As a good project manager, it\u2019s your responsibility to recognize when that timeframe can be bent and molded in a way that benefits you and your team without hurting the overall well-being of the project.<\/p>\n\n\n\n
This guide will: <\/p>\n\n\n\n
- \n
- Cover the concept of a project deadline,<\/li>\n\n\n\n
- Explain its usefulness and drawbacks, <\/li>\n\n\n\n
- Explore ways that can help you stretch it to fit your goals, and <\/li>\n\n\n\n
- Offer tips on how to be more successful at meeting them.<\/li>\n<\/ul>\n\n\n\n
![\"Project](\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2022\/06\/Project-deadline-cover-1024x512.png\")
<\/figure>\n<\/div>\n\n\n<\/div>\n\n\n\nWhat is a project deadline?<\/h2>\n\n\n\n
A project deadline is the latest date by which a project should be completed. <\/p>\n\n\n\n
By definition, a project deadline should be a single date that, ideally, marks the end of the project. <\/p>\n\n\n\n
However, people also use the word deadline to refer to any date throughout the project by which a certain chunk of the work is to be completed.<\/p>\n\n\n\n
What project deadlines are NOT<\/h3>\n\n\n\n
There seems to be much confusion when it comes to the use of the following terms:<\/p>\n\n\n\n
- \n
- Deadline,<\/li>\n\n\n\n
- Due date, and<\/li>\n\n\n\n
- Milestone.<\/li>\n<\/ul>\n\n\n\n
While these are often used interchangeably, there are notable differences among them.<\/p>\n\n\n\n
Deadline vs milestone<\/h4>\n\n\n\n
As we already said, a deadline<\/strong> is a date by which something should be completed. But, the word carries an ominous subtext. <\/p>\n\n\n\n
A deadline also denotes a physical barrier around a prison beyond which escaped prisoners are liable to be shot.<\/p>\n\n\n\n
Along a similar vein, the term deadline in project management implies serious, although not quite as deadly, consequences for those who don\u2019t meet it.<\/p>\n\n\n\n
A milestone<\/strong>, on the other hand, is a happy occasion. It marks a significant event in the course of a project that\u2019s used to measure progress. <\/p>\n\n\n\n
For example, a milestone can be submitting an important deliverable,<\/a> such as a project plan,<\/a> or getting your project scope<\/a> approved. <\/p>\n\n\n\n
But, it can also be something more tangible, like successfully releasing the alpha version of a piece of software, or launching a blog to support the product you\u2019re developing via valuable content.<\/p>\n\n\n\n
So, unlike the term \u201cdeadline\u201d, \u201cmilestone\u201d carries a positive connotation. While it can be a certain date, such as the first or last day of the project, it can also have its own deadline.<\/p>\n\n\n\n
\n\ud83d\udca1 Plaky Pro Tip<\/strong><\/p>\n\n\n\n
If you\u2019re interested in learning more about project milestones, check out the following post on the subject:<\/p>\n\n\n\n
- \n
- What Are Project Milestones? (+ Examples and Free Template)<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Deadline vs due date<\/h4>\n\n\n\n
According to the International Project Management Association (IPMA), deadlines<\/strong> are imposed, while due dates<\/strong> are agreed upon. <\/p>\n\n\n\n
As such, due dates are more realistic and put less pressure on the project team \u2014 which is why competent project managers should strive to establish due dates instead of deadlines wherever possible.<\/p>\n\n\n\n
Why is a project deadline important?<\/h2>\n\n\n\n
The authors of a recent study on deadlines published in the Journal of Consumer Research concluded that the length of a deadline affects the perceived importance and urgency of a certain task. <\/p>\n\n\n\n
In other words, when presented with two tasks, a large and important one that should be completed by the end of the month, and a smaller one due within a week, people will: <\/p>\n\n\n\n
- \n
- Perceive the task with the longer deadline as less important and less urgent, and<\/li>\n\n\n\n
- Postpone working on the task with the longer deadline as much as they can.<\/li>\n<\/ul>\n\n\n\n
This is the case when deadlines are long. Imagine if there were no deadlines at all.<\/p>\n\n\n\n
If Parkinson\u2019s Law is to be believed, \u201cwork expands so as to fill the time available for its completion<\/em>\u201d. Theoretically then, if a timeframe is not determined, the work might expand indefinitely.<\/p>\n\n\n\n
To avoid this, deadlines are there to keep us motivated, organized, and focused on what lies ahead.<\/p>\n\n\n\n
\n
\n\nFree project management software<\/h2>\n
Start organizing your workload better and meeting deadlines with Plaky by CAKE.com.<\/p>\n\n
\n Sign up<\/a>\n\n Learn more<\/a>\n <\/div>\n <\/div>\n\n\n\n \n ![\"Illustration\"](\"https:\/\/plaky.com\/learn\/wp-content\/themes\/cake-learn\/src\/images\/plaky\/banners\/default.png\")
\n <\/picture>\n <\/div>\n<\/div>\n <\/p>\n\n\n\nHow to set project deadlines<\/h2>\n\n\n\n
You will rarely have the luxury of choosing your own deadlines for project completion. <\/p>\n\n\n\n
But, your ability to effectively organize the project schedule<\/a> within its allotted timeframe is vital for project success.<\/p>\n\n\n\n
Here\u2019s how best to do it.<\/p>\n\n\n\n
#1 Prioritize<\/h3>\n\n\n\n
Considering the findings of the Journal of Consumer research study mentioned above, deadlines need to be prioritized to be effective. <\/p>\n\n\n\n
When resources and time are limited, and thousands or even millions of dollars hinge on your ability to deliver, you can\u2019t afford to assign deadlines arbitrarily and risk your team misreading their order of importance.<\/p>\n\n\n\n
This doesn\u2019t mean you should assign tight deadlines in order to force a sense of urgency, but simply arrange them so that the priorities are unambiguous. <\/p>\n\n\n\n
#2 Incorporate secret buffers<\/h3>\n\n\n\n
Regardless of how much time you spend planning your project and accounting for every possible project risk<\/a> and issue you can think of, you\u2019ll eventually realize that Murphy was right<\/a>:<\/p>\n\n\n\n
- \n
- Anything that can go wrong will go wrong,<\/li>\n\n\n\n
- Nothing is as easy as it looks,<\/li>\n\n\n\n
- Everything takes longer than you think. <\/li>\n<\/ul>\n\n\n\n
This is why you should never plan for the best-case scenario. <\/p>\n\n\n\n
Instead, incorporate sufficient buffers into your deadlines. This way, when the inevitable happens, you won\u2019t be caught off guard and forced to break promises and sacrifice the quality of the product.<\/p>\n\n\n\n
#3 Avoid false deadlines<\/h3>\n\n\n\n
We\u2019re not trying to send mixed signals here, we promise. <\/p>\n\n\n\n
The buffers we mentioned above exist to add a bit more time to an already reasonable deadline to account for any possible mishaps. <\/p>\n\n\n\n
Setting false deadlines, on the other hand, refers to driving your team to the point of exhaustion and burnout with unnecessarily short deadlines.<\/p>\n\n\n\n
Of course, you won\u2019t always have a choice. There will be times when external factors will force your hand in the matter. <\/p>\n\n\n\n
But, driving your team hard when the stakes are low and there is little to be gained from finishing the project ahead of schedule causes nothing but chronic stress in the workplace<\/a> that eventually leads to burnout.<\/p>\n\n\n\n
#4 Learn to say \u201cNo<\/em>\u201d<\/h3>\n\n\n\n
As a project manager, you\u2019ll sometimes be in a position where determining the final project deadline<\/a> will be entirely out of your control. <\/p>\n\n\n\n
However, there will also be times when you\u2019ll be able to buy yourself more time with some deft negotiating skills.<\/p>\n\n\n\n
The key is to be assertive and unrelenting. Learn to say \u201cNo, that won\u2019t do. I need more time.<\/em>\u201d, or even refuse the project altogether if you\u2019re uncertain whether you\u2019ll be able to meet the deadlines. But, in this case, be prepared to explain your reasons.<\/p>\n\n\n\n
By bending to the will of the stakeholders<\/a> who aren\u2019t fully aware of what goes into managing a project, you\u2019re doing everyone a disservice and virtually dooming your project from the get-go.<\/p>\n\n\n\n
#5 Recognize when to measure success against deadlines and when against milestones<\/h3>\n\n\n\n
Is your project externally or internally driven? <\/p>\n\n\n\n
Are you using a Waterfall approach<\/a> or an Agile approach<\/a>?<\/p>\n\n\n\n
Is the project tied to a certain date, or is the focus on quality over efficiency? <\/p>\n\n\n\n
Once you get a broad picture of your project, you might realize that you don\u2019t even need to set strict deadlines. Instead, you can measure success against important events and breakthroughs.<\/p>\n\n\n\n
\ud83d\udcd6 The word \u201cdeadline\u201d happens to mean the same thing in most use cases, but the same cannot be said for many project management terms. For example, the dictionary definitions of words such as \u201ccrashing\u201d, \u201cagile\u201d, and \u201cfloat\u201d are different from how these words are understood in project management. To stay on top of PM terminology, you can refer to our Project Management Glossary of Terms<\/a>.<\/p>\n\n\n\n
How to meet deadlines<\/h2>\n\n\n\n
You\u2019ve checked all the boxes, and you\u2019re certain that you\u2019ve set reasonable deadlines. But, now it\u2019s time to start meeting them, and you don\u2019t know where to start.<\/p>\n\n\n\n
Here are a few tips to help you tackle deadlines with more confidence.<\/p>\n\n\n\n
#1 Break up the work into smaller chunks<\/h3>\n\n\n\n
You might be bored of hearing this advice already, but the reason you hear it so often is because it works.<\/p>\n\n\n\n
Why?<\/p>\n\n\n\n
Well, consider this project example and the answers to the following questions:<\/p>\n\n\n\n
- \n
- If you were given a block of limestone and tasked with making a statue of a man holding a fish within the next three months, where would you even begin? And, what would happen if you accidentally made a mistake and had to start all over again?<\/li>\n<\/ul>\n\n\n\n
Breaking a large project into smaller pieces gives you insight into how those pieces should be arranged and in what order. But, it also makes it easier to determine how much time and resources you\u2019ll need to complete the entire project.<\/p>\n\n\n\n
A project manager\u2019s best friend for this kind of organizational feat is the Work Breakdown Structure, which visually divides the project into progressively smaller chunks. <\/p>\n\n\n
\n![\"Project](\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2022\/06\/Project-work-breakdown-in-Plaky.png\")
Project work breakdown in Plaky <\/figcaption><\/figure>\n<\/div>\n\n\n \n\ud83d\udca1 Plaky Pro Tip<\/strong><\/p>\n\n\n\n
In the guide below, you\u2019ll find a detailed overview of the Work Breakdown Structure if you want to learn more about this useful project management tool:<\/p>\n\n\n\n
- \n
- Work Breakdown Structure (WBS) in Project Management<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
#2 Create a backup plan<\/h3>\n\n\n\n
The chances that everything will go smoothly in your project are slim to none. If you feel that a particularly important part of your project has a high chance of failure, make a plan B.<\/p>\n\n\n\n
Most often, this will be the case with factors outside of your control. <\/p>\n\n\n\n
Perhaps you\u2019re having your supplies shipped from overseas, and there\u2019s a chance they won\u2019t make it in time. Or you\u2019ve delegated part of your work to a new organization, and you don\u2019t know what to expect.<\/p>\n\n\n\n
Carefully assessing risks and making contingency plans just in case may end up saving your project in the long run.<\/p>\n\n\n\n
#3 Ask for more time<\/h3>\n\n\n\n
Research shows that people are afraid of asking for more time on their projects for fear of their superiors thinking badly of them. This is especially true with women, who are nearly two times less likely to ask for a deadline extension<\/a> than men.<\/p>\n\n\n\n
The truth of the matter is that no one is above asking for more time when they really need it. You can be sure that your superiors also do it. So, why should you be afraid to?<\/p>\n\n\n\n
The key is to ask for help as soon as the need arises. If you wait too long in the hopes of covering up the issue, you might bring it up when it\u2019s already too late.<\/p>\n\n\n\n
#4 Use software for managing deadlines<\/h3>\n\n\n\n
Sticky notes and whiteboards are a thing of the past. <\/p>\n\n\n\n
With an increasing number of people working remotely and companies being more likely to hire people from across the globe, it\u2019s important to be able to coordinate teams and keep everyone in the loop in order for work to flow smoothly.<\/p>\n\n\n\n
The best way to do this is by using reliable project management software, such as Plaky by CAKE.com<\/a>.\u00a0<\/p>\n\n\n\n
With a tool that allows you to handle an unlimited number of teams, tasks, and users, you can easily: <\/p>\n\n\n\n
- \n
- Assign and track deadlines, <\/li>\n\n\n\n
- Check progress, <\/li>\n\n\n\n
- Give feedback, and<\/li>\n\n\n\n
- Receive notifications to always stay on top of your work in progress.<\/li>\n<\/ul>\n\n\n\n
PM software also helps you improve transparency between teams and coworkers and makes it easier to coordinate multiple tasks and deadlines on larger projects.<\/p>\n\n\n\n
With Plaky, you can create as many tasks as you want for each of your projects, and assign each of them a reasonable deadline.<\/p>\n\n\n
\n![\"Assigning](\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2022\/06\/Assigning-deadlines-in-Plaky-1.png\")
Assigning deadlines in Plaky<\/figcaption><\/figure>\n<\/div>\n\n\n It\u2019s as easy as setting a due date and receiving a notification once it\u2019s been completed, overdue, or when any other changes to the task have been made. <\/p>\n\n\n
\n![\"Notifications](\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2024\/02\/Notifications-in-Plaky.png\")
Notifications in Plaky<\/figcaption><\/figure>\n<\/div>\n\n\n Your tasks can further be grouped into boards and spaces, or even broken down into subtasks and assigned to the right team members. <\/p>\n\n\n\n
You can view your tasks in the form of a table or set them to Kanban<\/a> view, or alternate between the two depending on how you prefer to organize work.<\/p>\n\n\n\n
With a free and fully customizable project management tool such as Plaky by CAKE.com, keeping up with your project timeline<\/a> could be an absolute breeze.<\/p>\n\n\n\n
- Work Breakdown Structure (WBS) in Project Management<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
- If you were given a block of limestone and tasked with making a statue of a man holding a fish within the next three months, where would you even begin? And, what would happen if you accidentally made a mistake and had to start all over again?<\/li>\n<\/ul>\n\n\n\n
- What Are Project Milestones? (+ Examples and Free Template)<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
![\"Illustration\"](\"https:\/\/plaky.com\/learn\/wp-content\/themes\/cake-learn\/src\/images\/plaky\/banners\/default@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n <\/p>\n\n\n\n