No workplace situation can produce that
“sweating bullets” variety of stress faster than the fear of missing an important project deadline.
Yet sooner or later, most of us find ourselves
in exactly that spot. Maybe you waited too long to start the project,
underestimating the amount of time it would take. Or perhaps you allowed
plenty of time, but circumstances — or people — beyond your control
slowed your progress. And then again, maybe you were given an “impossible” deadline to meet in the first place.
Regardless of what caused the situation,
you’re under the gun and facing a deadline you can’t meet. The following five-step “damage control” strategy will help you weather
your deadline crisis.
1. Admit as soon as possible that you
can’t make the deadline.
It’s a form of professional suicide to wait until the last minute to acknowledge that the work isn’t going to get done on time. This holds true regardless of whether you're directly responsible for producing the work or you’ve assigned it to someone else. The sooner you admit you’re in trouble, the more options you have got available to stave off a potential crisis.
2. Weigh the potential repercussions
of requesting a deadline extension BEFORE you ask for it.
Rushing in to ask for a deadline extension before you’ve thoroughly
analyzed the pros and cons of the delay can be a huge mistake. First,
examine the following issues so you’ll have a good understanding of
objections that may come up and be ready with answers to counter them:
- What are the potential repercussions
of a
delay – to the company, to co-workers, to my client, to myself?
- What problems will be created?
- Do I have legitimate reasons for not having completed this project
and for wanting this deadline extended? Are there any actual opportunities
or benefits that might be created by delaying the work?
- What is the agenda of the person who decides if this deadline can be extended – will he or she lose stature, be embarrassed or suffer politically if the deadline is moved?
3. Accept responsibility, avoiding the
temptation to make excuses or assign blame.
Rationalizing why the deadline is going to be missed with a bunch of
excuses will only weaken your position to negotiate a deadline extension.
Placing blame left and right will make it look as if you’ve lost control
of the project. Unless there is a highly legitimate reason the project
won’t be completed on time, you’re better off to shoulder the responsibility and move forward. Explain the situation in an organized, objective fashion, describing the responsibilities of various individuals without dwelling on shortcomings.
4. Propose a solid solution and timetable
for extending the deadline to complete the project.
Your chances of getting a deadline extension you can live with — and
of minimizing personal reprimands for the delay — are much greater if
you propose a solid, well-thought-out plan when you request extra time.
Discuss these points with whoever is authorized to make the decision:
- Identify what the repercussions will be if the
deadline is extended
- Identify the opportunities or benefits to the
delay, if there are any
- Describe how you propose to solve the problem
- Note what additional resources you’ll need to
complete the project
- Summarize the situation, your solution and your
proposed timetable
5. Prevent future deadline crises by
analyzing what went wrong.
Once the project is finally completed, vow to learn from the missed
deadline experience. Take time to analyze what went wrong by answering
these questions:
- What did I do — or not do — to create this crisis?
- How did I allow myself to be distracted?
- How did I waste time?
- Are there unresolved problems that will create
future crises?
- What role did conflict with others play in this
situation?
- What did I learn from this situation?
(PDF format)