Managing deadlines: Avoid deadline dangers

managing deadlines Robert Gerrish Deadlines can work for or against your solo business. How well you manage them depends on how well you manage client expectations. Here’s a way of managing deadlines to ensure your solo business avoids deadline dangers.

It’s worth remembering that even if you’re not in a deadline-driven business, you’re sure to encounter them as a client of suppliers and support personnel.

A couple of weeks ago I was talking to a friend who was drowning in deadlines. Everything was wanted urgently and her level of stress was palpable.

Something was clearly very wrong and I wondered how such a competent soloist had got into such a mess. After some gentle interrogation the answer popped up quite readily.

Rather than clarifying precise deadlines with her customers, a number of vague dates and times had been agreed upon. The reason for this - and it’s often the reason – is that my client allowed her laid back, easy-going nature to translate into areas that simply don’t suit these characteristics.

As soloists we must remember that many of our clients are but simple folk who cannot be expected to grasp the nuances of workflow. Therefore it’s up to us to take the lead when it comes to managing deadlines.

If we accept undefined deadlines we only have ourselves to blame when the client comes back (usually early) wondering where the job is.

For example if a matey client says stuff like, ‘oh, look, three to four weeks will be fine’ you can bet your life you’ll be pursued at the three week mark, at which point you may not have even made a start on their project.

In my experience, clients frequently remember the earlier date and suppliers the latter.

Undefined deadlines are like sheets of paper blowing in the wind. Neither party has a realistic handle on expectations. Surely just a disaster waiting to happen?

From the outset of any new job or assignment, get yourself a nice chunky paperweight in the form of a definitive deadline.

Three weeks from today is Tuesday 29 April. I’ll have my next missive on your desktop then. Trust me.

What say you? Are you diligent with managing deadlines or a free forming hippie? Let me have it, man.

Until next time.

Love your work,

Robert Gerrish is Flying Solo’s managing director and founder and works as a business coach, professional speaker, business commentator and consultant. He’s the co-author of Flying Solo – How to go it alone in business.

08 Apr 08

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The tax man doesn't wait for anyone. Deadlines are just part of my job - the challenge is to make sure my deadlines with the client leave me enough time to do my thing before keeping Mr Tax happy. Denise Maffey CA from Kumeu NZ
This is a problem I have with a client I took on when I first started. He expects a 30 minute on-site response time, whenever he calls, and now the response time is more likely to be two weeks. I have spoken to him about this. I have emailed hime about this. I have even handed him a letter, a real letter about this. He still gets very indignant and dificult when I can not see him immediately. To complicate matters he typically pays bills typically 7 weeks late. Heather Smith from BRISBANE | Read my articles
As most of my work is deadlines I work out a procedure that means artwork is finalised at the latest two days before it is required. I now realise that clients don't understand deadlines and think everything is just a 'click of the button', so I work backwards from the deadline and always work on being early rather than ontime or late. This works very effectively now. Also, I bill progressively (every 2 or 4 weeks depending on the size of the job), so that clients are billed for layouts, concepts or work produced regardless of whether it is ever finalised. This is important in service industries when so many hours are spent on concepts and working towards a finished product. My accountant long ago made me work on progressive invoices, and it has made a positive difference in how I feel about my work. One just has to make the effort to make sure those progressive invoices are sent out regularly with immediate payment required. Conversely I always pay my own accounts on time or earlier. My cash flow works much better this way. A typical example: a client tells me he needs mockups urgently for a business meeting. 2 weeks later there is still no response to feedback or changes, so I contact him and he shares that the job is on hold for something more pressing which has nothing to do with me or my work. I thank him and send him a progressive invoice which is paid the following day. As far as I am concerned the rest of the job can take as long as he likes because as long as I am paid for what I have done now - hence this client is valued. But it was up to me as the service provider to progressively invoice and follow through. Karen from Springwood
Points well taken
Catherine White Catherine White from Sydney
Good article, Robert!
Meeting deadlines is certainly something that makes the customer happy. We have a usual lead-time of two weeks, with the majority of customers requiring their job before then. We have made it a priority to check and confirm deadlines before the job begins to ensure we have all the jobs out on time.
The next thing is making sure you have a realistic deadline; no point telling the customer they can have the printed garments by Friday, if you know they won't be ready. Honesty is the best policy, as always.
Jess, www.zulugraphics.com.au Jess from Zulu Graphics, Newcastle
Free forming hippy and proud. Tim from Manly Australia

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