Timely implementation of tasks by the company’s employees is one of the main elements that the average manager should pay attention to. Why do we not keep to deadlines? Is the adherence to deadlines a skill or rather a feature of character?
The Gallup Business Journal proves that only 2.5% of companies finish their projects on time. What is the reason for delays in task implementation? According to the Journal, it is due to the company’s culture, or the fault for delays lies with customers themselves.
How To Prevent Delays
The most frequently indicated by specialists factors influencing the timely implementation of projects are:
- Prioritization of tasks constituting the project.
- Avoidance of distractions.
- Appropriate planning.
- Taking advantage of the benefits of technology.
Research commissioned by Samsung shows that we need 15 minutes to get back to work after something that has distracted us. On average, the state of such distraction lasts about 96 minutes a day. What an incredible waste of time, isn’t it?
How to prevent it? Projectmanager.com emphasizes the need to use the latest technological solutions. In the article “3 Strategies To Increase Productivity,” Peter Landau encourages one to measure their activity. It can be done in various ways, for example, by using tools tracking activities on the computer.
There are also other tools which can be used to monitor progress – to-do lists, calendars, task management software, and a Gantt chart generator. Integrating them with activity tracking software will largely contribute to one’s productivity.
It’s important to mention that such tools help in forming healthy habits. These, consequently, make it easier to finish work on time. So what are these healthy habits?
- Care about deadlines and be serious about them. Deadlines shouldn’t be treated as enemies but as friends. They help to stay organized during work and pay attention to every task.
- Plan in detail to give enough time to every task, even the smallest detail of a project.
- Keep a list of deadlines to know when the dates are due and never be surprised that the project should be delivered.
- Know how much time it takes to finish the project to be able to block off time in one’s schedule. Here, it’s a good idea to use time tracking software. It helps to measure how much time is spent on every activity so that one can know how much time he or she needs to allocate to a particular task in a project.
- Take one step at a time to avoid confusion. Delivering a project or task is a process through which one has to go from the beginning to an end while paying attention to all the details along the way.
- Communicate with a manager, stakeholder or a team to explain why the deadline is set to a specific period. It is also important to let people know about the progress of work and inform about possible delays and complications.
- Know the final outcome. Both sides should have the same vision of the final version of the project to avoid extra work just before the deadline.
- Don’t procrastinate. Procrastination takes away precious time. Even if it seems that there’s still plenty of time, it’s better to be careful about it.
- Include extra time in the schedule in case unexpected issues arise.
In combination with the right tools and habits, deadlines can become a man’s best friend.
Company Culture and Timely Task Implementation
Let’s go back to the company culture. What does it have in common with timely task implementation?
Shaping company culture starts on the highest hierarchical level, beginning from the CEO to managers and employees. But it is the people standing on the top of that structure that constitutes the basis for the right behaviors.
In his book Getting Things Done, David Allen writes that many managers have bad habits in terms of organizing time and delivering projects on time. That results in chaos and stressful atmosphere. Consequently, such an atmosphere doesn’t foster employee’s work what makes it difficult for them to do their job when they’re under pressure.
It’s important to take care of the company culture. And it’s best to start from small steps by implementing the above mentioned healthy habits. These will help any team stay on top of work and deliver every project on time.
Positive company culture makes employees happy, satisfied, and more productive.
Precise List Of Tasks With Deadlines
Mark Twain once said: “The secret of getting ahead is getting started. The secret of getting started is breaking your complex overwhelming tasks into small, manageable tasks, and then starting on the first one.”
His words are now relevant more than ever, especially in terms of timely task implementation. Every project should be broken down into smaller elements. It will make work easier and seamless.
If you want to meet all the deadlines, note them down in one place. Check regularly, preferably every day, what work you have to do today, tomorrow, etc. Every day should be carefully planned. It is vital that each task has its finish date. Bigger tasks divide into smaller ones because this will allow you to plan your work effectively.
Above all, remember – do not take on too many commitments. At some stage, you will have to verify your current work on the project and probably make a few corrections, which takes time. Be prepared for it.
Final Thoughts
Timely task implementation may not be easy. That’s why it’s important to plan every step together with the team and discuss all problems prior to the start of work.
The right habits in combination with special software can turn your organization into a productivity powerhouse and superheroes of meeting deadlines.