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What are the best ways to set realistic deadlines for your team?

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Setting realistic deadlines for your team is essential for delivering quality work, avoiding burnout, and maintaining trust with clients and stakeholders. However, it can be challenging to estimate how long a task or project will take, account for unexpected delays, and balance competing priorities. In this article, you will learn some best practices for setting realistic deadlines for your team that will help you achieve your goals and keep your team motivated and productive.

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Eduardo Humberto

CEO | CFO | Diretor | Executivo | Controller | Administrativo-Financeiro
Ashutosh Datt

Partner Network and Corporate Alliance- Seva at Home India Pvt Ltd.
Zakaria ABBAS

Regional Warehouse & Logistics Controller | Logistics | Warehousing | Distribution | QCommerce | ECommerce |?? FIFA…

1 Understand the scope

Before you set a deadline, you need to understand the scope of the work that needs to be done. This means defining the deliverables, the requirements, the dependencies, and the risks involved. You can use tools like a work breakdown structure (WBS) or a Gantt chart to break down the work into smaller, manageable tasks and assign them to your team members. You should also consult with your team, your clients, and your stakeholders to clarify their expectations and align them with the project objectives.

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Eduardo Humberto

CEO | CFO | Diretor | Executivo | Controller | Administrativo-Financeiro
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Para definir prazos realistas é necessário avaliar a dificuldade e complexidade das tarefas antes de definir prazos; consultar a equipe ao estabelecer prazos para garantir que as estimativas est?o considerando diversos pontos de vista; analisar projetos anteriores para entender o desempenho passado e usar essas informa??es na defini??o de novos prazos; integrar margem de seguran?a nos prazos para lidar com imprevistos ou atrasos potenciais; certificar-se de que todos est?o compreendendo de maneira clara as expectativas e os prazos estabelecidos e revisar periodicamente e ajustar os prazos conforme necessário, com base na progresso e nas circunstancias.

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Ashutosh Datt

Partner Network and Corporate Alliance- Seva at Home India Pvt Ltd.
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To maintain a positive work environment the setting of realistic deadlines is crucial and to maintain that we can follow certain points. 1. Task breakdown 2. Involve your team in setting up a deadline 3. Review your and your team's past performance. 4. Use SMART criteria 5. Use of time management skills and use the time effectively. 6. Timely review of task divided. 7. Acknowledge and celebrate the achievement with all which will boost energy in the team.

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Zakaria ABBAS

Regional Warehouse & Logistics Controller | Logistics | Warehousing | Distribution | QCommerce | ECommerce |?? FIFA World Cup 2022 Achievements: 25K m2 Warehouse, 664 Locations, 100+ Team members & 98% Fan's Satisfaction
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Before setting deadlines, understand the work scope, including deliverables, requirements, dependencies, and risks. Use a work breakdown structure (WBS) or Gantt chart to divide tasks and assign them. Consult your team, clients, and stakeholders to clarify expectations and align them with project objectives, ensuring a realistic and achievable timeline.

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2 Estimate the time

Once you have a clear picture of the scope, you need to estimate how long each task will take to complete. You can use various methods to do this, such as historical data, expert judgment, or bottom-up estimation. However, you should also account for factors that can affect the accuracy of your estimates, such as complexity, uncertainty, resource availability, and human error. You can use techniques like padding, contingency planning, or three-point estimation to add some buffer time to your estimates and reduce the risk of missing deadlines.

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3 Prioritize and communicate

After you have estimated the time, you need to prioritize the tasks and communicate the deadlines to your team and other relevant parties. You can use a matrix like the Eisenhower method or the MoSCoW technique to categorize the tasks based on their urgency and importance. You should also use a communication plan to inform your team, your clients, and your stakeholders about the deadlines, the progress, and any changes or issues that may arise. You should also solicit feedback and input from them and adjust the deadlines if necessary.

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4 Monitor and control

Finally, you need to monitor and control the execution of the tasks and the adherence to the deadlines. You can use tools like a dashboard, a status report, or a milestone chart to track the performance, the quality, and the completion of the tasks. You should also use regular meetings, check-ins, or surveys to evaluate the satisfaction, the motivation, and the challenges of your team. You should also use methods like scope management, risk management, or change management to deal with any deviations, problems, or requests that may affect the deadlines.

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Stephen Frein

SVP, Software and Data | MBA, MS | Adjunct Professor
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Consider using a lightweight version of earned value management (EVM) to assess project progress and determine your likely completion date. Full use of EVM methods is burdensome and something most teams would find hard to accept, but a trimmed-down version could give you real value for minimal effort. Let's say you've estimated that a 60 task project will take you 2 months to complete and that you will complete roughly 30 tasks each month. If at the end of the first month you've only completed 15 tasks, then you have good reason to estimate that the full project will take 4 months instead of 2. Essentially, you've calculated what EVM would call a "schedule performance index" of 0.50 that you can apply to the remainder of the project scope.

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5 Reward and learn

Setting realistic deadlines for your team is not only a matter of planning and tracking, but also a matter of rewarding and learning. You should recognize and appreciate the efforts and achievements of your team when they meet or exceed the deadlines. You should also use tools like a lessons learned document or a post-mortem analysis to identify what worked well and what can be improved for future projects. You should also use the feedback and the data from the project to refine your estimation and prioritization skills and set more realistic deadlines for your team.

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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 set realistic deadlines for your team?

1

2

3

4

5

6

1 Understand the scope

2 Estimate the time

3 Prioritize and communicate

4 Monitor and control

5 Reward and learn

6 Here’s what else to consider

Management

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What are the best ways to set realistic deadlines for your team?

1

2

3

4

5

6

1 Understand the scope

2 Estimate the time

3 Prioritize and communicate

4 Monitor and control

5 Reward and learn

6 Here’s what else to consider

Management

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