Your Prefs, Client Prefs, and Deadlines

July 9th, 2008

Many times in the course of working in a service business one works upon assumptions. You may know background information on a client and can perform many tasks based on what you believe to be your clients’ preferences. These assumed preferences are based on your knowledge of the client, your history with the client, and past behavior of the client. All of these can allow you to make an informed, assumed, decision and carry out a plan, or a series of tasks.

Well recently, I was working in exactly this fashion with a long-standing client. We were looking at hitting a deadline and publishing something by a certain day and time. The assumptions kicked in and long story short something went out the door that was not ready in the clients eyes. It was grammatically and syntactically correct. However, there was content that needed updating, and we did not have access to that information late in the day. So, things were queued up and sent out the door.

The ramifications from this were not severe. However, the amount of work and “triage” needed to resolve the issue were a bit inconvenient. It would have been a wiser move to hold on until the morning.

All of this of course is from the service provider’s side of the equation. From the client side things are very different. There is a deadline to meet and if there is wiggle room it will be used if need be.

So what is the take away?

• Confirm deadlines and deliveries with clients
• If the project is not ready, or you are unsure, renegotiate the deadline if possible
• Always ask if everything is complete with the project
• Get a physical signature, or email from client confirming that content can “leave the building” (We use a sign-off form for all projects, or if time is tight we ask for an email from them that grants permission)

It is rather easy to make sure all the “T’s” are crossed and “i’s” are dotted. Try not to get caught up in the deadline shuffle.

Do you have any tried and true techniques for handling deadlines?

Let me know below.

Rushing To Deadlines

May 21st, 2008

We all feel it at one point or another. The large deadline looming over our back. Whether for a project at work or an errand at home the race is on to get something done before a deadline. The word deadline sounds ominous and can certainly produce feelings of stress and pressure.

Is there really a reason to rush to a deadline? I would say from experience, no. If there is enough lead-time, preparation, and room for negotiation there should be no sense of deadline. However, sometimes we are not so fortunate—something comes up unexpectedly that needs to be handled quickly, or a new project or task that comes up takes priority over what you are currently working on. No matter what the scenario it may create a sense of ‘stress‘ or ‘pressure.’

Feeling a ‘sense‘ of deadline and the ‘stress‘ that it may produce can cloud your judgment. If you are working on a project and the deadline is 8 a.m. Friday morning you may work late on Thursday to finalize everything. But people that need to sign off on the final version of that project may not be in until after 8 a.m. the next day—after the deadline. You may decide that the deadline is the most important thing—everything ‘looks’ correct and you have to hit the deadline. However, it would be best to renegotiate the 8 a.m. deadline with everyone on Thursday once it becomes apparent that meeting the deadline cannot happen without the proper approvals.

You should negotiate the deadline because the quality of the final work may be in question. The combination of pressure, stress, and time constraints may cause an oversight and something that is not correct could get published.
No matter the deadline situation you may find yourself in remember that it is all a matter of perception and perspective. If you speak negatively—”there is no way we can get this done”—you will convince yourself of whatever you speak. If you speak positively—”we can do this, lets ask for some help and see if we can get some more time”—you may find things to go smoother without the stress and pressure.

When looking at the deadline(s) you have you may want to consider these items:

1. Take stock of what is on your plate.
2. Can some tasks/projects be put on hold until you clear the pressing matter?
3. Is there anything you can delegate to a co-worker, assistant, or sub-contractor?
4. Renegotiate the delivery of your tasks, projects, or priorities with your superiors, or your clients. Everyone understands that things change.
5. Take one task at a time and reassess when new things come up.

Getting things done by a deadline will always be with us. The good news is meeting them done does not always have to feel like a monster hovering over you. Take a deep breath, assess the big-picture, offload and delay what you can, and get-to-work!

How do you handle deadlines?

Do you have any unique ways of handling the ‘stress‘ of the situation?