7

1 Understand Needs

2 Set Priorities

3 Propose Solutions

4 Communicate Clearly

5 Manage Expectations

6 Honor Commitments

7 Here’s what else to consider

Volunteering

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Here's how you can navigate deadline negotiations with project stakeholders in a volunteer setting.

1

2

3

4

5

6

7

1 Understand Needs

2 Set Priorities

3 Propose Solutions

4 Communicate Clearly

5 Manage Expectations

6 Honor Commitments

7 Here’s what else to consider

Volunteering

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感谢您的反馈

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