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You’ve missed a critical deadline. How can you use past experiences to prevent it from happening again?

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Missing a critical deadline can have serious consequences for your project, your team, and your reputation. It can damage your relationship with your client, your stakeholders, and your boss. It can also affect your morale, your productivity, and your confidence. But instead of dwelling on the negative, you can use this experience as a learning opportunity to improve your skills and prevent it from happening again. In this article, you will learn how to use business architecture principles and techniques to analyze what went wrong, identify the root causes, and implement corrective actions.

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Faiyaz Kazi

Information Services Manager @ Musanadah | Alturki Holding | Digital Transformation | Enterprise Architecture

1 Assess the impact

The first step is to assess the impact of missing the deadline on your project and your organization. How does it affect the scope, budget, quality, and value of your deliverables? How does it affect the expectations, satisfaction, and trust of your customers and stakeholders? How does it affect the alignment, collaboration, and communication of your team and your partners? You need to quantify and qualify the impact as much as possible, using metrics, feedback, and evidence. This will help you to prioritize the issues and communicate them effectively.

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Igor Rozenberg

Enterprise Architect | Program Architect | Solutions Architect | Data Architect | Digital Transformation | M&A | Divestiture
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Yes, you missed a deadline for a day, but this is not the end of the universe as we know it. You achieve a milestone anyway while your team missed their deadline for a fortnight and the whole program is late for at least one month. Never heard that the majority of projects went overtime and over budget? I would recommend using this event to use advantage - your managers should honour your estimation rather than set an unrealistic schedule.

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2 Identify the causes

The next step is to identify the causes of missing the deadline. What were the factors that contributed to the delay? Was it due to poor planning, unrealistic estimates, unclear requirements, changing scope, insufficient resources, technical difficulties, human errors, or external factors? You need to dig deeper and find out the root causes, not just the symptoms. You can use business architecture tools such as value streams, capabilities, processes, and information models to map out the activities, inputs, outputs, dependencies, and constraints that influenced the outcome. You can also use techniques such as fishbone diagrams, 5 whys, and SWOT analysis to identify the sources of problems and opportunities.

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3 Implement corrective actions

The final step is to implement corrective actions to address the causes and mitigate the impact of missing the deadline. What can you do to fix the current situation and prevent it from recurring? How can you improve your planning, estimation, requirements, scope, resources, technology, quality, and risk management? How can you enhance your communication, collaboration, and feedback with your customers, stakeholders, team, and partners? You need to define and execute a recovery plan that specifies the actions, responsibilities, timelines, and expected results. You also need to monitor and measure the progress and outcomes of your corrective actions, using business architecture artifacts such as goals, objectives, indicators, and measures.

Missing a critical deadline is not the end of the world, but it is a wake-up call to improve your performance and professionalism. By using business architecture principles and techniques, you can learn from your past experiences and prevent them from happening again. You can also use this opportunity to demonstrate your resilience, adaptability, and accountability to your customers, stakeholders, and team.

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Faiyaz Kazi

Information Services Manager @ Musanadah | Alturki Holding | Digital Transformation | Enterprise Architecture
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Estimates are called estimates because they are best guesses about the reasonable efforts required to reach a milestone. Very often we see Murphy's law catching up with the project introducing parameters that are least expected, causing a missed deadline. Sometimes the root cause is preventable. After analysing the root cause and taking positive accountability of any preventable mistakes; It's time to recreate an accurate project plan and jumpstart the project. It's very difficult if not impossible to create an airtight estimate that cannot fail. Setting up a rhythm of deliverables is critical for successful delivery of any milestone. We have to ensure continuous value, delivery and comms with stakeholders to ensure the deadline is met.

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4 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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Yahya Ehsan

Business Analyst | Business Architect | Product Owner | Product Manager | BPI Engineer | B.Sc. Computer Science | LSSBB, TOGAF? 9.2 Certified, PMP?, IREB? CPRE@Agile, ITIL? Foundation
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Early Communication of Issues: Don't wait until the last minute to communicate potential delays. Proactively inform stakeholders of any roadblocks or challenges impacting deadlines. Negotiate Adjustments: If deadlines become truly unrealistic, have open communication with stakeholders. Negotiate adjustments or propose alternative solutions to maintain project progress.

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Keith King

White House Lead Communications Engineer, U.S. Dept of State, and Joint Chiefs of Staff in NMCC
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Here's how you can use past experiences to prevent it from happening again: 1. Conduct a Post-Mortem Analysis - Identify the Root Causes: Determine exactly why the deadline was missed. Was it due to unrealistic time estimates, scope creep, lack of resources, or perhaps communication breakdowns? - Gather Feedback: Involve your team and other stakeholders in the analysis to get diverse perspectives on what went wrong. 2. Learn from Mistakes - Document Lessons Learned: Keep a record of the findings from your analysis. Highlight what worked well and what didn't. - Share Knowledge: Ensure that the lessons learned are shared within your team or organization to prevent similar issues in the future. 3. Improve Planning and Estimation

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You’ve missed a critical deadline. How can you use past experiences to prevent it from happening again?

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1 Assess the impact

2 Identify the causes

3 Implement corrective actions

4 Here’s what else to consider

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You’ve missed a critical deadline. How can you use past experiences to prevent it from happening again?

1

2

3

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1 Assess the impact

2 Identify the causes

3 Implement corrective actions

4 Here’s what else to consider

Business Architecture

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