Tackling Tough Deadlines

Contributed by Jennifer Goldman

As a Web or graphic designer, you deal with tough deadlines on a daily basis, whether you’re preparing an idea sketch or working on a final design.

However, these helpful hints for dealing with difficult deadlines apply to a career in any field.

The number one rule when it comes to conquering deadlines is obvious: don’t procrastinate. The sooner you get started, the sooner you’ll get the job done. The sense of accomplishment you feel when you complete a portion of the project will fuel your motivation to keep at it. Procrastination only leads to tighter deadlines. Avoid feeling overwhelmed by making the most of the time you’ve been given by throwing yourself into the project from the very get go. When you’re finished you can reward yourself with a pleasant or relaxing activity. The promise of such a treat can serve as your incentive throughout the working process.

Don’t make a habit of picking up others’ slack. You shouldn’t have to compensate for someone else’s inefficiency or tendency to procrastinate. If a client or the colleague, before you in the chain of production, hands you projects at the last possible minute, or fails to meet his or her deadline, your deadline should be adjusted to allow you the time necessary to doing your job right. If this is simply not an option, you need to refuse to accept a client’s unrealistic deadline. Explain to him/ her that you need more time to complete the project properly. Try to negotiate a longer deadline with your client. In some cases that will help ensure that you are handed the project sooner, or at least given more notice so you can plan ahead and clear your schedule. If your coworker is the culprit, talk to him or her about his/her propensity for leaving you in the lurch.

When it comes to approaching deadlines, you need to be realistic. In other words, know your limits and factor in the extra time you may need due to unexpected obstacles, distractions, or difficulties.

Make large projects more manageable by organizing them into smaller tasks. Attach a deadline to each task, and you will feel a sense of progress in more frequent doses instead of feeling overwhelmed by the big picture. Don’t set your goals too low. It’s best to leave room for error by accomplishing a little extra each day. What if you’re not feeling well on a particular day? On the other hand if you set your goals unrealistically high, you’re setting yourself up for frustration, which, as well all know, can be very de-motivating.

Recognize at what time of day you are most productive. Plan to do the bulk of your work during that time when you’re creative juices are flowing their most freely. That way the work will come naturally and you’ll come up with your best ideas.

Use your long-term planning skills. If you’re given fair warning, mark down a deadline in your day planner at least two weeks before the project is due. Long-term planning also involves looking for patterns in your work schedule that are simply not working for you. If you are breaking your neck trying to meet virtually impossible deadlines with no end in sight, ask yourself how long you think you can go on under such stressful conditions. You may need to adjust your approach to your work altogether. That may mean hiring an assistant, accepting less extensive projects, or delegating some tasks to your employees or coworkers. If you’re a perfectionist who needs to have his/her hand sign everything, you may need to relinquish some control, for the sake of your sanity!

It is also wise to prioritize tasks and recognize which ones can afford to wait. As the saying goes, if you take on too much all at once, “something has got to give.” So you can benefit from putting less pressing tasks aside until you’re good and ready to give them your full attention.

If you’re on the verge of missing a deadline, don’t be afraid to ask your coworkers for some assistance. You can reciprocate by helping them the next time they’re in a jam. You should also focus on the most crucial aspects of the project at this time.

If you know you’re going to miss a deadline, call your client and give him/ her a warning that unforeseen circumstances have resulted in your need for an extension, but that you will have the bulk of the project completed by the agreed upon due date. If your client has been planning ahead, he or she probably incorporated a cushion, or margin for error, into your deadline.

Apologize rather than list excuses. Ask your client which parts of the project are the most time sensitive. Offer solutions such as outsourcing extra help. Discuss what you will do to prevent a repeat occurrence in the future. Offer some complimentary service to compensate the client for the time he or she has lost.

Avoid blowing future deadlines by sticking to the rules above. There’s no sense in taking on deadlines that you can’t possibly meet. Preserve your professional reputation by accepting only realistic deadlines and/or negotiating with the people who set them. Ultimately they want the job done right, as much as they want it done on time. And chances are, so do you. Setting up a plan that everyone can live with and managing your projects sensibly will have the best possible end result for all involved.

About the Author:
Jennifer Goldman is a freelance writer, editor, and proofreader living in Denver, Colorado.

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