How To Never Miss a Deadline

There is nothing that delights managers and customers more than someone who always delivers on-time. Fed-X built an empire on their tagline “When it absolutely, positively has to be there overnight.”

We love certainty. It’s like a warm and fuzzy blanket that helps us sleep at night. We hate uncertainty. Uncertainty stresses us out. People are willing to pay for certainty if they believe we can deliver it.

But, we constantly fail to deliver projects on-time and on-budget.

A large-scale study of historical transportation projects showed that the average cost projection was off by anywhere from 20% to 44%. Over the 30-year history that data was available, the accuracy of projections did not improve.

Planning fallacy is a big problem that we will not fix overnight. But, we can take steps to improve our forecasts while reducing our stress and the stress of those around us.

If you follow the four steps below, you will commit to significantly fewer projects and deliver on more of them.

These steps force me to prioritize my list and focus on the most important. Getting the most important things done energizes me and allows me to leave the office feeling victorious rather than defeated. Sound good? Below are the steps:

1. Use History.

Look at multiple examples of similar projects to estimate the time you expect it will take you to complete this project. Double that number.

We tend to only remember the shining examples of productivity in our lives. Look at the data if you have it or speak with someone who knows your work history. Spouses and executive assistants are great at giving us a reality check.

2. Get it done in one sitting or “chunk” it.

Take your doubled time estimate and cut it in half. Your historical efficiency was likely low because of distractions. We are going to fix that problem. There is a decent shot that you can get it done in half the time with focused intensity. But, never make promises based on this number.

If you can get enough time in one sitting, set a timer for your newly halved time budget and do nothing but work on that project.

Let calls go to voicemail, turn off text, email and any other notifications you get. Create a secret code with your spouse for real emergencies. Jill calls me two times, back to back if she really needs me. Otherwise, she knows I will call her back as soon as I can break free.

If someone tries to interrupt you, ask them politely if you can get back to them later in the day. You are on a mission and cannot be distracted.

Calendar free time in your calendar so you will have time to follow up with everyone you missed during your focus time.

Most people can easily go 60 minutes with this level of focus. The best can go 90 minutes and a few can go 120 minutes. Start with 60 minutes and work to build up your “focus tolerance.”

When your time is up, do something else for at least five minutes. Return calls or emails. Walk outside. Do something physical to get your blood pumping and reduce stress. Ignore your co-workers when they laugh at you for doing burpees in the conference room. You are adding more good years to your life with every physical activity you do!

If your project will take longer than the time you can dedicate to it in one sitting, “chunk” the project into achievable, bit sized chunks. Follow the above procedures for each chunk.

3. The 48-Hour Rule.

Make every project due 48 hours before the real deadline. Deadlines create urgency. When you have a deadline looming you get great at saying no to anything that might get in your way. The 48-hour rule will create the urgency and the focus you need to say no before you have a real, stay up all night kind of deadline.

If I don’t follow the 48-hour rule, less pressing tasks sneak into my schedule and I’ll end up pulling all-nighters. We must increase the urgency early to avoid stress.

4. Calendar everything.

Use your new estimating skills to plan out your week according to your priorities. Use your blocked calendar to say no to any requests that are distractions. “Yes, I’d love to help you with “x” but I am booked that day.”

Following this routine will take time, practice, acceptance of failure and more practice. This routine requires time to plan. Planning is no fun and no one will reward you for it.

You will be rewarded for consistently delivering projects on time. Give it a try and let me know how you do. I am always struggling with this process but getting better with every try. The rewards of less stress, more productivity and spending more time on your true priorities is worth it.

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Learn more by visiting?www.valuesdrivenresults.com ?or calling 229-244-1559. Curt Fowler is President of Fowler & Company and Director at Fowler, Holley, Rambo & Stalvey (valdostacpa.com). He is dedicated to helping leaders create and achieve a compelling vision for their organization. He is a syndicated business writer, keynote speaker and has an MBA in Strategy and Entrepreneurship from the Kellogg School. He is also a CPA and a pretty good guy as defined by his wife and four children.