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What are the most effective ways to manage deadlines with external partners?

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Managing deadlines with external partners is a crucial skill for non-profit managers, especially when working on collaborative projects, grants, or campaigns. External partners may have different priorities, expectations, or processes than your own organization, which can lead to delays, misunderstandings, or conflicts. How can you ensure that you and your partners stay on track and deliver quality results on time? Here are some effective ways to manage deadlines with external partners.

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1 Communicate clearly

Communication is the foundation of any successful partnership. You need to communicate clearly and regularly with your external partners about the project goals, scope, timeline, roles, and responsibilities. Use multiple channels, such as email, phone, video call, or online tools, to keep everyone updated and informed. Establish a communication plan that defines how often, when, and how you will communicate with each partner, and what information you will share. Avoid assumptions, jargon, or vague language, and always confirm that your partners understand and agree with your messages.

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Aman Singh

2x Founder | Fractional CFO | Worked with 50+ Startups Globally | IIM'K - IIT'R
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In my experience of working with 100+ clients, the key is to communicate clearly to manage expectations. Always under promise and over deliver. Internally, prioritising and scheduling tasks is paramount for timely delivery.

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Jasmine DS T.

Senior Digital Marketing & Growth Strategist | B2B Content, Email & Multi-Channel Campaigns | Passionate About Driving Engagement and Conversions
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Start by setting clear expectations. Both parties should be on the same page regarding what's required, when it's due, and quality benchmarks. Use plain language; avoid jargon unless you're certain it's understood. Provide a cheat sheet for terms if needed. Encourage questions; they're a sign your partner is engaged and wants clarity. Embrace the tools at your disposal - email, PM tools like Notion & ClickUp, Slack huddles, Google chats, Zoom. These mediums can bridge gaps and prevent misunderstandings. Feedback loops: They ensure that any adjustments are made promptly. Clear communication isn't just about transmitting; it's about ensuring understanding.

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2 Set realistic deadlines

Setting realistic deadlines is essential for managing expectations and avoiding stress. You need to consider the complexity, urgency, and feasibility of the project, as well as the availability, capacity, and skills of your partners. Use a project management tool, such as a Gantt chart, to break down the project into manageable tasks and milestones, and assign deadlines and responsibilities to each partner. Review and adjust the deadlines as needed, based on the progress and feedback of your partners. Communicate any changes or issues to your partners as soon as possible, and negotiate new deadlines if necessary.

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3 Monitor and track progress

Monitoring and tracking progress is important for ensuring quality and accountability. You need to check in regularly with your partners to see how they are doing, what challenges they are facing, and what support they need. Use a progress report, a dashboard, or a checklist to track the status and completion of each task and milestone. Provide constructive feedback, recognition, and encouragement to your partners, and address any problems or risks that may affect the deadlines. Use data and evidence to measure and evaluate the outcomes and impact of the project.

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4 Build trust and rapport

Building trust and rapport is key for fostering collaboration and commitment. You need to establish and maintain a positive and respectful relationship with your external partners, based on mutual understanding, honesty, and transparency. Show interest and appreciation for your partners' perspectives, expertise, and contributions. Acknowledge and celebrate the achievements and successes of your partners. Resolve any conflicts or disputes in a constructive and respectful way. Express gratitude and recognition for your partners' efforts and cooperation.

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Liz Kohagen ??

Making Meaningful Mail | Chief Envelope Strategist | Shaping Direct Mail Success from the Outside In
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Sharing context with your partners can help them tailor their efforts to your needs. Oftentimes, external partners are only working on a single piece of a broader effort, and don't have visibility to the other contributing factors. For example, they may be executing one tactic/channel of a multi-channel campaign. When you share (at least at a high-level) the additional tactics that will be deployed along with the tactic they are working on, they can understand how their work impacts and needs to align with additional efforts. So, whether sharing how their efforts fit with the work of others, or specific capacity/timing needs of you and your team, additional context can help everyone be more successful.

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5 Learn and improve

Learning and improving is essential for enhancing your skills and performance. You need to reflect on and review the project process and results with your external partners, and identify what worked well and what can be improved. Use a feedback survey, a debrief meeting, or a lessons learned document to collect and share feedback, insights, and recommendations from your partners. Apply the feedback and learning to improve your future projects and partnerships. Thank your partners for their feedback and learning, and invite them to continue the partnership or collaborate on new opportunities.

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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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Jasmine DS T.

Senior Digital Marketing & Growth Strategist | B2B Content, Email & Multi-Channel Campaigns | Passionate About Driving Engagement and Conversions
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Put it into practice: As a content strategist here's what I would do for a new client: Define Expectations: Start with a detailed Notion brief (I use Notion), pinpointing content tone, audience, and delivery dates. Choose the right channel: I use Slack for quick chats and project-specific channels. For in-depth feedback or lengthy discussions, email. It's formal and allows for reflection. Check-in Schedule: Commit to weekly reviews. Use Notion's shared features, letting everyone post updates and ensure alignment. Feedback: Use Slack's reaction tools to gauge immediate team sentiments. Encourage questions and conversations. Did they get it? : After instructions, get a member to summarize back. It's a great way to ascertain clarity.

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Melissa Rommy Rojas Torres

Owner & Founder in CONTADORES BUSAD
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Lo primordial es tener los objetivos claros y que nos cercioremos que todos los involucrados estén 100% comprometidos con los mismos. El trabajo en equipo en todas las áreas es importante desde la base hasta la pirámide.

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What are the most effective ways to manage deadlines with external partners?

1

2

3

4

5

6

1 Communicate clearly

2 Set realistic deadlines

3 Monitor and track progress

4 Build trust and rapport

5 Learn and improve

6 Here’s what else to consider

Nonprofit Management

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What are the most effective ways to manage deadlines with external partners?

1

2

3

4

5

6

1 Communicate clearly

2 Set realistic deadlines

3 Monitor and track progress

4 Build trust and rapport

5 Learn and improve

6 Here’s what else to consider

Nonprofit Management

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