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What are effective ways to manage a team that is not meeting deadlines?

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Managing a team that is not meeting deadlines can be a frustrating and challenging task for any system administrator. Deadlines are often crucial for delivering quality services, maintaining customer satisfaction, and ensuring project success. However, there are effective ways to address this issue and improve your team's performance and motivation. In this article, we will explore some of these methods and how to apply them in your context.

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1 Identify the root causes

The first step to manage a team that is not meeting deadlines is to identify the root causes of the problem. There could be various factors that affect your team's productivity and efficiency, such as lack of resources, unclear expectations, poor communication, unrealistic goals, or personal issues. You need to analyze the situation and gather feedback from your team members to understand what is preventing them from completing their tasks on time. You can use tools such as surveys, interviews, or performance reviews to collect data and insights.

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Mawuko Normeshie

Product Owner at ONEDOTWORLD
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In identifying the root cause of the problem, review the capacity of the team and the workload assigned, review the rate at which dependencies are identified and resolved, and review the available resources the team has. These should help make a more helpful decision at getting teams to meet timelines.

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Marc Rener Nyeland

Partner at Valcon advising CIOs
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To get things rolling I would do two things, 1) determine the flow of work and where bottlenecks occur, since any improvement not at a bottleneck is an illusion. 2) I would ask the team what if you had to deliver it twice as fast? This question is to open their mindset to think broadly in terms of where there are impeding factors or big possibilities.

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Michael Heady

Sr. Analyst OT Cyber Security, Ajunct Faculty
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If a team is consistently missing goals it would be an indicator that the timeline for projects is unrealistic. To make proper estimates of project length start recording how long tasks take on every project you work on. This will lend to estimating the correct time necessary to complete tasks. Remember to give tasks buffers because they are not always going to be performed flawlessly, but not so much where you are finishing projects too far ahead of schedule, that means that the pendulum has swung the other way which is also not good.

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2 Communicate clearly and frequently

The second step to manage a team that is not meeting deadlines is to communicate clearly and frequently with your team members. You need to set and communicate your expectations, goals, and priorities for each project and task. You also need to provide regular feedback, recognition, and support to your team members. You can use tools such as email, chat, or video conferencing to communicate effectively and efficiently. You should also encourage your team members to communicate with each other and collaborate on solving problems and sharing ideas.

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Mawuko Normeshie

Product Owner at ONEDOTWORLD
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In every Agile team, communication is very important; Make sure that your expectations, goals and priorities are clearly defined to the whole team. Also, be sure to fill in someone or a team member from a dependent team on whatever progress the team makes on the concerned project. Provide and expect feedback whenever all throughout the project, so that you can easily identify and mitigate risks. Use as many communication tools as is needed to efficiently bridge any communication gap amongst team members. Encourage everyone to communicate and accept each team members contribution without despising anyone even if it's not the best contribution to build confidence within the team.

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Marc Rener Nyeland

Partner at Valcon advising CIOs
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The focus is on transparency, so that decisions are made based on actual knowledge and not just a hunch, and never be afraid to state the truth, even if it looks like a mess. You need that safety to really make a difference.

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3 Implement agile methods

The third step to manage a team that is not meeting deadlines is to implement agile methods in your workflow. Agile methods are a set of principles and practices that aim to deliver value to customers in an iterative and incremental way. Agile methods can help you to adapt to changing requirements, reduce risks, improve quality, and increase customer satisfaction. You can use tools such as scrum, kanban, or sprints to organize your work into small and manageable chunks, assign roles and responsibilities, track progress, and review results.

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Marc Rener Nyeland

Partner at Valcon advising CIOs
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Remember that Agile ways working is not a goal in itself, but tools to meet your goals. So, make sure you know what your goals are, and then apply the principles and great tools to assist you in reaching your goals. In my experience everyone can gain from using some of the agile ways of working, but do not make it a religion, make it practical.

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Mawuko Normeshie

Product Owner at ONEDOTWORLD
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Agile methods are designed to set the foundation for efficient workflows that meet set timelines and goals in any project. Implementing agile methods and principles amongst your team improves the team and empowers them to meet timelines which is an agile culture.

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4 Delegate and empower

The fourth step to manage a team that is not meeting deadlines is to delegate and empower your team members. You need to trust your team members and give them the autonomy and authority to make decisions and take actions. You also need to provide them with the resources, tools, and training they need to perform their tasks effectively and efficiently. You can use tools such as role-based access control, cloud computing, or automation to delegate and empower your team members.

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5 Reward and motivate

The fifth step to manage a team that is not meeting deadlines is to reward and motivate your team members. You need to recognize and appreciate your team members for their efforts and achievements. You also need to provide them with incentives and opportunities for growth and development. You can use tools such as bonuses, promotions, or learning programs to reward and motivate your team members.

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Mawuko Normeshie

Product Owner at ONEDOTWORLD
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Rewards and motivations are a great boost to every team because every human being loves praise. This can improve team's output.

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6 Evaluate and improve

The sixth step to manage a team that is not meeting deadlines is to evaluate and improve your processes and practices. You need to measure and monitor your team's performance and outcomes. You also need to identify and address any gaps, issues, or challenges that arise. You can use tools such as metrics, dashboards, or feedback loops to evaluate and improve your processes and practices.

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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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Balaji Veeramani

MS, PMP?, CSM?, ITIL? | Ex-IBMer | Strategic Leader | Digital Transformation | Cloud Migration | Sales force | Data Engineering | AI/ML Ops | Product Management | Process Guru | Mentor
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When a project isn't meeting deadlines, first, figure out why. Talk to your team to understand the hold-ups. Are the deadlines realistic? Maybe they need more resources or there's a snag they're stuck on. Once you know the problem, you can start fixing it. Sometimes, it means adjusting the deadlines or shifting around tasks. Other times, it could be a matter of providing extra support or resources. Keep communication open and regular. This way, you catch delays early and can deal with them before they snowball. Remember, it's about finding solutions, not placing blame. Keep the team motivated and focused on the end goal.

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What are effective ways to manage a team that is not meeting deadlines?

1

2

3

4

5

6

7

1 Identify the root causes

2 Communicate clearly and frequently

3 Implement agile methods

4 Delegate and empower

5 Reward and motivate

6 Evaluate and improve

7 Here’s what else to consider

System Administration

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What are effective ways to manage a team that is not meeting deadlines?

1

2

3

4

5

6

7

1 Identify the root causes

2 Communicate clearly and frequently

3 Implement agile methods

4 Delegate and empower

5 Reward and motivate

6 Evaluate and improve

7 Here’s what else to consider

System Administration

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