Topic of the day
Mastering Deadlines
Plan > Focus > Execute
Be more efficient at work and spend time doing the things you love.
Mastering Deadlines
This week I’ve decided to write about how deadlines help you beat procrastination and motivate you to both start and complete your tasks with structure. I had several deadlines of my own recently: a customer presentation and a hiring review. Both required me to get something done by a specific time and date, but in different ways.
"The key is not to prioritize your schedule, but to schedule your priorities." - Stephen Covey
There are two types of deadlines that we commonly work with. Those that are imposed on us and those we artificially create to help get work done on time.
They provide a framework for the work we do, transforming abstract tasks into concrete, time-bound objectives.
For example - imposed deadlines include paying the bills. If you don’t pay your credit card bill by the due date then you get a penalty. This forces you to take action.
In the work context, this might mean submitting a monthly report for your manager's review by a certain date.
However, setting your own deadlines for work is a little different. You might need to prepare for a customer presentation on Friday morning, but as it’s only Tuesday you have plenty of time. In order to be ready, you might want to do this by Wednesday afternoon to ensure you have enough time.
Of course, the risk here is that you “let things slip” and end up doing the work on Thursday evening. The classic case of procrastination.
I’m sure you’re familiar with the pressure deadlines bring, so what are the benefits:
- Beating procrastination - especially with imposed deadlines, the pressure of a deadline will force you to take action.
- Momentum and motivation - meeting deadlines create a sense of accomplishment, building momentum and helping fuel your productivity.
The big wins come when you are able to set self-imposed deadlines, stick to them in the same way as those outside your control, and use them to be more productive.
How can you do this?
Here are some things that work well for me:
- Break large tasks down into smaller ones.
A common project management technique is to list all the steps for task completion. For example: to write this newsletter I do some research on the topic, make a set of notes, write the draft, edit, and then publish. I schedule each of these smaller tasks on a separate day. This helps me get the work done and not write each article the morning before it’s due to be sent.
- Allocate your tasks to specific blocks on your calendar.
After breaking a larger task down, I put 30 minute task blocks onto my calendar on the day I want to do them. By assigning a specific time to the work, I find I’m more likely to get it done at that time. It might not always work out, I often have to reschedule the blocks due to other work commitments (usually meetings) but I find this very helpful. Things on my calendar usually get done.
At the end of each day, I usually spend 10 to 15 minutes reflecting on what I wanted to get done and what I actually did. Sometimes I got everything done and on others I let them slip. In this review I consider the reasons and think about what I could have done differently. This helps me become more accountable with the aim being to improve.
Like I said, not everything always goes to plan. There are times when we break our deadlines. These are the main reasons:
- Lack of pressure - without something holding us to account, we can often push deadlines back.
- Optimistically estimate - in my own experience, I’m often too optimistic on how quickly I’ll get a task done. This can lead to unrealistic deadlines that are easily broken.
- Competing priorities - In today’s busy work environment, there are lots of unexpected interruptions and distractions that derail the best plans.
While a bit of pressure to get work done is helpful, it’s worth pointing out that too much focus on deadlines can lead to stress and potentially burnout.
Constant pressure to work to tight deadlines can mean a lack of rest, reducing your productivity, and making you anxious. So be careful!
By now, you should be able to appreciate the success that mastering deadlines can have. Gaining more control, being more efficient, and improving your time management. Completing tasks on time without delays will also lead to improved reputation and trust from your colleagues. Essential if you’re working in a team.
Thinking about deadlines in this way has helped me realise how powerful they can be, when once I didn’t really understand how they motivated me. I hope today’s deeper dive helps you too.
Did you enjoy this issue? If you think someone else might benefit please consider sharing it with them. Also, if you have any comments or questions then I’d love to hear from you. Either email me or send a DM on LinkedIn.
Thank you for subscribing, have a great weekend, and I’ll see you next week.
Mike
