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You're working on multiple projects with virtual team members. How can you prioritize deadlines effectively?

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Working on multiple projects with virtual team members can be challenging, especially when it comes to meeting deadlines. You need to balance your own tasks, communicate effectively with your remote colleagues, and manage expectations from different stakeholders. How can you prioritize deadlines effectively and avoid stress and confusion? Here are some tips to help you succeed in this scenario.

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1 Assess the urgency and importance of each project

The first step to prioritize deadlines is to evaluate the urgency and importance of each project you are working on. Urgency refers to how soon a project needs to be completed, while importance refers to how much value a project delivers to your organization or client. You can use a matrix to categorize your projects into four quadrants: urgent and important, urgent but not important, important but not urgent, and neither urgent nor important. This will help you identify which projects need your immediate attention, which ones can be delegated or outsourced, which ones can be scheduled for later, and which ones can be eliminated or minimized.

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Bruno H. Paes

CTO | Remote Work Culture | Agile Coach | Professional Scrum Master (PSM I) | Certified SAFe Agilist (SA) | Product Owner (PSPO I) | OKR Certified | Project Management | Kanban | People Management
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Avalie com todos os envolvidos quais s?o os impactos de cada projeto. é importante olhar para variáveis como Time to Market e Cost of Delay de forma objetiva, sem levar em conta os sentimentos dos envolvidos (afinal todos dir?o que seu projeto é mais prioritário). Com as variáveis preenchidas, equalize essas informa??es com a disponibilidade do time, a complexidade, o prazo necessário, e após cruzar tudo isso você conseguirá ter um ranking para saber quais projetos devem sair primeiro. Lembre-se também que algumas atividades podem andar em paralelo, e eventualmente algumas coisas de um projeto podem ser reaproveitadas em outro para ganhar tempo!

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2 Communicate with your virtual team members

The second step to prioritize deadlines is to communicate with your virtual team members regularly and clearly. You need to share your project status, progress, challenges, and expectations with your remote colleagues, and also listen to their feedback and input. You can use various tools and platforms to communicate effectively, such as email, instant messaging, video conferencing, project management software, and cloud-based collaboration tools. You should also establish a communication protocol that defines the frequency, mode, and purpose of communication for each project and team. This will help you avoid misunderstandings, conflicts, and delays, and also build trust and rapport with your virtual team members.

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Bruno H. Paes

CTO | Remote Work Culture | Agile Coach | Professional Scrum Master (PSM I) | Certified SAFe Agilist (SA) | Product Owner (PSPO I) | OKR Certified | Project Management | Kanban | People Management
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Defina o formato de comunica??o e a cadência de agendas de forma explícita, e tenha isso claro para todos. A partir desse modelo, trabalhe para que tanto você quanto os demais sigam o protocolo e se comuniquem de forma assertiva e objetiva!

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3 Negotiate and align deadlines with stakeholders

The third step to prioritize deadlines is to negotiate and align deadlines with your stakeholders, such as your managers, clients, or sponsors. You need to be realistic and honest about what you can deliver and when, and also consider the dependencies and risks involved in each project. You should also communicate the trade-offs and consequences of changing or missing deadlines, and seek their approval and support. You can use a Gantt chart or a similar tool to visualize and track your project timelines, milestones, and deliverables, and also update your stakeholders regularly on your progress and any changes or issues. This will help you manage expectations, avoid scope creep, and ensure quality and satisfaction.

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4 Plan and prioritize your tasks and time

The fourth step to prioritize deadlines is to plan and prioritize your tasks and time for each project. You need to break down your projects into manageable tasks, and assign them to yourself or your virtual team members based on their skills, availability, and preferences. You should also estimate the time and resources required for each task, and set realistic and specific deadlines for them. You can use a to-do list, a calendar, or a similar tool to organize and prioritize your tasks and time, and also review and adjust them as needed. This will help you stay focused, motivated, and productive, and also avoid procrastination and distractions.

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5 Monitor and evaluate your performance and results

The fifth step to prioritize deadlines is to monitor and evaluate your performance and results for each project. You need to track and measure your progress, outcomes, and feedback for each task and deliverable, and also compare them with your goals and expectations. You should also identify and address any issues, challenges, or gaps that may arise, and also celebrate and acknowledge your achievements and successes. You can use a dashboard, a report, or a similar tool to monitor and evaluate your performance and results, and also share them with your virtual team members and stakeholders. This will help you improve your skills, learn from your mistakes, and demonstrate your value and impact.

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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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You're working on multiple projects with virtual team members. How can you prioritize deadlines effectively?

1

2

3

4

5

6

1 Assess the urgency and importance of each project

2 Communicate with your virtual team members

3 Negotiate and align deadlines with stakeholders

4 Plan and prioritize your tasks and time

5 Monitor and evaluate your performance and results

6 Here’s what else to consider

Virtual Teams

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You're working on multiple projects with virtual team members. How can you prioritize deadlines effectively?

1

2

3

4

5

6

1 Assess the urgency and importance of each project

2 Communicate with your virtual team members

3 Negotiate and align deadlines with stakeholders

4 Plan and prioritize your tasks and time

5 Monitor and evaluate your performance and results

6 Here’s what else to consider

Virtual Teams

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