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How can you stay organized when juggling multiple deadlines?

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Juggling multiple deadlines can be stressful and overwhelming, especially in a fast-paced and dynamic corporate environment. However, with some planning, prioritization, and productivity tools, you can stay organized and on top of your tasks without compromising your quality or sanity. Here are some tips to help you manage your deadlines effectively and efficiently.

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Jonathan Alvarado

MÃ¡ster en GestiÃ³n Industrial | Ingeniero Agroindustrial | Data Analyst | Supply Planner | Project Specialist

1 Set realistic goals

The first step to staying organized is to set realistic and achievable goals for each deadline. This means breaking down large or complex projects into smaller and more manageable chunks, estimating how much time and resources each chunk will take, and setting intermediate milestones and deadlines for each one. By doing this, you can avoid procrastination, track your progress, and adjust your plan if needed.

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Jonathan Alvarado

MÃ¡ster en GestiÃ³n Industrial | Ingeniero Agroindustrial | Data Analyst | Supply Planner | Project Specialist
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Cuando estas por iniciar un proyecto grande, este por lo general suele componerse de peque?os entregables, una herramienta muy Ãºtil que me funciona es utilizar diagramas de Gantt, no precisamente solo para los proyectos "cascada", me funciona para no perder de vista el avance de todos los entregables, asÃ no se pierde de vista algÃºn avance si en caso hay que hacer ajustes, otro tip es definir la ruta crÃtica en ese momento, para priorizar esa tarea.

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2 Prioritize your tasks

The next step is to prioritize your tasks according to their urgency and importance. A useful tool for this is the Eisenhower matrix, which divides your tasks into four categories: urgent and important, urgent but not important, important but not urgent, and neither urgent nor important. You should focus on the tasks that are urgent and important first, delegate or outsource the tasks that are urgent but not important, schedule the tasks that are important but not urgent, and eliminate or minimize the tasks that are neither urgent nor important.

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Emmanuel UWIMANA

Internal Auditor at Rwanda medical supply (RMS) Ltd
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One thing, I have found helpful, is knowing how you should classify your tasks according to their prioritization and how you should manage the stress or many tasks according to their emergency based on the priority. Moreover, you should focus on the tasks that are urgent and delegate or outsource the tasks that are urgent but not important, schedule the tasks that are important but not urgent, and eliminate or minimize the tasks that are neither urgent nor important.

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Jonathan Alvarado

MÃ¡ster en GestiÃ³n Industrial | Ingeniero Agroindustrial | Data Analyst | Supply Planner | Project Specialist
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Estoy totalmente de acuerdo que para la gestiÃ³n del tiempo es necesario priorizar con alguna herramienta, mi recomendaciÃ³n es que lo construyas junto con tu lÃder, para evitar malos entendidos a futuro y si tÃº eres el lÃder, dirige a tu PM para ejecutar de acuerdo a las necesidades de la organizaciÃ³n.

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Daniel de la Cruz Suero

Tecnico de soporte UPM
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Siempre se ha dicho que en cualquier proyecto, el 90% del tiempo debe destinarse a pensar y el restante a ejecutar el inicio. Tener una buena planificacion es basico, dejar las cosas al azar, esperar soluciones a problemas imprevistos (imprevistos no existen), y no contar con todas las variables que se pudieran presentar, lleva a retrasos y a una pesima ejecucion.

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3 Use a calendar and a to-do list

The third step is to use a calendar and a to-do list to organize your tasks and deadlines. A calendar can help you visualize your schedule, plan your time, and set reminders for your deadlines. A to-do list can help you list your tasks, prioritize them, and mark them as done. You can use a paper or digital calendar and to-do list, or a combination of both, depending on your preference and convenience. However, make sure to keep them updated and synced regularly.

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Rosana Riofrio

Profesional Independiente - Arquitecta.
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Es importante la oportunidad, las metas tienen fechas si no se cumplen estÃ¡s fuera. Tener un calendario es bÃ¡sico y revisarlo es importante.

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4 Avoid distractions and interruptions

The fourth step is to avoid distractions and interruptions that can disrupt your focus and productivity. This means setting boundaries and expectations with your colleagues, clients, and managers, and communicating your availability and progress clearly. It also means limiting your exposure to social media, email, phone calls, and other sources of noise and information overload. You can use tools like do-not-disturb mode, timers, blockers, or headphones to create a conducive and distraction-free work environment.

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Daniel de la Cruz Suero

Tecnico de soporte UPM
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La cuestion es clara..... Planificacion, un buen workflow y no dejar nada al azar. No existe mas, nada mas en un desarrollo de proyecto.

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5 Take breaks and reward yourself

The fifth step is to take breaks and reward yourself for your achievements. Working on multiple deadlines can be mentally and physically exhausting, so it is important to take care of your well-being and prevent burnout. You can use techniques like the Pomodoro method, which involves working for 25 minutes and then taking a 5-minute break, or the 52-17 method, which involves working for 52 minutes and then taking a 17-minute break. You can also reward yourself with something you enjoy, like a snack, a coffee, a walk, or a hobby, after completing a task or a milestone.

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Daniel de la Cruz Suero

Tecnico de soporte UPM
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La satisfaccion del trabajo bien echo era una antigua "recompensa" que nos inculcaron a muchos para centrar nuestro beneficio en un "autobonus" al finalizar un proyecto. Sustituyamos ese "autobonus" por algo mejor en la balanza de trabajo-recompensa. No se puede dar sin recibir, no se puede trabajar sin descansar, no se puede rendir sin recompensa (la que sea), deseemos o tengamos pactada (no todo es recompensa economica, tambien hay que decirlo).

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6 Review and improve

The sixth step is to review and improve your performance and process. After you finish a deadline, you can reflect on what went well, what went wrong, what you learned, and what you can do better next time. You can also ask for feedback from your colleagues, clients, or managers, and use it to improve your skills, knowledge, and relationships. By doing this, you can identify your strengths and weaknesses, and continuously improve your organization and productivity.

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Jonathan Alvarado

MÃ¡ster en GestiÃ³n Industrial | Ingeniero Agroindustrial | Data Analyst | Supply Planner | Project Specialist
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Esto es importante, algo que me ha quedado como experiencia es que al finalizar todo proyecto es que siempre revises los puntos de mejora, anotalos y verÃ¡s que estas son las mejores lecciones

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Sophie C.

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Discuss with the team about the heavy workload around the deadline. Have a detailed schedule for the deadline days. Make sure that the materials you need to collect from other team members and stakeholders are provided on time. Try to get extra people to help or stand by if possible. See if it is possible for the team to work remotely so that people can save at least 2 hours a day by not having to travel to the office. Those time better be spent on working.

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7 Hereâ€™s what else to consider

This is a space to share examples, stories, or insights that donâ€™t fit into any of the previous sections. What else would you like to add?

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Corporate Communications

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How can you stay organized when juggling multiple deadlines?

1

2

3

4

5

6

7

1 Set realistic goals

2 Prioritize your tasks

3 Use a calendar and a to-do list

4 Avoid distractions and interruptions

5 Take breaks and reward yourself

6 Review and improve

7 Hereâ€™s what else to consider

Corporate Communications

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How can you stay organized when juggling multiple deadlines?

1

2

3

4

5

6

7

1 Set realistic goals

2 Prioritize your tasks

3 Use a calendar and a to-do list

4 Avoid distractions and interruptions

5 Take breaks and reward yourself

6 Review and improve

7 Hereâ€™s what else to consider

Corporate Communications

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